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Main Purpose of Job

Provide confidential personal administrative support to the Chief Executive, the Chairman, and members of the Governing Board.

Main Duties of Postholder

• Manage all communication, monitor and respond to all correspondence and distribute tasks arising from any actions as required.
• Maintain the Chief Executives diary and schedule by arranging all appointments to ensure effective diary management.
• Prepare weekly itineraries and submit monthly expenses for Chief Executive.
• Monitor and respond to requests for scientific papers via Research Gate.
• Maintain contacts details for the Chief Executive in Outlook Contacts.
• Maintain the RHS Reception invitation spreadsheet.
• Provide administration support for all external visitors.
• Organise travel and accommodation for the Chief Executive
• Arrange internal meetings including co-ordinating and preparing agendas and papers, take minutes, maintain action tracker, room bookings.
• Design and maintain effective administration systems, both general and project specific, to support the Chief Executive and provide a robust audit trail.
• Co-ordinate the Honorary Associate and Honorary Fellow schemes
• Provide secretariat for the Hutton Tercentenary campaign.
• Provide administrative support to the Governing board including attending meetings and taking minutes.

Person Specification

EXPERIENCE

Essential

• Significant experience of providing PA /administration support to senior management.
• Experience of project administration and document management.
• Proven ability to work to deadlines.

Desirable

• Experience of working in a higher education or a research organisation
• Knowledge of database management

SKILLS / COMPETENCIES

Essential

• Excellent IT skills
• Excellent communication skills, both oral and written
• Strong planning, prioritising and organisational skills
• Ability to work independently and proactively, as well as part of a team.
• Attention to detail, with high standards of accuracy.

Additional notes

• Flexible / Hybrid working arrangements are possible. Primary work base can be either at Hutton’s Invergowrie or Aberdeen campus. Must, however, be able to attend any Hutton campus as required.