Executive Assistant to Head of School

Job description

This is an exciting opportunity to join the Professional Services team in the School of Life Course & Population Sciences. We are seeking a highly motivated and experienced Executive Assistant to provide high-level professional executive support to the Head of School and the Head of Department for Women and Children’s Health.  

The post holder will be responsible for the effective and efficient day-to-day management and organisation of the Heads’ activities and business. This will include complex diary management, organising and supporting high-level senior meetings (including acting as Secretary to the School Executive Board), report and presentation writing, and providing project management support.   

You will be a key member of the School Professional Services team, led by the School Manager, supporting senior academic, clinical and research staff across the school.  

You will have a proactive approach and possess exceptional organisational, prioritisation and communication skills with the ability to use your own initiative to manage complex tasks and diary arrangements. You will be confident in working independently and with ambiguity, as well as being a strong team player. 

In accordance with the new hybrid working policy, the role holder will be expected to spend a minimum of 40% FTE on campus. The on-campus presence will be split between the Guy’s campus and the St Thomas’ campus. 

Information about the School

The School of Life Course & Population Sciences unites over 400 experts in women and children’s health, nutritional sciences, population health and the molecular genetics of human disease. Our research links the causes of common health problems to life’s landmark stages, treating life, disease, and healthcare as a continuum.  We are interdisciplinary by nature and use our breadth of expertise to teach the next generation of health professionals and research scientists. Based across King’s Denmark Hill, Guy’s, St Thomas’ and Waterloo campuses, our academic programme of teaching, research and clinical practice is embedded across five Departments.  

This post will be offered on an indefinite contract 

This is a  full-time post - 100% full time equivalent / 35 hours per week

Key responsibilities

• Provide high quality executive assistance to the Head of School and Head of the Department of Women and Children’s Health in respect of diary and correspondence management, including arranging travel and accommodation as required, providing briefing documents and background materials, and supporting the Head of School in the prioritisation of management and academic commitments
• Organise and support meetings, workshops, roundtables, and visits by external/international delegations, including contacting speakers and attendees, arranging logistics, preparing the agenda, writing the minutes and coordinating follow-up action as required  
• To deal efficiently with communications and correspondence, drafting and distributing communications on behalf of the Head of School and Head of Department. 
• Assist with the recruitment and induction of new members of staff and academic visitors 
• To support local purchasing and expenses and assist with the monitoring of budgets and expenditure 
• To act as a Secretary for School committees, and other groups as required  
• To have a broad knowledge of Faculty and university polices, processes and systems, to solve problems and provide solutions, efficiently and effectively 
• To lead on specific projects, including School Away Days and open days   
• Create an ethos of collaboration and collegiality, establishing effective communications and relationships, and encouraging staff to work in partnership with colleagues across the university, to eliminate potential barriers, enhance collegiality and develop best practice through actively contributing to King’s initiatives, including professional networks, and working  

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.      Educated to degree level or relevant experience 

2.      Experience of complex diary management 

3.      Experience of organizing and supporting high-level senior meetings 

4.      Experience of report and presentation writing 

5.      Experience of providing project management support 

6.      Experience of working independently and proactively 

7.      Committed to equality, diversity and inclusion, actively addressing areas of potential bias 

Desirable criteria

1.      Previous experience in an Executive Assistant or proactive supporting role 

2.      Experience of HR administration, including recruitment 

3.      Experience of budgetary and financial process 

Further information

Candidates are strongly encouraged to specifically address the essential criteria outlined in the Person Specification in their covering letter.