Departmental Executive Assistant London, England
Job description
About us
Biological Services is an integral part of UCL’s biomedical research efforts, providing expert services to researchers primarily within Life and Medical Sciences. The department is composed of around 80 technical staff based across a number of UCL’s sites in London. We work collaboratively with researchers to deliver an outstanding service and ensure that a high standard of animal welfare is maintained throughout. This position will join the central administration team in Biological Services as Department Executive Administrator. The postholder will benefit from flexible working arrangements with a minimum of 20% on site.
About the role
To provide administrative support to the operation of the department, including acting as executive assistant to the Director of Biological Services. The post holder will schedule and attend a number of departmental and institutional committees, taking notes or writing minutes as appropriate. Through this role, they will play an important role in ensuring a strong culture of care across the establishment. They will also manage incoming queries to the departmental mailbox, either answering or redirecting as required. The postholder will also provide administrative support such as writing content for webpages, .
About you
* Administrative and secretarial duties, including word processing, data entry; dealing with telephone, email and in-person queries and requests; * Provide dedicated administrative assistance to senior departmental staff, specifically diary management and associated paperwork, travel arrangements and attending to visitors. * Prepare and circulate reports and meeting papers as required; * Schedule departmental meetings as required, including committee meetings, and review panel meetings as requested by colleagues. * Book rooms, facilities and catering for departmental meetings and courses; * Take notes/minutes for relevant meetings; * Assist with the recruitment and selection of new staff, such as uploading job advertisements etc. * Assist with financial processing queries such as matching invoices to purchase orders; * Manage queries to the departmental mailbox and direct to the relevant individual; Maintain information on the department’s website ensuring currency and accuracy.
What we offer
As well as the exciting opportunities this role presents we also offer some great benefits some of which are below: 41 Days holiday (including 27 days annual leave 8 bank holiday and 6 closure days) Defined benefit career average revalued earnings pension scheme (CARE) Cycle to work scheme and season ticket loan On-Site nursery On-site gym Enhanced maternity, paternity and adoption pay Employee assistance programme: Staff Support Service Discounted medical insurance
Our commitment to Equality, Diversity and Inclusion
As London’s Global University, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world’s talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in UCL’s workforce. These include people from Black, Asian and ethnic minority backgrounds; disabled people; LGBTQI+ people; and for our Grade 9 and 10 roles, women. You can read more about our commitment to Equality, Diversity and Inclusion here : https://www.ucl.ac.uk/equality-diversity-inclusion/
