Personal Assistant to Deputy Director and Director of Curriculum & Registrar
Background
We are seeking a Personal Assistant to provide professional, efficient and confidential support to the Deputy Director and Director of Curriculum & Registrar. Duties will include diary management, producing briefings, reports and presentations, liaising with key stakeholders and administering committees and meetings. It's a chance to work proactively and use your initiative and judgement on a wide range of matters. You will also have the opportunity to contribute to projects and initiatives.
Main Responsibilities
- Develop and maintain administrative systems to support the activities of the Deputy Director and Director of Curriculum and Registrar.
- Provide ad hoc support to other members of management team - specifically the Finance Director and Director of Operations - as appropriate and support the coordination of management meetings and papers.
- Review, establish and manage systems and record keeping, ensuring information is accessible and retained in an appropriate manner.
- Maintain a comprehensive and dynamic diary of appointments – arranging meetings and balancing competing priorities ensuring the degree of flexibility and responsiveness required within a busy schedule.
- Maintain a detailed calendar of priorities, deadlines and key events and proactively advise on impending deadlines.
- Work with the Director’s PA to ensure the smooth running of the office; including dealing with post, phones, rail passes, email etc.
- Play a leading role in supporting the coordination of the formal assessment process including producing and updating student files, liaising with the RCA and the External Examiners, individual assessments, dissertations etc.
- Liaise with scholarship donors, send student reports to donors, assist with the scholarship application process and setting up of scholarship panel.
- Provide support for a range of formal and informal meetings including identifying agenda items and producing an agenda, drafting routine papers and reports, organising the collation and circulation of meeting papers, producing minutes and identifying and monitoring follow up actions arising.
- Assist the Deputy Director and Director of Curriculum and Registrar in undertaking ad hoc projects, working on own initiative to research, prepare and present information as needed.
- Any other duties that fall within the grade and scope of the post as directed
Person Specification
•A high level of literacy and numeracy
•Excellent IT skills including knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint.
•Prior experience of executive assistant or administrative roles
•Experience of effectively managing electronic and paper based filing and information systems.
•Excellent team working skills with the ability to work collaboratively and cooperatively with colleagues
•Strong interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.
•Ability to successfully manage relationships with a wide range of contacts both internal and external to the School.