PA to Head of School
Birmingham, GB
7d ago

We have an exciting opportunity for a PA to join a Higher Education organisation on a temporary basis

The post holder will play a pivotal role in providing accurate, efficient, proactive and reliable executive assistance of a secretarial and administrative nature and proactively present solutions to the Head of School and Operations Manager in order address issues in the School and the Office of the Head of School

The post holder should have a positive attitude, be a forward thinker, able to use own initiative, have excellent interpersonal and communication skills and be able to remain calm under pressure.

In addition, the post holder should be able to work independently (with overall direction from the Operations Manager) carry out small scale projects from conception to conclusion, and have the ability to manage complex administrative / information systems.

Main duties

Personal Assistant Duties

To manage the administrative office of the Head of School :

  • To accurately and efficiently manage the Head of School's diary, prioritising and allocating time for meetings and appointments, using own discretion and judgement, thinking ahead to anticipate problems and, as necessary, preparing solutions for consideration.
  • Developing an in-depth understanding of current priorities and diary commitments in order to be able to provide advice to both internal and external contacts and colleagues.

  • To receive a wide range of incoming correspondence, enquires and telephone calls to the Head of School and handle these independently to resolve problems and queries as required.
  • To collate relevant papers and material for the Head of School's meetings and attend meetings as necessary with the Head of School.
  • This includes drawing up agendas for meetings, producing clear and accurate minutes and ensuring that any follow-up action is taken.

  • To manage and arrange all aspects of the Head of School's travel and accommodation requirements in the UK and overseas, coordinating meetings and ensuring the arrangements made do not exceed the allocated budget.
  • This involved independently researching and producing travel options and itineraries in conjunction with existing commitments.

    Prepare and submit expense claim forms on behalf of the HoS.

    School Operational Duties

  • To develop and maintain annually the School's committees calendar and the organisation and administration chart. To service all School committees as required, including following up actions and ensuring reporting lines between internal committees flow as required.
  • To be responsible for arranging whole School events / functions liaising with all relevant areas of corporate services (e.
  • g. Hospitality and Accommodation Services) to ensure the success of each event.

  • To maintain all files pertaining to the general management of the School and ensure information is disseminated and / or accessible to those who need it.
  • To be responsible for sections of the School's website and intranet along with the School's staff / visitor handbook to ensure the accuracy of all audiences.
  • To make preparations for new staff and research students arriving to the School. This will developing and running the new staff / student procedures, induction, arranging office and computer requirements which all involve liaising with various colleagues across the School sometimes months in advance.
  • To maintain an up to date induction booklet.

  • To liaise with the Technical Manager to ensure that all issuing and collecting of office and desk keys and equipment is done smoothly.
  • To liaise with School, estates, cleaning and security colleagues as appropriate regarding the maintenance of the School building, as required.
  • To report faults and problems and request works.

  • Provide assistance to staff with room and travel bookings when required; both internal and external requests.
  • To manage School catering supplies and distribution within the School.
  • To act as the School's main contact with the International Student Advisory Service (ISAS) regarding the invitation of overseas visitors.
  • To maintain a file of staff travel details for insurance and contact purposes.
  • To manage the diary of staff visits and absences.
  • To contribute to the wider needs of the School at peak times to support duties such as exam script checking, postal distribution, equipment ordering etc.
  • To receive training on systems and procedures where necessary and to raise any areas of required development as necessary.
  • To carry out confidential work on behalf of the Head of School in relation to staff, including the administration of Academic Promotions, PDRs, annual salary reviews, etc, implement any new systems / initiatives in relation to legislative or other changes.
  • In all of the above, to ensure the highest standards of confidentiality and professional conduct.
  • Any other reasonable duties which may be appropriate directed by the Head of School, Operations Manager or PA to Head of College.
  • This may involve duties on behalf of the College e.g. committee servicing or support for senior College staff.

    Any other reasonable duties which may be appropriate as directed by the Head of School, Operations Manager or PA to Head of College.

    This may involve duties on behalf of the College, eg committee servicing or support for senior College staff. The post holder may be required to work in any part of the College.

    In all of the above, to ensure the highest standards of confidentiality and professional conduct.

    Knowledge, Skills and Experience Required

  • Significant previous experience in a PA and / or Operations role
  • Excellent IT skills, especially use of Microsoft Word, Excel, Outlook and PowerPoint.
  • The postholder should also be confident and willing to quickly learn new software packages to support, inform and improve operational effectiveness.
  • Excellent demonstrable interpersonal, organisational, team working and communication skills.
  • A high level of discretion and sensitivity in dealing with confidential matters.
  • Ability and demonstrable experience of working accurately and paying close attention to detail.
  • If you have the relevant experience for this role please apply

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