Personal Assistant to the Provost& Deans

Main Responsibilities

• Scheduling business for the Provost and the Deans and managing their diaries to maximise the use of time against known priorities, scheduling appointments and travel arrangements, both nationally and internationally, when required
• Providing daily briefings, with associated papers, of tasks requiring action; maintaining a regular and timely flow of information and a bring forward system
• To coordinate the arrangements for visits by guests and other visitors, including making arrangements in respect of hospitality and travel and ensuring the Provost and/or Deans is fully briefed with relevant biographical information
• To contribute to the smooth running of the Provost’s Office, undertaking such administrative tasks as required under the direction of the Head of the Provosts Office
• To provide an administrative service for committees, as required. This will include the preparation of agendas, taking the minutes at the meetings, ensuring actions are recorded, providing follow-up for actions and reporting on progress against actions
• To maintain full familiarity with the organisations administrative and academic structures and to ensure that processes and procedures are regularly reviewed, taking responsibility for the strategic development of administrative resources
• To maintain close liaison with senior staff
• To organize and facilitate meetings and special events; scheduling and coordinating dates and times, venues, attendance, agendas, and facilities
• To apply the Equality and Diversity Policy in their own area of responsibility and in their general conduct

Requirements

• Prior experience directly related to the duties and responsibilities specified.
• Computer literacy and proficiency in Microsoft Office
• Attention to detail is a must as well as strong organizational skills
• Knowledge of planning and scheduling techniques
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Database management skills
• Skill in organizing resources and establishing priorities
• Word processing and/or data entry skills
• Ability to create, compose, and edit written materials
• Ability to coordinate and organize meetings and/or special events
• Knowledge of academic administrative principles and procedures (desirable)
• An ability to manage confidential and sensitive information in an appropriate fashion

Other Information

 The Personal Assistant to the Provost and Deans will also be expected to demonstrate their commitment:

• to GBS values and regulations, including equal opportunities policy.
• the GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy.
• to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.

#LI-Onsite

#Indeedapril