JOB DESCRIPTION

Job Title: Executive Assistant
Responsible to: The University Secretary & Clerk to the Board of Governors / Grade: 4
SUMMARY OF MAIN PURPOSE OF THE JOB
Provide high level support to the Deputy Vice-Chancellor (DVC) and the Executive Director of Finance, and other members of the Directorate, with the objective of maintaining and enhancing the role of the DVC/Executive Director of Finance, within the Office of the Vice-Chancellor. To provide first line support in progressing the business of the DVC/Executive Director of Finance and the University through interaction with others at all levels within the University and with external agencies.
DUTIES & RESPONSIBILITIES:
1.  Provide executive support to the Deputy Vice-Chancellor (DVC) and the Executive Director of Finance, and other members of the Directorate, as appropriate. Duties will include:
·  Co-ordinating complex diary arrangements for the DVC/Director of Finance.
·  Co-ordinating post and electronic communications on behalf of the DVC/PVC.
·  Organising documents and paperwork for the DVC/Director of Finance, including an effective bring forward system.
·  Providing an absolutely reliable, confidential support service to the DVC/Director of Finance and other members of the Directorate as appropriate.
·  Maintain service level expectations to senior staff within the university.
·  Ensuring effective information flow both internally and externally.
·  Ensuring that all internal and external deadlines are met.
·  Arranging travel and other arrangements for the DVC/Director of Finance.
·  Dealing with visitors for the DVC/Director of Finance.
·  Dealing with telephone and email enquiries in a timely manner.
2.  Work with other staff in the Directorate office to ensure that a high quality, professional service is provided to the Vice-Chancellor and his Executive and to a range of internal staff and external stakeholders. This will include participating in office rotas for telephone and office cover.
3.  Undertake general office administration duties as requested and prepare documents and presentations, using a number of MS Office applications.
4.  Review and prepare summary information of data/information for the DVC/Director of Finance.
5.  Prepare for and attend meetings, and take minutes/notes as necessary, including reviewing previous minutes/notes/actions, drawing up agendas, collection and distribution of papers.
6.  Manage stationery supplies, photocopier maintenance and PC maintenance in conjunction with other members of the Directorate team. Making recommendations for improvement or cost saving initiatives where appropriate.
7.  Organise the logistical elements of university events on behalf of the DVC/Director of Finance, or other members of the Directorate as appropriate.
8.  Be the first point of contact for both internal and external communication to the DVC/Director of Finance, which may include a range of difficult and sensitive situations.
9.  Ensure, as far as possible, the confidentiality of records in the office and the security of resources and equipment in the office.
10.  Any other reasonable duties as required by your line manager.
PERSON SPECIFICATION

CRITERIA

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ESSENTIAL

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DESIRABLE

Qualifications: / GCSE (or equivalent), grade C or above in English and Maths.
Two A-levels (or equivalent), grade C or above. / Good honours degree or equivalent
Knowledge and Experience: / Demonstrable experience of performing an executive assistant function to senior management and/ or at Director/Board level.
Experience of oral and written communication at a professional level, including a high standard of written English. / Knowledge of the higher education sector.
General Skills: / The ability to build positive relationships with people at all levels in the organisation, including senior staff.
The ability to deal with senior people external to the organisation with tact, diplomacy and sensitivity.
The ability to manage conflicting priorities.
Highly self-motivated and the ability to work independently.
Excellent organisational skills.
Experience of using initiative in the working environment.

Essential Criteria are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage.

Desirable Criteria are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.