Executive Assistant to Centre Director

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

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

Faculty/ Department: Engineering Education and Skills Centre

Website:

Salary Information: £32,080 - £36,636

Grade: 6

Contract Type: Full-time, Open-ended

• Provide professional and confidential Executive Assistant support to the Centre of Engineering Education and Skills Director and the Director of Education, supporting them in their day-to-day roles and on projects and activities related to the Centre, Faculty and University.
• Be the first point of contact for enquiries to both Directors, which will require 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 both the Centre Director and Director of Education.
• Undertake diary and event management and coordination for the Directors, ensuring appropriate travel and catering arrangements are in place.
• Support Director and Centre Manager in the drafting and preparation of correspondence, reports and presentations, undertaking some initial analysis of information and collation of materials for inclusion.
• Assist the organisation of Centre events involving staff, students and visitors, including annual summer/end of year events and graduation receptions.
• Maintain document filing systems (electronic and hard copy) for critical Centre documents and logs, ensuring they are kept up to date and maintained in line with information security requirements..
• Provide financial support to the Director and Centre Manager, including the processing of requisitions for goods and service, and reconciliation of purchasing transactions.
• Service Centre 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 Centre team activity over short, medium and long-term, ensuring plans complement and feed into wider aims of the Centre 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 Centre Manager in the improvement of systems and processes within the School, reviewing and enhancing existing practice.
• Undertake other activities as required to ensure that all administrative activities within the Centre 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.

Line Manager: Service…