Executive Assistant to Head of School

Executive Assistant to the Head of School

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As Executive Assistant, you will provide executive level support to the Head of School and School Manager to ensure they are fully supported in their day‑to‑day roles and on projects and activities related to the School, Faculty and University. Due to the complexity of the Head of School’s role, it is essential that the post‑holder is able to work quickly to meet deadlines, balance competing priorities and be proactive, forward‑planning to anticipate requirements and put in place arrangements.

Strong team‑working skills and excellent written and verbal communication skills are required, as is attention to detail. Much of the business of the Head of School’s office is highly confidential and sensitive and may have human resources or public relations implications, so the ability to act with discretion and sensitivity is critical.

• Provide professional and confidential Executive Assistant support to the Head of School and School Manager, supporting them in their day‑to‑day roles and on projects and activities related to the School, Faculty and University.
• Be the first point of contact for enquiries to the Head of School, dealing effectively with a wide range of enquiries and daily liaison with colleagues at all levels across the University and with external organisations.
• Deal with high volumes of correspondence (incoming and outgoing) on behalf of the Head of School and School Manager.
• Undertake diary and event management and coordination for the Head of School ensuring appropriate travel and catering arrangements are in place (also includes making arrangements for external visitors to the School as required).
• Support Head of School and School Manager in the drafting and preparation of correspondence, reports and presentations, undertaking some initial analysis of information and collation of materials for inclusion.
• Maintain document filing systems (electronic and hard copy) for critical departmental documents and logs, ensuring they are kept up to date and maintained in line with information security requirements.
• Support the HoD and School Manager by overseeing Human Resources related administrative processes (including resources, staff recruitment processes, SRDS organisation, academic probation organisation, academic visitor processing, mandatory training logs, etc.) for the School Office to maximise efficiency.
• Oversee the organisation of School events involving staff, students and visitors, including annual summer/end‑of‑year events and graduation receptions as appropriate.
• Provide finance support to the Head of School and School Manager, including the processing of requisitions for goods and service, and reconciliation of purchasing transactions.
• Service School committees and any other meeting as required. Request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes and provide follow up on actions.
• Plan and organise individual and School Office team activity over short, medium and long‑term, ensuring plans complement and feed into wider aims of the School and Faculty strategy and that there is cohesion with other relevant areas, e.g. Faculty Executive Board, University Executive Board and external stakeholders.
• Support the School Manager in the improvement of systems and processes within the School, reviewing and enhancing existing practice.
• Provide line management of the Personal Assistant to the School Executive Board.
• Undertake other activities as required to ensure that all administrative activities within the department are undertaken in a timely and efficient manner, providing cover for colleagues in the administrative team.
• Carry out other duties, commensurate with the grade and remit of the post.

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