Personal Assistant & Departmental Support Officer

Overview

There are two main aspects to this role:

• Support the Assistant Director of Research, Partnerships and Innovation (RPI) / Director Regional Engagement and Innovation with diary management, organising and supporting meetings and events, coordinating with other PAs to prioritise and schedule a range of activities.
• Be a member of the RPI support team, working with others on a range of areas which support the whole department. Examples include: acting as first point of contact for operational queries and supporting our processes relating to finance, recruitment and induction, and Health & Safety. Training will be provided in how to follow University processes and use University systems.

You will have excellent organisational skills and attention to detail to deliver an efficient and responsive service. You must be collaborative but also willing and able to work independently and flexibly, both within the team and across the organisation. You enjoy a varied and busy workload and can prioritise across activities. You are flexible in your approach and enjoy developing an understanding of how your role supports both individuals and the wider organisation and can make connections which amplify the work of the individuals and team you work directly with and the wider department and organisation.

You understand the need for confidentiality in some aspects of a PA role and work with discretion.

• Proactively manage the diary of the Assistant Director of RPI / Director Regional Engagement and Innovation, working closely with other PAs and teams both within and external to the organisation, ensuring they are able to deliver their objectives efficiently.
• Work with discretion, respecting confidentiality, data protection and other relevant aspects of supporting senior staff.
• Organise and coordinate meetings, events, workshops, social activities for University colleagues and external stakeholders and funders, taking a measured and collaborative approach.
• Undertake full committee servicing, including scheduling, production of documentation, taking minutes and ensuring actions are followed up in an appropriate time‑frame.
• Support the wider department facilities management duties, including reporting building faults, purchasing IT equipment and reviewing office space usage.
• Be an active member of the department Health & Safety Committee, including acting as DSE (Display Screen Equipment) Assessor for the team (training will be provided).
• Build strong, productive relationships with academic and professional service colleagues and external stakeholders to ensure appropriate and effective support is provided.
• Work as part of a wider team providing operational assistance for Research, Partnerships and Innovation. This includes assisting with the recruitment and induction of new staff, advising colleagues on policies for use of relevant university systems, placing orders for catering etc.
• Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University’s financial directives (training will be provided).
• Work flexibly when needed so that priority administration needs are met across RPI.
• Proactively develop skills, undertaking continual professional development.
• Carry out other duties, commensurate with the grade and remit of the post.

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role’s criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

• GCSEs at Grade C or above, including English and Maths (or equivalent).
• Previous experience in a Personal Assistant role in any workplace context.
• Knowledge of standard office procedures through relevant qualifications, or work experience in an administrative role.
• Ability to plan, prioritise and deliver your own tasks, and collaborate with a small team to agree distribution of and…