£25,698 to £26,875 per annum (for exceptional performers, there is scope for further progression up to £30,907 per annum)
Onsite
This role will be based on site, primarily in the named location.
We are looking for an Executive Services Administrator who will provide a customer focused, business administration and office support service within the Executive Services Department and work closely with the wider University to support the delivery of strategic priorities.
The role will involve supporting the wider work of Executive Services through executive support duties, such as diary management, co-ordination of events, project co-ordination, administering finance processes, committee servicing and occasional out of hours support to optimise the University Executive Board’s deliverables.
We are seeking an administrator with a background in a service-focused environment, comfortable working with colleagues at all levels and engaging with external visitors.
The ideal candidate will have a proven ability to manage a diverse workload proactively, meeting deadlines with strong organisational, prioritisation, and time management skills.
You will be confident in making operational decisions in line with expectations. If you are detail-orientated, proactive, and thrive in a fast-paced setting, we’d love to hear from you!
Responsibilities
* Contribute to the provision of a confidential, effective business administration service and dealing with first line queries and liaison with internal/external stakeholders and organisations with the utmost discretion.
* Provide administrative support for University Executive Board (UEB), including diary management, servicing meetings, recording and distributing minutes, document management, and other general administration.
* Provide administration to senior level meetings, including taking of high-quality minutes and actions and the timely dissemination of these along with proactive logging of completed actions.
* Collating and coordinating data and information in order to support management information reporting requirements, up to and including the Vice-Chancellor and UEB.
* Plan and coordinate the management of UEB travel and conference itineraries.
* Proactively contribute to continuous improvement in practices to help the Executive Services team ensure they achieve high-performance standards of the University.
* To provide support with meeting and greeting visitors to the department and directing them to the relevant.
* Assist in supporting the successful delivery of key University activities such as open days, events, and graduation.
* Demonstrate a future focused approach to personal development and embracing the digital direction of the University to provide a continually evolving suite of services and support to the UEB.
* Escalate issues of concern to the Executive Services Lead Coordinator.
Minimum Requirements
* Educated to A-Level standard with GCSE level C or above in Maths and English or equivalent significant work-based experience.
* Experience of working in an administration environment in a service setting (including minute taking).
* Experience of handling sensitive situations, recognising confidential issues and dealing with them appropriately and with full discretion.
* Experience of proactively managing a diverse workload with the ability to meet deadlines.
* Professional experience of working with colleagues at a range of levels and external visitors.
Skills, knowledge & abilities
* Strong organisational, prioritisation and time management skills.
* Excellent interpersonal and communication skills with the ability to develop and maintain effective relationships.
* Good attention to detail, including proof reading skills and the ability of maintain a high level of accuracy.
* Ability to make operational decisions in line with expectations.
* Adaptability and flexibility to meet demands of workload.
* Ability to consistently produce accurate written communication.
* Digital literacy and excellent computing skills including Microsoft Office and use of administrative business systems.
* Knowledge and understanding of data protection principles.
Business requirements
* Expectation to occasionally undertake late/evening/weekend working when required.
* Willingness and flexibility to travel and work between University sites in a cost effective and timely manner.
How to apply
You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at recruitment@derby.ac.uk.
Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.
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