Temporary Administrative Assistant   

Reference no: CLU RQ783676   

Pay rate £12.09 per hour PAYE 

The post holder will be responsible for providing a comprehensive personal assistant and administrative service to the Executive Deans/ Heads of School and provide diary management support only for other management contract holders at Faculty level and Deputy Heads within the School. The role requires effective communication and liaison both internal and external to the University, at local, national and international levels 

Key responsibilities: 

• To provide a comprehensive personal assistant service for Executive Dean/Heads of School including diary and email management, assisting with personal organisation, setting up and maintenance of filing systems, fact finding, dealing with telephone calls and enquiries, drafting correspondence, arranging meetings/appointments including ordering catering and arranging car parking, receiving visitors, preparing papers, assisting with reports and the organisation of Faculty/ School events such as Away Days and conferences. 
• To provide support to Executive Dean/Heads of School with finance processes in relation to Corporate/Purchasing Card, booking and arranging travel, accommodation, conferences, purchasing goods and services in line with Financial Regulations.  
• To support Executive Dean/Heads of School with the recruitment of staff in liaison with HR, including organising interview arrangements and timely notifications to HR in line with the recruitment procedure.  Acting as a point of contact for HPL/ Ad-hoc staff contracts and coordinating the sickness absence in line with the University process and assist with RTW checks on an ad-hoc basis only.  
• To act as a central point of contact for the Faculty/School for other Professional Services such as Marketing, Estates Management, LIS, Telecoms and HR in relation to restructures, staff changes, staff recruitment and assist with access of space allocation; distribution of keys. To be proactive in signposting staff, in liaison with the Academic Service Resources Team, to self-service systems and guides. 
• Specific to PAs to Executive Dean: To provide diary management support only for other management contract holders at Faculty level including the Director of Research. To support the Executive Dean in the preparation of reports, annual planning including fact finding, liaising with relevant services and acting as a point of contact to coordinate information across the Faculty. To provide support to the Executive Dean with activities specific to the Faculty such as Dean's Council meetings (LSBE).  
• Specific to PAs to Head of School: To provide diary management support only for the Deputy Heads.  To assist Heads of School with Workload Planning activities acting as a liaison point for the School. To provide support to the Head of School with activities specific to the School such as arranging Trust Breakfast meeting (Health). 
• To arrange and service meetings relating to Faculty/School such as FET/SET including the preparation of agendas, minuting of meetings, distributing action sheets, maintaining up-to-date records and checking action taken and undertaking any follow up. 
• To support where required in University wide-events such as Open/Applicant Days, Graduation, Welcome and Registration. 
• To attend relevant meetings and events to contribute to defining processes and procedures and to the creation and maintenance of associated plans and schedules. 
• To comply with legislation and regulations on GDPR, freedom of information and intellectual property rights and maintaining standards of security and confidentiality 

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria: 

• A range of GCSEs, including English Language and Maths at Grade C or above, or appropriate equivalent experiential learning 
• Word Processing/typing/IT qualification or demonstrable equivalent experiential learning 
• An awareness of confidentiality, GDPR and matters of IT security 
• Substantial recent experience working as a Personal Assistant or equivalent 
• Experience of managing a varied and demanding workload using initiative and excellent organisational skills 
• Experience and confident in the use of Microsoft Office suite of packages, electronic diary and filing systems 
• Experience of servicing meetings and of organising, updating and maintaining accurate records and information 
• Minuting skills 
• Proven ability to work consistently, with attention to detail, under pressure and meet deadlines 

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD. 

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application. 

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF. 

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.