divider

Personal Assistant – £14.72ph plus Hol Pay – Central London


Personal Assistant – £14.72ph plus Hol Pay – Central London

/ 0 Comments /

Personal Assistant – £14.72ph plus Hol Pay – Central London

Start ASAP for three months initially

 

Are you an experienced PA with experience of the Higher Education sector?

 

DUTIES AND RESPONSIBILITIES

Provide an efficient and effective PA service:

  • To ensure efficient management of incoming and outgoing correspondence, telephone calls and other communication, identifying priorities and using initiative.
  • To manage the diary. To take the initiative to arrange meetings, whilst balancing competing priorities and ensuring the degree of flexibility required within a busy schedule.
  • To ensure a balance is kept time-wise between research work and administrative duties, by allocating and protecting designated slots in the diary on an on-going basis.
  • To draft correspondence and short briefing notes on a range of issues including scientific and financial matters.
  • To assist with the administrative work involved in research grants, promotional material and clinical trials.
  • To service meetings: preparing agendas and minutes in a timely manner, arranging venues and refreshments.
  • To monitor finances including grant and discretionary accounts, spending and income.
  • To support finance administration including purchasing of supplies, processing expense claims and interdepartmental transfers.
  • To co-ordinate detailed itineraries for guests including greeting visitors, arranging travel and accommodation, organising individual meetings, seminars, tours, maps, leisure activities, meals etc.
  • To create and maintain new and existing filing systems.
  • To support administration of the Lab, i.e. reporting any sickness, monitoring annual leave, assisting with travel and conference arrangements, and ensuring time sheets are completed.
  • Ensure lab meetings and project group meetings are arranged and maintained.

 

To support academic staff and central administration team:

  • To work with colleagues to organise, advertise and ensure the smooth and efficient management of the Institute’s events, seminars and other social and PR events. This will require out of hours work on occasion.
  • To support finance administration including purchasing for supplies and hospitality, processing expense claims and interdepartmental transfers.
  • To service meetings: preparing agendas and minutes in a timely manner, arranging venues and refreshments.
  • To attend seminars, special events and other departmental meetings as required.
  • To undertake other general administrative duties as requested by the Institute Director, Executive Assistant and Institute Manager.

 

PERSON SPECIFICATION

Skills

  • Excellent IT skills in Microsoft Office, including email, spreadsheets, word processing, databases, PowerPoint and the Internet
  • Strong keyboard skills, including the ability to type accurately and quickly
  • High level of written and verbal communication skills
  • High level of numeracy, including the ability to understand financial data
  • Ability to communicate and deal effectively and professionally (i.e. with tact, diplomacy and sensitivity) with a wide range of people at all levels in and outside the University
  • Ability to be discrete and maintain confidentiality
  • Ability and confidence to deal with demanding individuals
  • The ability to work without direct supervision
  • Demonstrable organisational skills with a methodical approach
  • The ability to work under pressure, manage competing priorities and meet deadlines
  • The ability to make and carry out decisions and know when to confer with colleagues or escalate matters
  • Excellent attention to detail

Experience of;

  • General office administration in higher education, medical or science sector
  • Managing a busy and complex electronic diary (e.g. Outlook)
  • Working in a PA role for a large or complex division/directorate
  • Organising travel arrangements and itineraries, including overseas
  • Ordering supplies, hospitality and other purchases, processing expense claims
  • Experience of servicing committees and minute taking
  • Financial reporting and/or budgetary management
  • Drafting emails, letters, papers and reports

Aptitude

  • Professional approach, willingness and ability to work collaboratively with colleagues
  • A flexible attitude to work, including the ability to take up new tasks when required
  • Proven ability to meet deadlines

 

 

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

separator