Personal Assistant

London (Greater)
Grade 4 £29,127 per annum, including London Weighting Allowance 0.8 FTE
24 Jan 2022
End of advertisement period
27 Feb 2022
Contract Type
Fixed Term
Part Time

Job description
To work as part of a small team, providing high quality and comprehensive personal and administrative assistance to the Faculty’s leadership team, to support them in fulfilling their leadership duties and functions.  
Whilst each post will be nominally assigned to a team/area of activity, postholders are expected to be mutually supportive and provide cover for each other during times of additional pressure, or periods of absence as determined by the Senior Executive Assistant.   The varied workload will include: electronic diary and email management; meeting and event administration; room bookings; drafting correspondence and briefing reports; producing spreadsheets and PowerPoint presentations and providing administrative support to a range of committees. 
This post will be offered on an a fixed-term contract for 1 year  
This is a part-time post - 80% full time equivalent

Key responsibilities

  • Provide administrative and secretarial support, including drafting correspondence, external and internal liaison, administering expense claims, producing reports and presentations.  
  • Maintain electronic diaries. Organise all aspects of meetings and appointments, including room booking, refreshments and greeting visitors. 
  • Organise travel arrangements, including booking overseas flights, accommodation, producing itineraries for any offsite and overseas meetings. 
  • Take responsibility for planning and organising small scale events, functions and projects, working autonomously in most areas. 
  • Support meetings, boards and committees with detailed minute taking and production of final draft of formal minutes and meeting notes. 
  • Provide support with budget management. This will involve purchasing, liaison with the finance department regarding invoicing, purchasing queries, research grants and management of relevant budget related queries. 
  • Set up and maintain electronic record systems; ensuring data accuracy and consistency across all data sources. 
  • Gain expertise in the areas of student administration and develop sustainable relationships with the staff involved.  
  • Support the Senior Executive Assistant to successfully manage the Executive Dean’s office/faculty operations /activities including occasional diary cover for other faculty leads, administration, and meetings/visits. 
  • Liaise with partner Trusts, external organisations, bodies and committees in support of core areas of activity.  

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.  

Skills, knowledge, and experience 
Essential criteria  

1.       A-Levels or equivalent 
2.       Fully computer literate and comprehensive familiarity with the Microsoft Office package of applications 
3.       Good level of literacy with an excellent standard of written and spoken English 
4.       Excellent organisational and administrative skills 
5.       Time management, prioritising and multi-tasking skills 
6.       Methodical but flexible approach to work with good attention to detail 
7.       Significant secretarial/administrative experience 
8.       Experience of providing diary management to multiple users 
9.       Experience of committee administration, including minute-taking 
10.   Experience of co-organising small projects, functions and events 
11.   The ability to maintain discretion and confidentiality when dealing with sensitive matters. 
Desirable criteria
1.       Experience of working within and supporting a team 
2.       A customer service approach 
3.       To be a self-starter and have the motivation to see things through to completion, with the ability to work without close supervision