Job Description
Job title: / Personal AssistantDepartment/School: / Vice-Chancellor’s Office
Grade: / 5
Location: / University of Bath - main campus
Responsible to: / Senior PA [to the Vice-Chancellor]
Purpose of the job:
The purpose of the job is to provide professional high quality PA and administrative support, principally in support of the Vice-Chancellor and the Senior PA [to the Vice-Chancellor] but also supporting the University’s senior management team in the Vice-Chancellor’s Office as appropriate. The postholder will also have responsibility for the management of a wide range of events at the Vice-Chancellor’s official residence in the City. In undertaking these duties, the postholder will be expected to contribute to maintaining the public image of the University by ensuring that all relevant departments, such as Marketing and Communications and Development and Alumni, are appropriately briefed and their efforts are properly co-ordinated. The postholder may also be called upon to support the Vice-Chancellor’s scholarly activities.
The postholder will also be required to provide cover for the Senior PA to the VC in his or her absence for up to a two week period.
Duties and Responsibilities:
1. To provide confidential PA and administrative support principally for the Vice-Chancellor but also in support of the senior management team, including:
· management of the Vice-Chancellor’s diary in liaison with the Senior PA
· logging, processing and disseminating correspondence;
· drafting standard correspondence; producing letters, papers, reports and other documentation to the highest standards of presentation;
· advance planning and logistical support for meetings (e.g. preparation of weekly schedules of visits and meetings, chasing agendas, briefing papers etc);
· acting as the first point of contact in the Vice-Chancellor’s private office for all internal and external enquires by telephone and in person. These enquiries are frequently of a confidential and/or sensitive nature and requires understanding and discretion
· responsibility for arrangement of the Vice-Chancellor’s national and international travel requirements including arrangement of hotel accommodation, cars/taxis as required; managing all rail travel using the University approved travel providers via electronic booking system; researching and reserving domestic and international flight reservations; ensuring that VISAs are applied for when required; arranging for foreign currency as necessary
· liaison, as necessary, with the University’s Audio Visual Unit, Print Services and Computing Services
· management of payment of the Vice-Chancellor’s expenses; processing of invoices using the University’s financial system Agresso
· management of room bookings for the Vice-Chancellor’s office meeting rooms
· liaising with a wide range of people both within and outside the University, often at a senior level
· managing and maintaining efficient paper and electronic filing systems and databases;
· manage, maintain and update the Vice-Chancellor’s and the Chancellor’s Christmas card database for the Vice-Chancellor’s approval; prepare timely mailing schedule and despatch;
· management of the Vice-Chancellor’s office environment and maintenance/purchasing of office equipment
2. To coordinate and manage events at the Vice-Chancellor’s official residence including:
· Management of formal and informal dinners which range in purpose from smaller business occasions to larger high profile, high impact fund raising events. Guests regularly include the University’s Chancellor, members of University Council, University alumni, senior University staff, members of the local and national business community, local authority representatives;
· Co-ordination of numerous seasonal drinks receptions of up to 70 guests on each occasion
· In respect of all events, preparation of guest lists for the Vice-Chancellor’s approval, preparation of formal invitations, liaising with Hospitality, agreeing menus, wine lists, production of table plans, menu cards and place settings. Ensuring that the wine cellar is appropriately stocked and that Hospitality are fully informed of requirements and that high standards are maintained;
· Managing all aspects of operational issues relating to the Vice-Chancellor’s residence involving regular liaison with Housekeeping, Hospitality, Estates and Security Services and oversee proper coordination between those services
· Provide support to the Vice-Chancellor when high impact VIP guests are received at the University
3. To support the Vice-Chancellor’s scholarly activity, including:
· carrying out research on specific subjects as required through the media and internet
· Liaison with the University library and obtaining publications as required;
· Source and obtain books/articles as required;
· Maintain reference database for production of bibliographies;
· Liaison with publishers and submission of articles/manuscripts for publication;
Other
The postholder will work principally under the day-to-day direction of the Vice-Chancellor and the Senior PA who will provide line management support. As a member of the wider support team in the Vice-Chancellor’s Office, managed by the Senior Executive Officer, the postholder may also from time to time be required to undertake any other duties of a commensurate level as reasonably required.
Person Specification
Qualifications / Essential / Desirable / Assessed by: AF / Int / T*1. Good honours degree
2. Secretarial/PA qualification / E / D / AF
AF
Experience and Knowledge / Essential / Desirable / Assessed by: AF
/ Int / T*
1. Significant experience of providing PA/ administrative support at a senior level including diary management
2. Experience of organising international travel arrangements
3. Experience of organising high profile events
4. Experience of financial management and budget monitoring
5. Experience of transcribing scholarly text and referencing conventions
6. Experience of working in the HE sector / E
E
E / D
D
D / AF/Int
AF/Int
AF/Int
AF/Int
AF
AF/Int
Skills / Essential / Desirable / Assessed by: AF
/ Int / T*
1. Excellent organisational skills, including the ability to prioritise own work, meet deadlines and flexibility to cover out of hours events
2. Excellent written communication skills including correspondence, formal minutes
3. Excellent interpersonal and influencing skills and the ability to engage effectively with people at all levels both within and outside the University
4. The ability to work appropriately with and maintain confidential information and issues
5. Excellent IT skills (Microsoft Office, Excel, PowerPoint, databases).
6. Ability to work autonomously and as a member of a team / E
E
E
E
E
E / AF/Int/T
AF/Int
Int
AF/Int
AF
AF/Int
Attributes / Essential / Desirable / Assessed by: AF / Int / T*
1. Smart and professional appearance
2. Proactive and positive approach
3. Accuracy and attention to detail
4. High standards
5. Flexibility of approach
6. Ability and willingness to support colleagues / E
E
E
E
E
E / Int
Int
T
AF/Int
AF/Int
AF/Int
*(Application form, Interview, Testing)
Effective Behaviours FrameworkThe University has identified a set of effective behaviours which we value and have found to be consistent with high performance across the organisation. Part of the selection process for this post will be to assess whether candidates have demonstrably exhibited these behaviours previously.
Managing self and personal skills:
Willing and able to assess and apply own skills, abilities and experience. Being aware of own behaviour and how it impacts on others.
Delivering excellent service:
Providing the best quality service to all students and staff and to external customers e.g. clients, suppliers. Building genuine and open long-term relationships in order to drive up service standards.
Finding innovative solutions:
Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.
Embracing change:
Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas.
Using resources:
Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.
Engaging with the big picture:
Seeing the work that you do in the context of the bigger picture e.g. in the context of what the University/other departments are striving to achieve and taking a long-term view. Communicating vision clearly and enthusiastically to inspire and motivate others.
Developing self and others:
Showing commitment to own development and supporting and encouraging others to develop their knowledge, skills and behaviours to enable them to reach their full potential for the wider benefit of the University.
Working with people:
Working co-operatively with others in order to achieve objectives. Demonstrating a commitment to diversity and applying a wider range of interpersonal skills.
Achieving results:
Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.