A fantastic opportunity has arisen for a PA to work within an established University based in Birmingham to provide personal assistance and administrative support to the Executive Dean.
Act as the first point of contact for internal and external enquiries to the Executive Dean Provide a professional interface and point of contact between the PVC and Executive Dean and key internal and external stakeholders. Initiate action where appropriate or refer to the Executive Dean and Deputy Dean or other relevant staff in the School for action. Make judgements about the urgency of issues, particularly in the absence of the Executive Dean and Deputy Dean.
Manage the Executive Dean’s email, including confidential correspondence on a daily basis, with sensitivity and discretion. Prioritise correspondence for action, giving consideration to deadlines and the Executive Dean’s diary, making decisions and executing tasks. Manage and Archive emails as and when required.
Maintain the diary of the Executive Dean. Draft and produce papers, reports and briefings ahead of diary appointments for key internal and external meetings, ensuring the Executive Dean is fully prepared in advance for all appointments and meetings
Arrange meetings with both internal and external contacts, circulating agenda and associated paperwork and organising hospitality, parking and accommodation where appropriate. Analyse and summarise strategic documents for key reports and meetings and brief Executive Dean beforehand about visitors.
Collate and produce timed monthly agenda for Senior Management team meeting calling for said items in advance. Book meeting room and order catering. Upload all supporting documentation on to Aston Box. Chase outstanding action points and update Executive Dean and Deputy Dean on progress of outstanding action points. Take minutes and publish minutes and distribute to School.
Liaise with the Head of Resource Planning and Management to ensure the execution of the appropriate papers and follow-ups relating to decisions made at Senior Management Team, operations board and School Advisory Board and monitor the progress of actions assigned, ensuring they are followed and deadlines are met.
Act as conduit for communications via email throughout the School, sending group emails to convey information or messages or to promote important events within the School. Approve and release all School emails. Write and send emails on behalf of the Executive Dean in appropriate tone to instruct and inform the School
Make travel, hotel, conference reservations and other professional arrangements for the Executive Dean for overseas and domestic travel. Arrange visas and travel insurance. Prepare detailed itinerary for travel and events overseas. Check in Executive Dean for flights as required. Provide assistance to Executive Dean when flights are delayed or cancelled. Provide guidance, training and advice to Assistant PA and to others with regard to travel arrangements as and if required.
Prepare, write and proof read speeches, reports, presentations, speeches and research material where requested for the Executive Dean, Deputy Dean and others, liaising with appropriate stake holders to obtain material and data, taking in to consideration the audience and style of communication required Undertake research as and when requested by Executive Dean.
Liaise closely with central departments such as Registry, Estates, the VC’s office, Director of Finance and HR with regard to meetings, queries and reports.
Establish effective, professional working relationships with other PAs and colleagues across the University, assisting them and working collegiately to accomplish goals and resolve queries. Be an active member of the University’s Administration and Secretarial Liaison Group and act as the School contact for circulation of emails and notices from this group
Handle school complaints, both staff and student, assigning them to the correct lead, ensuring that all complaints are followed up and actioning items where necessary.
Arrange and timetable academic staff promotions. Arrange initial discussions between applicants and Executive Dean. Arrange initial interviews with applicants and Executive Dean. Book room and catering for Business School Promotion committee. Arrange final panels for Reader and Professorial level. Liaise with HR Business Partner and Executive Dean throughout cycle. Ensure comprehensive handover of documents to panel members. Attend start of panels to greet panel members and candidates and check AV arrangements
Arrange and timetable study leave applications. Arrange initial discussions between applicants and Executive Dean, ensuring the draft applications are received ahead of meetings. Collate and save all applications and outcomes.
Arrange annual informal one to one meetings for all academic staff of each of the five departments and PDRs for direct reports of Executive Dean. Ensure that the Executive Dean and Deputy Dean have all teaching feedback and research profiles ahead of each one to one. Contact academic staff who have not signed up for a meeting.
Substantial PA/Secretarial experience including experience in a senior secretarial role.
Excellent IT skills, including Microsoft Office packages, databases, web and email.
RSA III level word processing or equivalent. Excellent communication skills.
Ability to work independently and as part of a team. Excellent organisational skills.
Excellent interpersonal skills.
Ability to multitask effectively to a variety of deadlines. Excellent problem solving skills.
Ability to work on own initiative.