Personal Assistant

5 days left

15.42 GBP Hourly
28 Jul 2017
25 Aug 2017
Contract Type
Job Title: Personal Assistant
Salary: GBP15.42 per hour
Department: Executive Office
End date: 8th September

We are currently recruiting on behalf of a world-leading university based in central London for an experienced PA to the Director.

Day-to-day Duties:
1.Manage diaries and exercise judgment in arranging meetings on behalf of members of SL Tin order to ensure that urgent and important matters are prioritised. This involves checking diaries against each other, checking minutes of meetings on receipt to identify dates of future meetings, maintaining an awareness of dates of relevant conferences etc. and organising appropriate cover for meetings in the case of absence. Understanding the requirements of SL T members and, through this understanding, prioritizing scheduled events or meetings
2.Deal with highly confidential issues, recognising the sensitivity and possible PR implications of such matters and ensuring appropriate liaison with managers and other internal and external colleagues. This will include HR-related issues concerning academic and support staff.
3.Ensure that the assigned SL T members are fully prepared and briefed for meetings, reviewing background information and producing drafts of documents or briefing papers. This will include scanning websites or printed documentation for relevant information and presenting this information in an appropriate format.
4.Manage internal and external contacts for the SL T members including making, receiving and screening telephone calls, processing incoming mail and e-mails, highlighting urgent and important items, and drafting replies or replying directly when required. The post holder will also need to send letters and e-mails and photocopy and scan documentation, as required by SL T members.
5.To manage the filing system of correspondence and other papers as well as reviewing existing files and organising long term storage as required.
6.To provide support for School committees and other meetings, including collating and distributing papers, drafting minutes and following up action.
7.At all times when communicating, be responsive, polite, friendly and efficient; the image of the Office represents the image of the School.
8.Organise financial arrangements including payment and reimbursement of funds on behalf of SL T members, liaising with the School's finance office and external organisations as necessary.
9.To make arrangements for overseas and other travel by members of the Office, including ascertaining visa requirements, organising and collecting visas where necessary.
Person specification - computer/other skills
1.Proven extensive administrative experience in a role where maintaining complete confidentiality was required.
2.Excellent organisational abilities.
3.Proven ability to draft and proof-read correspondence.
4.Experience of organising and streamlining the workload and timetable of a busy senior professional.
5.Good presentation of work, including excellent grammar and spelling.
6.Good communication skills, including the ability to communicate clearly with visitors from all parts of the world.
7.Proven ability to assess priorities, organise own workload without supervision, and initiate action, where appropriate.
8.Proven ability to work under pressure and to meet deadlines.
9.Experience of servicing formal committees, including taking minutes.
10.Experienced in Office software

Adecco is acting as an Employment Business in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.