Imperial College London

Job Description

Job Title : Personal Assistant to Head of Division

FTE: 2.5 days a week

Division: Brain Sciences

D epartment : Medicine

Job Family/L evel : Professional, 3a

Salary: ￡27,400 - ￡31,300 per annum pro rata

Reporting T o: Divisional Manager

Key working Relationships (internal) : Centre Administrators for the Division and Department, Group Heads and their teams, fellow secretaries in the Division

Duration: Part-time open ended

Location: Hammersmith Hospital

Summary / Purpose of the P ost

The Division of Brain Sciences, headed by Professor Paul Matthews, is a dynamic, newly created Division within the Department of Medicine. The role provides administrative and secretarial support to Professor Paul Matthews in areas such as diary management, taking calls and messages, letter and document preparation support, post etc. The post holder will report to the Divisional Manager of Brain Sciences.

Key Responsibilities

The postholder will undertake the following responsibilities as instructed by the Head of Division or the Divisional Manager appropriate to training and experience, including:

· Provide administrative and secretarial support, including diary management to the Head of the Division of Brain Sciences

· Assisting with organisation of the conduct of the Divisional head responsibilities, including ad hoc seminars to include devising schedules for visitors, escorting visitors on site, contacting speakers, offering travel advice and making room bookings

· Dealing with incoming/outgoing mail, telephone/reception duties, taking message etc.

· Using a range of software packages to prepare and produce documents, bibliographies, grant applications, presentations, forms etc.

· Ensuring financial paperwork is collated including expense claims, miscellaneous cash receipts, non-payroll fee forms etc.

· Assisting with preparation of grant proposals, especially the administrative and financial aspects of such proposals.

· Ordering, checking and chasing of orders – monitoring and managing budgets, completing purchase requisitions, implementing and managing taxi accounts,

· Supporting communications from the Divisional Head office to members of the Dvision, College and others

· Meeting/greeting visitors including interviewees

· Organising and servicing meetings

· Assist with the HR processes and procedures for the Division, including honoraries, visiting researchers, PRDPs and recruitment of staff. This will require liaising with divisional administration.

· Organise day one inductions for all new members of staff, ensuring that they have email access, a health and safety induction and a security card.

· Supporting preparation of ARSACS, ethics applications and integral components of clinical research applications and grants; obtaining of collaborative and other agreements if needed and supporting by obtaining relevant publications or data.

· Managing study documents that are within the accountability of the Divisional Head including consent forms, ethics, and ARSAC approvals in line with GCP and ICH guidelines

· Assist with the collation of data needed for producing various annual and other reports needed for grant-giving bodies and Trusts that support research e.g. EU timesheets

· Ensuring confidentiality of all files and documentation in compliance with Data Protection Act.

· Providing data and information to the Divisional Manager when requested

· Provide assistance and support to the Section Administrators

Clinical Support

· Answering of patient queries as may be required to supplement NHS support to the Head of Division

· Communications including letters on behalf of the Head of Division as may otherwise not be able to be addressed

· Occasional booking/cancellations appointments for patients and clinics through the NHS support

· Dealing with general enquiries which may arise on behalf of clinical activities of the Head of Division

Webpages

Day to day maintenance of the Head of Divisions web pages involving the accurate update of administration and teaching page data, upload of information regarding meetings and seminars, and providing assistance to research groups in maintaining their existing webpages. This includes providing assistance to staff in setting up and maintain their personal web pages and ensuring academic staff keep their data and publications accurate and up to date.

Job descriptions cannot be exhaustive and so the post holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.

The post holder is expected to observe and comply with all College policies and regulations, for example Health and Safety, Data Protection etc.

Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to adhere to the principles set out in our Equal Opportunities in Employment Policy, Promoting Race Equality Policy and Disability Policy and all other relevant guidance/practice frameworks.


Person Specification

Education and Qualifications

Essential

· Relevant qualification or experience.

· Enthusiasm for work in a dynamic environment

Desirable

· Educated to degree level or equivalent.

Experience

Essential

· Previous administrative and secretarial experience at a senior level.

· Experience of working in a busy office environment.

· Experience of diary management

Desirable

· Previous experience of working in an academic or clinical environment.

Skills

Essential

· Excellent administrative, secretarial and office-based skills.

· Good interpersonal and communication skills in writing, on phone and in person with all levels of staff.

· Ability to work independently and as part of a team.

· Ability to prioritise own workload with differing and varied deadlines.

· Ability to work under pressure.

· Ability to maintain high degree of accuracy and attention to detail.

· Excellent working knowledge of Windows based software, especially Word, Excel and Outlook.

Desirable

· Seminar co-ordination, including poster preparation and distribution and speaker/visitor invitation and arrangements.

· Slide and AV preparation using PowerPoint.

Application Guidance

Please read the person specification carefully and describe, as part of your application, how much you feel you meet each of the criteria. If you need more space, please attach additional sheets to the application form.

The recruitment monitoring section of your application will be detached and will be used only for monitoring and audit purposes as a basis for supporting our commitment to Equal Opportunities.

An application form and full CV quoting reference number HM20 12043 should be sent, online via the Imperial College iRecruitment website.

Short listed candidates will be contacted as soon as possible after the closing date.

Thank you for your interest in this post. We look forward to receiving your application.