Personal Assistant

Main purpose of the job
⦁ The post holder will provide dedicated executive support, including diary management, arranging meetings and committee servicing to the Faculty Vice-Deans.
⦁ The post holder will assume general and specific administrative support duties to progress the operational activities of the FMS Faculty Office, and where appropriate LMS Faculties
⦁ Duties and responsibilities

Personal Assistant to Vice-Deans
⦁ Answer email correspondence and deal with enquiries in a timely manner on behalf of the Vice-Deans.
⦁ Efficient diary management, prioritising as appropriate and ensuring flexibility as required, for the Vice-Deans.
⦁ Provide the Vice-Deans with papers, itineraries, etc. in advance of meetings.
⦁ Provide management information to the Vice-Deans as requested.
⦁ Provide project support and manage associated projects, tasks and initiatives on behalf of the Vice-Deans.
⦁ Arrange meetings, lunches, dinners, etc.
⦁ Assist with the development of correspondence.
⦁ Co-ordinate Faculty and, when appropriate, LMS (Life and Medical Sciences) Faculties meetings on behalf of the Vice-Deans (arranging meetings, coordinating agendas, circulating papers, taking minutes and coordinating follow up actions as required).
⦁ Ensure that committee/meeting documentation is organised and ordered appropriately.
⦁ Potentially arrange UK and overseas travel for the Vice-Deans, to include booking flights, trains, accommodation, arranging visas and liaising with the organisation to be visited.

Office and Administrative Assistant Support
⦁ Manage and/or assist with one-off tasks and projects independently on behalf of the Vice-Deans as and when required.
⦁ General office duties such as maintaining filing systems and electronic records, mailing lists, photocopying, printing, etc.
⦁ Assist other members of the Faculty Office as and when required.
⦁ Liaise with central services e.g. internal post room, porters, IT support or security as necessary.
⦁ Provide cover for colleagues during periods of absence, or assist with peaks in workload in other areas.
⦁ Provide a first point of contact for staff, students, visitors and external agencies. This will include regular contact with senior members of staff both internal and external to UCL.
⦁ Assist with recruitment by welcoming applicants, performing right-to-work checks, etc.
⦁ Such other duties as the line manager and Vice-Deans may from time to time assign.
⦁ Finance
⦁ To raise Purchase Orders and set up new suppliers as required.
⦁ Use of UCL's electronic finance system to manage financial activities on behalf of the Faculty Office, such as raising purchase orders, IDTs and expense claims.
⦁ Make one-off payments on MyFinance as appropriate.
⦁ Events
⦁ Support the organisation of events such as seminars, conferences, public engagement programmes, social events, residential events and away days (e.g. booking venues, catering or hotels, liaising with room bookings, external speakers and attendees, or IT support) on behalf of the Vice-Deans.
⦁ To liaise with the Faculty's communications team to ensure that events are appropriately advertised.
⦁ To assist with online events support (e.g. monitoring slido chats and troubleshooting technical issues).
⦁ Participate in faculty and UCL events as required.

Essential Qualification:
⦁ Educated to A level standard, or NVQ Level IV administration, or have substantial relevant experience.
⦁ Experience of working in an administrative position, incorporating an EA/PA role, in a large or complex organisation.
⦁ Experience in event management.
⦁ Servicing committees, working groups and similar including meeting preparation as well as minute taking.
⦁ Experience of organising own work and taking responsibility for meeting targets, drafting emails, letters, papers and presentations.

Skills:
⦁ Computer literate and highly competent using Microsoft software (Word, Excel, Email, Outlook) and the internet.
⦁ Excellent organisational skills, time management and project management skills, including the ability to work effectively on multiple projects simultaneously.
⦁ Excellent interpersonal skills, including diplomacy and discretion, and the ability to liaise with staff and external individuals at all levels and work within small teams.
⦁ Excellent oral and written communication skills (including accurate grammar, spelling and punctuation), with attention to detail.
⦁ Ability to be discreet and maintain confidentiality.
⦁ Ability to work under pressure, manage competing priorities and meet deadlines.
⦁ Ability to make and carry out decisions and know when to confer with colleagues or refer matters onward.

Desirable:
⦁ Note to job applicant: copy and paste the following desirable criteria into your "Statement in support of your application" under the Desirable criteria section. Describe underneath each desirable criteria whether you meet it and how you meet it, giving examples. Desirable criteria will only be scored if there is a tie break for shortlisting.
⦁ Good knowledge and understanding of the Higher Education sector.
⦁ Working knowledge of Content Management Systems (e.g. Drupal).
⦁ Experience of finance processes and online systems such as Oracle.

Guidant, Carbon60, Lorien & SRG - The Impellam Group Portfolio are acting as an Employment Business in relation to this vacancy.