Administrative Assistant Full Time

Main Duties

Front Desk Operations 

• Handling a busy front desk at the main campus reception to support the smooth running of customer interaction points within the campus supporting Business Development and Engagement and the Executive Office.
• Welcoming esteemed guests and visitors to the Executive Office.
• Answering and referring technical queries to the appropriate department when unable to provide guidance based on the information on the official website.
• Act as a first point of contact when dealing with correspondence calls.
• Manage initial requests in-person or over the phone dealing with general queries and delegate more technical queries to the appropriate teams.
• Supporting interested applicants which may include campus tours.
• Deliver outstanding customer service and support with bookings for bespoke commercial and corporate events in accordance with the clients’ vision, budget, and requirements.
• Collating feedback to ensure a continuous improvement of service and delivery.

Campus Operations 

• Support the delivery and implementation of operational processes and systems to support the smooth running of the campus.
• Dealing with a wide range of more complex enquiries and correspondence independently, or exercising judgement to redirect them to senior colleagues or other departments within the campus.
• Maintain high profile working relationships with key stakeholders, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
• Organisation of events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
• Collate, analyse and interpret data. This may include identifying and resolving issues with the data and building reports.
• Will manage some smaller projects on own initiative but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.

Will be responsible for one or more of the following: 

• Monitoring budgets including processing payments, raising concerns where finances are not in line with the budget.
• Procuring goods and services through the University system.
• Updating and writing contents for the department’s communications e.g. internet pages,
• Dealing with health and safety and facilities issues.
• Monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.

Event Coordination 

• Organisation of events which may include conferences, workshops and or senior visits including booking a venue, sending invitations, arranging refreshments, liaising with speakers or visitors, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
• Supporting external stakeholders with venue hire and ensuring a strong customer service throughout.

Executive Support 

• Undertake complex diary management and meeting planning, usually 6-12 months ahead, making decisions on the best use of time. This will require you to understand the priorities and deadlines you and your manager(s) are working to and will involve developing relationships across the University and beyond.
• Proactive inbox management, with confidence to make decisions on behalf of others where appropriate.
• Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary. This will include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate.
• Dealing with a wide range of more complex enquiries and correspondence independently.
• Arranging complex international travel requirements, including booking cars, flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints.
• Collate, analyse and interpret data linked to budgets, events, or people operations. This may include identifying and resolving issues with the data.
• Will manage some smaller projects on own initiative but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.
• Support the management, development and implementation of operational processes and systems.

Governance 

• Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary. This may include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate.

People and Culture 

• Accurately maintain confidential and sensitive electronic and paper-based records and information to support the staff within the designated area of responsibility.
• Coordinate recruitment processes in the Executive Office to support hiring managers in all stages of recruitment, ensuring that campus complies with legal requirements.
• Prepare and support the induction of new joiners.
• Maintain an up-to-date list of staff.
• Support the coordination of annual reviews.
• Supporting onboarding, Wellbeing and HR Administration
• Responding to the needs of the campus as and when required as directed by the Executive Office Manager.