Personal Assistant United Kingdom
Job description
Indefinite Position, 28 hours per week.
This is a post which has been designed to ensure effective PA and administrative support is given to the Executive Chair of WMG at the University of Warwick. It will require high levels of tact, discretion, flexibility and organisation skills.
The post-holder will be line managed by Exec Chair’s Executive Officer and will need to work closely with them on a daily basis supporting the Executive Chair.
As this role involves working within the Executive office, there may be occasions where evening work will be required by the post holder to support the Exec chair with events. Flexibility in working pattern to cover the Exec Officer when away is also required.
In return, we can offer a stimulating and challenging work environment, with the opportunity to have a real impact on commercial, as well as opportunity for career progression with a highly regarded organisation.
At WMG we are committed to supporting staff to achieve their potential. We currently hold the Athena SWAN Silver Award and the University of Warwick holds an Institutional Silver Award: a national initiative that recognizes the advancement of gender equality, representation, progression and success for all in academia. We are supportive of staff with caring responsibilities including a generous maternity/paternity/adoption/parental leave policy, and onsite childcare facilities. We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
Interview Date: TBC
Job Description
To be responsible for the provision of administrative and secretarial support to the Exec Chair and Exec Chair’s Executive Officer within the WMG Executive Office; co-ordinating events and meetings, providing clerical support and managing stakeholder communications.
DUTIES & RESPONSIBILITIES:
Pro-active 1:1 support to the Exec Chair, anticipating requirements, monitoring and prioritising their pending commitments, supporting the Exec Chair’s Executive Officer to maintain a well-organised office and ensuring management and strategic objectives are fulfilled in a timely manner. Responsibilities will include:
- To undertake complex diary management, identifying priorities and using judgment to avoid conflicts.
- Monitor incoming and outgoing correspondence, draft replies and identify or action follow ups.
- Provide administrative support to the Exec Chair’s Executive Officer ahead of meetings and events and ensure the Exec Chair is fully briefed; collating information, preparing papers and other ad-hoc documents as required.
- To manage all travel requirements for the Exec Chair, sourcing appropriate travel, best value for money whilst adhering to University’s travel policies and regulations. Prepare travel documents and visas, meeting papers and other relevant information for each trip.
Visit/event administration.
To provide administrative support on visits and event and associated administrative activities as assigned, including:
- Supporting the Executive Officer including planning, arranging and co-ordinating events (some of which will be high profile), sourcing venues and technical requirements.
Office Operations.
- To undertake general office duties such as maintaining and updating filing systems, ordering stationery/equipment, dealing with visitors to the office, arranging in-house hospitality and catering.
As this role involves working within the Executive office, there may be occasions where evening work will be required by the post holder to support the Exec chair with events.
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the WMG department, please visit the departmental website.
Right to work in the UK
If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.
The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010. To find out more about our social inclusion work at Warwick visit our webpages here.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding. We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation.
