To provide a personal and confidential secretarial service within the Executive Deanery in WELS, ensuring that tasks within the portfolios of those supported are completed professionally and to deadlines.
Key Responsibilities
* Provides secretarial and administrative support to the Manager, Executive Office and acts as PA to the Executive Dean (ED) and Associate Dean (AD) ensuring that professional, pro-active and highly confidential support is provided at all times.
* Extensive diary management and co-ordination of arrangements for meetings, seminars, conferences and training sessions, as requested, ensuring that the ED and AD are prepared for such events and appropriate papers are prepared and circulated; venues are booked; IT support and catering are organised.
* Organises travel and accommodation arrangements for the Executive Dean, Office Manager and AD and other Faculty Executive members where required in relation to FEX related visits to the Nation Offices and training sessions.
* Ensure papers are ready for the ED and AD in good time and following up on any outstanding papers from meeting organisers.
* As required: research information from various sources, including the internet and University Intranet; requesting and collating information from colleagues and posting information on the intranet site for the Executive Deanery staff.
* Working closely with the Manager, Executive Office, schedules the annual Faculty Executive meetings in the diary, being mindful of higher-level meetings which the ED has to attend.
* Arrange for payment of goods and services to support Faculty wide events, liaising with external companies in relation to orders, payment and delivery.
* Works closely with other Deanery PAs, providing back-up support during periods of absence.
* In-line with the other Deanery PA staff, takes responsibility for tasks supporting Faculty wide events.
* Secretariat support to the ED and AD on faculty and university wide groups which they Chair, should this be required.
Skills and Experience
* Good general secondary education at least to GCSE Level or equivalent in Maths and English.
* Excellent information and communication technology skills including the ability to use Microsoft applications.
* Wealth of experience in diary management and Outlook/MS Teams.
* Evidence of successful experience in a secretarial, clerical or administrative role.
* Good written and strong oral communication skills.
* Experience of working effectively in a team and being supportive to team members.
* Experience of using an intranet and updating web pages.
* A commitment to equal opportunities policies and practices.
* Ability to work independently, flexibly and in an adaptable way, sometimes under considerable pressure.
* Ability to plan and organise own work efficiently.
* Evidence of strong negotiation and problem solving.
* Knowledge of the higher education environment and student market.
As part of the application process, you will be expected to submit your CV and a Supporting Statement (max 1000 words) that demonstrates how you meet the essential/desirable criteria listed above.
Key Information
Interview date: W/C 9th December
Flexible working patterns will be considered. It is anticipated that a hybrid working pattern can be adopted for this role, where the successful candidate can work from home and the office.
Full time starting salary is £31,387 to £32,296 per annum, with potential progression when in post to £36,924 per annum.
Early closing date notification
We may close this job advert earlier than the published closing date where a satisfactory number of applications are received.
To apply for this role please submit the following;
CV and Supporting Statement, up to 1,000 words.
If you have any queries or questions about the recruitment process, or regarding your application, please contact: Careers@open.ac.uk.
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