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The Executive Assistant is responsible for providing executive level, project management and administrative support to the Head of Department (HoD) and wider department as required by the Head of Department. Working closely with the Head of Department, Associate Heads of Department, Departmental Operations Manager and Department Resources Manager, the post holder will ensure that the HoD’s Office runs smoothly and that strategically important projects are delivered successfully.

The post holder will manage the administration of organising major annual exercises such as Annual Review Conversations, promotions exercises. The post holder will support a wide range of complex and confidential management activities and the depth and breadth of responsibilities require considerable knowledge, skills and responsiveness from the post holder.

In addition, the post holder will provide administrative support for the Thomas Young Centre (TYC), the London Centre for the Theory and Simulation of Materials.

The post holder will be required to take a proactive approach to ensure that he/she understands and keeps up to date with the Head of Department’s and Centre’s activities to be able to co-ordinate projects and manage timelines liaising with stakeholders and staff as required.

Duties and responsibilities

EA to the Head of Department.

• Responsible for the smooth running of the Head of Department’s office, assisting with prioritising activities and projects.
• Implement decision on delegated matters
• Communicate and liaise on behalf of the HoD with internal staff, senior members of the College and act as key external communications link for the Department, to enable efficient flow of communication and information.
• Work independently to complete tasks and resolve problems.
• Arrange and set up meeting with key contacts to develop internal and external meetings and committee programmes.
• Plan objectives and outcomes of meetings. Prepare agendas, minutes and follow through actions of meetings.
• Provide a proactive Personal Assistance service, anticipating and identifying administrative support requirements in response to changing needs or circumstances.
• Managing diaries as when required.

Equality, Diversity, Culture (EDC) and Academic Staff Development Support

• Responsible for the timely organization of all aspects of Annual Review Conversations (ARCs) for all academic staff, with the Head of Department.
• Lead on managing the probationary and promotions process for all academic staff including arranging panels for academic probations and promotions.
• Ensure that new academic staff have a thorough departmental induction by organising an induction programme. Logistical and local issues arising will be discussed with Head of Department.

Thomas Young Centre (TYC), the London Centre for the Theory and Simulation of Materials.

• Collaborate with the Imperial Director of the Thomas Young Centre and external partners to support the management of the Centre and delivery of seminars, and networking events and meetings as required.
• Support the promotion of the events and the Centre across the community.
• Ensure the website content is up to date accurate and fit for purpose, maintaining, and updating website and social media content and monitoring website analytics to measure and help increase online audiences.

Essential requirements

Candidates/post holders will be expected to demonstrate the following:

• Appropriate academic qualification or equivalent vocational qualification, and experience in a similar role


• Substantial experience of working at a similar level, preferably in an institute of higher education.


• Experience of working with a variety of stakeholders which may include students, staff, public organisations and private industry.


• Evidence of excellent planning and organisational skills


• Experience of arranging and managing events


• Experience of arranging and managing projects


• Previous experience of working in a HEI sector


• Competencies, Skills & Abilities


• Excellent verbal and written communication skills, with the ability to undertake effective report writing, drafting of correspondence and minute taking.


• Excellent interpersonal skills, a high level of professionalism with a proactive approach.


• The ability to communicate confidently and effectively with senior members of the College and external contacts from industry and other organisations.


• A high level of motivation and commitment to the Department and its staff and students.


• The ability to work well under pressure, prioritise workflow independently and show initiative.


• Tactful and diplomatic in their approach and able to deal with confidential matters with complete discretion.


• Excellent IT skills including Microsoft Word, Excel, PowerPoint, Outlook and the Web.


• Highly organised with a methodical approach to their responsibilities.


• Flexible and cooperative in their approach to their duties, and happy to work as part of a team.


• Ability to develop and apply new concepts, including the use of collaborative online tools.

Further information

Interviews date: 2nd November 2023.

All qualified applicants are encouraged to apply, we will particularly welcome applications from minority groups.

Informal enquiries may be directed to Mrs Daraksahn Khan, Department Resources Manager in the Department of Materials, ([email protected]).

For technical issues when applying online please email [email protected]

Documents

• Executive Assistant to the Head of Department of Materials -JD.pdf