PA/Secretary to Director of Aerospace

Recruiter
Siamo Group Ltd
Location
Bedford
Posted
11 Jan 2018
Closes
09 Feb 2018
Sector
Legal
Contract Type
Permanent
Hours
Full Time
This is a broad role based within the Aerospace Theme. Its primary purpose is to provide high-level secretarial and personal assistant (PA) support to the Director of Theme (DoT) ensuring the smooth and professional running of the Theme as a whole. Additionally, there may also be secretarial support required for other Heads of Centres/Academics/Professional staff as required,

The key areas of assistance relate to professional secretarial support to senior management staff preparing for meetings, organising DoT travel and diary management, collecting and analysing performance data and supporting the DoT in a variety of academic, commercial and administration functions. In addition, they will provide School and University-wide support when called upon.

Areas of Responsibility:

Provide general office management. This can include:

  • dealing with correspondence,
  • diary management,
  • confidential meetings,
  • arranging client and professional meetings and events including VIP events, including direct contribution to hosting events where appropriate.
  • preparing agendas, taking and producing minutes,
  • dealing with telephone calls, general typing and preparing Power Point
  • presentations,
  • organising lunches & refreshments,
  • booking conference and travel, arranging visas as required & maintaining files.
  • maintaining & reconciling Theme/Centre credit cards, expense claims and accounts.
  • processing purchase orders, coding invoices for authorisation and keeping of accurate records of transactions.
  • maintaining relevant electronic databases, including absence and holiday records via Agresso, if required.
  • Respond to correspondence and enquiries, following up actions proactively, often without reference to DOT/ Head of Centre/Institute; provide advice and guidance to staff members on a range of organisational issues; be a principal point of contact in the absence of the DoT.

    Support the head of AIRC on general AIRC programme and administrative matters including organising and co-ordinating the AIRC facilities and visits.

    Act as Secretary to various committees, coordinating and preparing agendas and following through actions. This can also include taking, producing & distributing minutes.

    Any other tasks required by the Theme / School and/or University that are within the remit of the role and the associated grade.

    Essential Skills/Experience:

  • Educated to a minimum A-level standard (or equivalent)
  • Substantial PA experience gained at a Senior level
  • Experience of developing and managing systems and procedures within a large, complex organisation
  • Experience of events management.
  • Experience of establishing productive working relationships with a wide range of people.
  • Experience of managing communications and activities of a highly sensitive nature, with recognition of the importance of confidentiality
  • Strong working knowledge of Microsoft Office packages such as Word, Excel, PowerPoint and Access.
  • Knowledge and understanding of management and administration in an HE environment
  • Effcient and effective organisational and planning skills of high order.
  • Comfortable managing a considerable and varied workload.
  • Excellent communication and presentation skills, both written and verbal including communications of a highly sensitive or personal nature.
  • Excellent IT skills and the ability to create and manage new systems or procedures to support the administrative function.
  • The ability to set own objectives, review progress, work within timescales (often under pressure) and to determine priorities.
  • Ability to prioritise and organise effectively a disparate range of tasks with minimal supervision.
  • Ability to work under pressure yet maintain an eye for detail.
  • Excellent interpersonal skills, considerate in interactions with others with ability to provide support in a courteous manner.
  • Able to use initiative in a positive and constructive manner, to work with minimum supervision.


  • This job was originally posted as www.totaljobs.com/job/79132093