Executive Assistant

Taskmaster Resources are looking to recruit an experienced and organised Executive Assistant/PA for a 2 month contract at the University of Huddersfield. The role is a G5 Executive Assistant but it is as much a project/Operations support role as it is a PA. The PA element is going to be less so in this role.

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Job Description

Job Purpose

To provide comprehensive administrative and operational support to the School Senior Leadership Team and Dean's Office, contributing to the effective delivery of School activities, projects and business processes.

Main Duties and Responsibilities

1. To assist with the co-ordination and planning of business activities and administrative functions including:

a. Complex national and international travel for designated members of the SLT.

b. School events, such as staff briefings, informal gatherings, social and celebratory events on behalf of the SLT.

c. Support for arrangements for high profile events, including but not limited to visiting delegations and VIP visitors for the School.

2. Supporting key administrative functions of the School's operations and projects, including but not limited to uniform supply and distribution, clearing, financial and HR processes and management of the Estate.

3. To provide executive general assistance to SLT, under the direction from the School Operations Manager and Executive Officer, comprising:

a. Proactive diary management and working across the School to ensure the Dean and Heads of Department are visible and available to staff and students.

b. Coordination of busy inboxes, preparing, and managing incoming/outgoing communications, responding to varied enquiries, and flagging complex or urgent matters where necessary.

c. To ensure all matters are dealt with appropriately, prioritising and referring on to others as necessary.

d. To provide confidential general administrative support to designated members of the SLT.

4. To develop and maintain strong working relationships with colleagues across the School and other high-profile offices, internally and externally, being a reliable first point of contact on behalf of the Dean and School Operations Manager and dealing with enquiries on their behalf where possible.

5. To act as meeting/committee secretary as required, including the drafting of agendas, collating, and circulating papers, preparation of standard reports, production of concise and accurate minutes/notes, and recording and ensuring the timely follow up of actions.

6. To provide procedural advice and guidance to academic and professional services staff on the interpretation and implementation of relevant aspects of the University's regulations, and other relevant policies and procedures.

7. To develop and maintain strong working relationships with colleagues across the School and other high profile offices, internally and externally, being a reliable point of contact and dealing with enquiries where possible.

8. To assist with the day-to-day functioning of the Dean's Executive Team varied responsibilities.

9. To be responsible for ensuring the accuracy and completeness of relevant information

on SharePoint, including the School SharePoint site and distribution lists.

10. To ensure that robust systems and processes are established, as relevant to the

responsibilities of the role, both for the storage and retrieval of information, and to

ensure that deadlines for action are met.

11. To observe confidentiality, judgement and discretion in all matters relating to the work

of the Dean, School Operations Manager, and SLT.

12. To provide cover for aspects of the Executive Officer role as required, for example

during periods of annual leave.

13. To undertake staff development training as required. To maintain and develop skills

and competencies in accordance with job requirements as part of continuous

professional development.

14. To support and promote the University of Huddersfield's values, working with

colleagues to embed them as a way of working within the School.

15. To contribute to the efficient and effective operation of the School through:

a. A professional, collegiate, and customer-orientated approach to service delivery.

b. Positive participation at relevant meetings and working groups.

c. Collaboration and liaison with external contacts, students, and colleagues

throughout the School and University, acting as a point of contact where

appropriate.

d. The maintenance of an appropriate working knowledge of other areas of the team

to provide cover and continuity of service as required. xwzovoh

16. To undertake any other duties commensurate with the grade of the post that might be

required.