Job Description

The following key tasks are indicative of the role, rather than exhaustive, and tasks may be amended in response to changing requirements or in line with the skills and experience of the post-holder.

Duties:
To provide administrative support:

• Collate all necessary documents needed for meetings
• Take minutes in meetings as required
• Type up notes, letters, documents as required
• Organize travel
• Respond to emails on behalf of the DFA
• Manage follow-up action points for the DFA from meetings he has attended

To provide personal assistance:

• Diary management including scheduling meetings
• Process expenses

To operate as Secretary to committees:

• Schedule meetings and collate / distribute documents
• Take minutes and monitor progress against actions
• Monitor generic email boxes

To administer Visiting Lecturer Contracts:

• Liaise with the Academic Dean and the Manager of Online Education to maintain a full list of all visiting lecturers and their required work
• Ensure they are supplied with the appropriate contract and schedule of work
• Maintain all the signed contracts in the HR folders
• Act as the contact person for any invoicing queries
• Open post as part of the cover Rota 
• Any other duties which may be reasonably expected given the grade/salary of the role

Hours: 21 hours per week (0.6 FTE). The usual working day is 9.00 am to 5.00 pm although some evening and weekend working may be required. These hours may be worked in three days or across the week.

Required Knowledge, Skills, and Abilities

• A minimum 2 years’ experience as a PA and/or Administrator.
• IT literate and proficient in the use of Microsoft Office, email administration, Cognito forms; keen to learn to engage with online educational platforms and Virtual Learning Environments such as Moodle technology. Also adept at using mobile communication media, or ability to learn.
• Good at time management; efficient and reliable. Quick email turnaround time is required, as well as other mobile media (during office hours but with the willingness to exceptionally communicate out of office hours as well).
• Excellent at communicating, both orally and in written form within various contexts.
• Excellent at interpersonal interactions.
• Excellent at administration, organization and highly attentive to detail.
• Tactful, discreet and able to maintain very high levels of confidentiality.
• Pro-active; a self-starter but also able to work under direction and find the appropriate balance, limits and boundaries in taking initiative.