Executive Personal Assistant (EPA)

Job details
- Hours: 22 hours per week, 9am to 5pm
- Days: Monday, Tuesday & Friday (at least one to two days in the open plan office)
- Salary: £30,805 (pro rata)
- Parking available on site (£2 per day)

Previous experience
* Significant prior experience of executive assistant or senior administrative roles including complex diary management
* Experience of servicing committees is also desirable.
* Experience of working in a higher education environment may be an advantage but is not essential.

Job Specification
* Independently manage the diaries and workloads of University Executive Board (UEB) members, ensuring meetings are scheduled well in advance, project deadlines are tracked, and urgent matters are prioritised effectively.
* Facilitate strong communication and collaboration between UEB members, senior University leaders (including Deans and Directors), and external contacts such as statutory bodies and international institutions.
* Coordinate travel arrangements and process expenses, while managing moderate budgets and procurement tasks as required.
* Provide high-level administrative support for confidential meetings, including preparing agendas and papers, taking minutes, and tracking follow-up actions.
* Draft reports and presentations for internal and external audiences on behalf of UEB members, with minimal supervision.
* Coordinate communication and engagement between UEB members and their senior leadership teams.
* Act as the first point of contact for external enquiries directed to UEB members, responding appropriately and escalating matters when necessary.
* Support or lead projects on behalf of UEB members, collaborating closely with departments such as Evaluation & Policy (EPD) and Planning & Performance (PPD).
* Organise events on behalf of UEB members, ensuring smooth planning and execution.
* Contribute to the effective operation of the Vice-Chancellor's Office, the central support hub for the University Executive Board.
* Deliver a consistent and professional reception service, including telephone and visitor reception duties during standard working hours, in collaboration with office colleagues.
* Communicate effectively with a wide range of stakeholders, including senior leaders, adapting communication style to suit the audience and context, particularly when handling sensitive information.
* Demonstrate a strong customer service ethos, working collaboratively across teams to provide responsive and high-quality administrative support. This includes flexibility to assist across different areas, support various senior staff, and provide cover during peak periods or absences.
* Exercise sound judgement in problem-solving, such as identifying issues requiring UEB attention, managing competing priorities, and resolving scheduling conflicts.
* Manage email inboxes on behalf of UEB members, as agreed.

Skills and Competencies
* Advanced IT proficiency, with expert-level knowledge of Microsoft Office applications, particularly Word, Excel, PowerPoint, and Teams.
* Strong experience in managing both electronic and paper-based filing systems, ensuring efficient organisation and retrieval of information.
* Excellent collaborative skills, with a proven ability to work effectively within teams and build positive working relationships.
* Outstanding interpersonal and communication skills, demonstrating confidence, diplomacy, and discretion when handling sensitive matters.
* Proven ability to manage relationships with a diverse range of internal and external stakeholders across all levels.
* Skilled in processing and synthesising large volumes of information, producing accurate and timely minutes, records, and action plans.
* Exceptional attention to detail, including high-level proofreading capabilities and a commitment to accuracy.
* Ability to work independently under pressure, managing competing priorities and meeting tight deadlines with minimal supervision.
* Strong written communication skills, with the ability to draft high-quality correspondence and documentation proactively.
* Trusted to always handle confidential information with integrity and discretion.
* Demonstrated ability to:
- Make informed decisions and solve problems in complex environments.
- Analyse and evaluate information to support sound judgement.
- Communicate clearly and effectively across various formats and audiences.
- Maintain a proactive, self-directed approach to work.
* High levels of literacy and numeracy, supporting effective communication and data handling.
* Sound understanding of information governance, ensuring compliance with relevant policies and procedures.