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DATE ADDED: Wed 06/11/2019

Personal Assistant

Stoke-on-Trent, UK
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JOB TYPE: Temporary

SALARY: £10.72/hour

Unitemps are looking for a PA who will be responsible for the provision of a comprehensive, professional PA support service to the Assistant Directors of Finance and HR at Staffordshire University.
This is a full time (Monday to Friday) temporary role, while the department are going through the process to recruit permanently.
Duties and Responsibilities :
* Greeting visitors, managing incoming telephone calls, email messages, correspondence, etc. in an appropriately structured and prioritised manner, including the preparation of acknowledgement responses and follow-on actions.
* Effectively manage all aspects of the Assistant Directors diary, appointments, room bookings, catering and travel requirements. Taking the initiative on forward planning of diary commitments, being proactive on identifying any possible conflicts and prepare plans accordingly.
* Collate papers and related briefing material, using an appropriate bring-forward system, in advance of the Assistant schedule of meetings and appointments.
* Provide secretarial support for meetings as required which will include minute taking, circulating agendas and associated papers for future meetings and progress/chase outstanding actions.
* Co-ordinate the follow-up action planning arising from internal and external meetings involving the Assistant Directors, specifically in relation to compliance with deadline dates and the progress-chasing of action points etc.
* Produce high quality hard-copy documentation including internal and external correspondence and the presentation of reports, policies, minutes, committee papers, etc.
* To initiate correspondence on behalf of the Assistant Directors of Finance and Assistant Director of HR and OD, including the composition of draft responses.
* To provide a personal 'aide-memoir' safety-net support service including an appropriate range of memory-joggers, reminder-notes, and deadline alerts.
* Manage and develop digital and hard copy filing systems to support the work of the Assistant Directors
* Support the development and maintenance of data required to monitor the tracking of Service KPIs and objectives.
* Co-ordinate the preparation of high quality presentational material for use by the Assistant Directors including the design and preparation of presentations etc. to external audiences. Frequently involving the use of PowerPoint and other appropriate software packages, based upon outline briefing material supplied
* Assist with general clerical duties within Financial Services and Human Resources, including on-line ordering of stationery and other goods/services using Oracle purchasing module or a purchasing card.
* Act as the Service Co-ordinator for sickness/absence and the recording and monitoring thereof using appropriate IT systems as determined by the University.
* Act as the website co-ordinator for Financial Services and Human Resources - uploading content, pictures, documents and other media onto the Finance web page, using appropriate IT systems as determined by the University.
Skills and Experience :
* Proven administrative experience i.e. excellent organisational skills including time management, assessing priorities, organising work requirements and the ability to undertake multiple tasks/projects and meet agreed deadlines.
* Recent experience of providing personal assistant support at a senior level, including experience of managing and organising complex/busy diaries, travel and meeting schedules
* Experience of working in an environment requiring interpersonal sensitivity and confidentiality. The ability to use initiative and good judgment is essential
* Experience of providing a committee servicing role e.g. co-ordinate agenda, assemble papers, take notes and follow up actions
* Ability to work effectively with a range of IT software packages, especially Microsoft Office (spreadsheets, databases, presentation graphics)
* Excellent interpersonal skills and the ability to remain calm and work under pressure, along with evidence of being an effective and committed team player
* An excellent eye for detail and experience of information/data management; meticulous in manipulation and application of detail
* Knowledge and experience of working in a HE environment or similar is advantageous
Role: Personal Assistant
Job Type: Temporary
Location: Stoke-on-Trent, Staffordshire,

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