WMS Executive Assistant United Kingdom
Job description
Permanent, Part Time Role 18.25 hours per week (0.5% fte)
Warwick Medical School (WMS) forms part of the Faculty of Science, Engineering and Medicine at the University of Warwick. It is home to the UK's largest graduate-entry MB ChB programme, offers opportunities for undergraduate study, full and part-time research degrees and professional development across the healthcare sector.
Alongside a range of educational opportunities, WMS has a reputation for research excellence, investigating and delivering solutions to significant global health challenges.
The Dean’s Office is looking to appoint an Executive Assistant to assist the Dean and the Senior Management Team. You will be part of a team of five Executive Assistants, liaising with staff across the School, communicating with external partners and developing links with colleagues across the wider University. You will specifically support the School’s innovation agenda, working closely with the Chief Innovation and Engagement Officer and the Professor of Haemato-oncology. You will have experience of working in a fast-paced office environment, providing high-level professional services support to the School’s Senior Management Team. As a member of this high performing, supportive and professional team, you will possess excellent organisational, interpersonal, and analytical skills. This is an excellent opportunity to work with a great team of colleagues in an interesting and rewarding area of the university, that is focussed on improving care and outcomes for patients, as well excellent education, teaching, and research.
For further information contact Mrs Sarah Knight, EA on [email protected], or Professor Simon Brake, Chief Innovation and Engagement Officer on [email protected].
Interview date: TBC.
Job Description
To ensure the effective and efficient operation of the Dean’s Office by providing high level professional services support to the Dean and the Senior Management Team by taking responsibility for designated areas of work and maintaining an overview of administrative work plans and their successful delivery.
DUTIES & RESPONSIBILITIES
Working a large percentage of the time autonomously to carry out a high level of independent work that requires a sound understanding of the Dean and the Senior Management Team’s requirements:
- Working closely with all WMS professional support staff to ensure the provision of a comprehensive and ‘joined-up’ support service for senior staff, and that work is managed effectively, and administrative systems are optimised.
- Undertaking comprehensive diary management for designated individuals in the Senior Management Team, including liaison internally and with external organisations, committees, VIPs and professional external bodies to include: House of Commons; MPs Constituency offices; General Medical Council; and the National Health Service both locally and nationally.
- Arranging national and international travel, including flights and accommodation, and taking responsibility for visa applications.
- Communicating professionally by email, letter, telephone and in person with a wide variety of stakeholders.
- Organising and supporting the management of a range of high-profile events e.g. Ministerial visits, conferences and hospitality.
- Monitoring and providing advice on any work completed for designated individuals in the Senior Management Team and the wider Dean’s Office as required, ensuring that information is prepared in a timely manner, prompting where necessary.
- Dealing with all correspondence into the Dean’s Office which will include prioritising issues for attention; using sound judgement to decide which correspondence requires escalating; following up as appropriate to ensure action has been taken directly and in good time; and deciding which correspondence the Senior Management Team needs to address and identify and action where there is a need for background information.
- Drafting and proof-reading correspondence for the Dean and Senior Management Team.
- Dealing with visitors to present a professional image of WMS and the University.
- Preparing and submitting expense claims for the Dean and Senior Management Team in a timely manner.
- Undertaking ongoing review and development of administrative systems to ensure a smooth and efficient managerial support function, including maintaining, monitoring, organising and archiving documentation including confidential papers.
- Undertaking a wide range of research, which may include investigating companies, organisations and individuals with whom the Dean and Senior Management Team are meeting; gathering information to inform references and drafting citations.
- Advising other areas of professional services who arrange events on behalf of the Dean’s Office, for example, liaising with Marketing and Communications, Education, Research and Impact Services , HR and Finance, networking effectively with the organisers to ensure all arrangements are in order.
- Providing confidential professional services support for high level senior team meetings with both internal colleagues, students and with external partners, which will include drafting agendas, collating papers, minute taking and circulation of all documentation, creating an actions log and ensuring agreed actions are followed up in a timely manner.
- Managing the recruitment process for professional services staff within the Dean’s Office, taking responsibility for shortlisting and interviewing candidates for professional services roles, and coordinating requirements for temporary support.
- Overseeing induction processes within the Dean’s Office, liaising with academic and professional services colleagues to ensure a consistent approach to the planning and implementation of structured induction programmes for different types of staff.
- Ensuring that all the above is carried out with attention to detail and confidentiality.
Project Work:
- Assisting and advising on initiatives that the Medical School pursues as part of its strategy, which might include coordinating the School’s response to the Time Analysis Survey; undertaking desk-based research on possible partner universities overseas; or coordinating a public events series.
Information Management:
- Working with the Chief Operating Officer to identify and disseminate good practice, leading on implementation of standard operating procedures and business processes, fostering a consistent approach across the Medical School.
- Managing staff records for the Dean and the Senior Management Team including annual leave and sickness absence, via the University’s HR recording system (SuccessFactors) to ensure data is accurate and provided in a timely manner.
- Undertaking activities to increase the School’s external and internal profile, including providing support for events, ensuring information is current and relevant, maintaining and updating web pages, publications and project information, templates and notice boards as required.
- Facilitating best practice approaches to on-site and off-site archiving arrangements to meet with data protection and information governance requirements.
The above list of duties is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected, sometimes out with the scope and grading of the post.
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the departmental website.
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. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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