Back to search
To provide high-quality administrative and personal support. The role ensures the smooth organisation of documentation, meeting preparation, and administrative processes to support operational priorities.
Key Accountabilitiesa. Personal Assistant Support* Anticipate requirements and take initiative in preparing documentation and briefing materials.* Plan schedules in advance to ensure appropriate meeting and travel time is allowed.* Manage the diary and coordinate internal and external appointments.* Arrange meeting venues, refreshments, and AV equipment as required.* Monitor email in box, triaging emails and phone calls, and ensuring timely handling of correspondence.* Identify and escalate time-sensitive matters, redirect operational issues where appropriate, and track follow-up actions.* Collate and organise meeting papers, ensuring all relevant materials are prepared in advance.* Coordinate travel, hospitality, and accommodation arrangements as needed.* Maintain effective filing systems and monitor general correspondence.* Assist with collation and printing of committee papers and support logistical arrangements for meetings.* Draft initial correspondence
b. Administrative Support* Provide general administrative support to the department Office, including document collation and communication follow-up.* Liaise with College departments and other relevant parties to obtain and maintain documentation.* Process routine expenses and invoices, reconcile expense claims, and prepare for approval.* Support document control and version management for shared working files.* Maintain checklists or templates to support recurring tasks and ensure consistency.* Assist with coordination of internal projects or working groups where needed.
c. Records and Compliance* Handle confidential files in line with College data protection policies.* Maintain and update internal trackers.* Support with archiving and document retention processes.* Ensure all documentation is stored in accordance with GDPR and College policies. d. Liaison* Serve as a professional and courteous point of contact for the department office.* Liaise with Fellows, staff, students, contractors, and other relevant parties.* Respond to enquiries and redirect matters appropriately.
Person SpecificationEssential* Previous experience in a PA, EA, or senior administrative role* Excellent organisational and time management skills, with the ability to manage multiple prioritieseffectively in a busy and varied environment.* Strong attention to detail, particularly in the preparation of documents, meeting materials, and written communications.* Clear and professional written and verbal communication skills, including the ability to draft emails and correspondence * A proactive, discreet, and dependable approach.* Good judgement in triaging communications and escalating matters appropriately.* Proficiency in Microsoft Office (Word, Outlook, Excel), and familiarity with digital document management and version control.* Ability to liaise confidently with a wide range of people, including senior academics, staff, students, and external contacts.* Self-starter* Demonstrated discretion and reliability when handling confidential information.
Desirable* Familiarity with committee or governance processes.* Experience supporting facilities-related tasks.
