Personal Assistant/Administrator – Grade E

Job Description

Job Category : Admin & Clerical
Location :Preston Campus, University of Central Lancashire
Hours Per Week :37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £12.09

Main Duties and Responsibilities:
1. To provide a comprehensive personal assistant service for Executive Dean/Heads of School including diary and email management, assisting with personal organisation, setting up and maintenance of filing systems, fact finding, dealing with telephone calls and enquiries, drafting correspondence, arranging meetings/appointments including ordering catering and arranging car parking, receiving visitors, preparing papers, assisting with reports and the organisation of Faculty/ School events such as Away Days and conferences.
2. To provide support to Executive Dean/Heads of School with finance processes in relation to Corporate/Purchasing Card, booking and arranging travel, accommodation, conferences, purchasing goods and services in line with Financial Regulations.
3. To support Executive Dean/Heads of School with the recruitment of staff in liaison with HR, including organising interview arrangements and timely notifications to HR in line with the recruitment procedure. Acting as a point of contact for HPL/ Ad-hoc staff contracts and coordinating the sickness absence in line with the University process.
4. To act as a central point of contact for the Faculty/School for other Professional Services such as Marketing, Estates Management, LIS, Telecoms and HR in relation to restructures, staff changes, staff recruitment and assist with access of space allocation; distribution of keys. To be proactive in signposting staff, in liaison with the Academic Service Resources Team, to self-service systems and guides.
5. Specific to PAs to Executive Dean: To provide diary management support only for other management contract holders at Faculty level including the Director of Research. To support the Executive Dean in the preparation of reports, annual planning including fact finding, liaising with relevant services and acting as a point of contact to coordinate

Work Experience: Substantial recent experience working as a Personal Assistant or equivalent
Experience of managing a varied and demanding workload using initiative and excellent organisational skills.
Experience and confident in the use of Microsoft Office suite of packages, electronic diary and filing systems.
Experience of servicing meetings and of organising, updating and maintaining accurate records and information.
Evidence of proactiveness in the continual review of working practices Experience of working in an education environment

Experience of financial administration

Education/
Qualifications: A range of GCSEs, including English Language and Math’s at Grade C or above, or appropriate equivalent experiential learning

Word Processing/typing/IT qualification or demonstrable equivalent experiential learning ‘A’ level or equivalent qualification

Temporary PA support to Dean and Associate Deans in School of Justice