Executive Assistant - School of Government

Location
United Kingdom
Salary
£22,722.00 - £28,259.00
Posted
Sep 11, 2019
Closes
Oct 11, 2019
Ref
119846
Organization Type
University and College
Hours
Full Time
Position Details

School of Government

College of Social Sciences

University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £22,722 to £24,411. With potential progression once in post to £28,259 a year

Band 500

Permanent

Closing Date: 26 September 2019

Job Purpose

The role will act as Executive Assistant to the Heads of Departments in the School of Government and Society. The post holder will therefore be required to use a high level of communication, negotiation, organisational and administrative skills, with the ability to use own initiative, work independently and with discretion and complete confidentiality.

The post holder will act as Line Manager to three administrators and provide clear and effective management in setting standards, and directing and developing the team to assist in the efficient delivery of the School's administration. The post holder will direct the workload of the team, working with the Executive Team Manager to produce strategies to monitor and regularly review standards to enable the continuity of a first class service. In addition the post holder will be expected to ensure that departmental and ad hoc committees are serviced; will support the Executive Team Manager in promoting internal communications.

The post requires significant personal responsibility in leading the team to ensure continuous delivery of efficient and effective services to all staff in the School. The post holder will be working in a complex environment so the ability to cope with conflicting demands is essential and will be expected to exercise judgment, be pro-active and have the necessary confidence to interact appropriately with a wide range of people, both internal and external, and at all levels. Flexibility is essential, as is an ability to take on a wide range of responsibilities, to work to tight deadlines and think creatively.

Main duties

Staffing, Planning and Organisation
• Responsible for line management of three administrators to ensure effective, flexible and consistent administrative support to the School by producing and implementing strategies for delivery of the team's work. Plan and regularly review administrators'

workloads to manage flexibility. The post holder will be proactive in forward planning availability so there is appropriate workplace cover for business continuity purposes
• Directing, motivating and supporting the team by setting standards, with emphasis on continuous improvement to ensure the administrators achieve expected professional standards. Identifying any corrective actions required and ensuring these are followed

through
• Responsible for the oversight, monitoring and triage of the School's generic email box determining priorities and directing assignment of work to the team administrators. Responsible for quality and timeliness of responses, reviewing activity on a weekly basis

and with the Executive Team Leader on a monthly basis or more frequently as required
• Develop and utilise an extensive knowledge of the School, College and University policies, procedures and systems so that all areas of work and responsibilities are delivered and executed successfully and within set deadlines. Existing processes and

procedures will need to be regularly reviewed to improve efficiencies across the School and the post holder will be required to work collaboratively and exercise judgement and recommend proposals for improvements
• Maintain and develop a professional working relationship with the Executive Team Manager and Executive Officer ensuring a professional and high standard of service is provided
• Undertaking staff performance and development reviews, identifying training/development needs

Administration
• Provide a highly professional first point of contact for the Heads of Departments in the School
• Responsible for complex diary management/meeting planning for Heads of Departments, being aware of key priorities and interrelationships between activities in all areas of the School. This requires initiative, judgement and the exercise of discretion with and

for stakeholders
• Set up and manage tracking systems to support the work of the School, liaising with the Deputy Head of Operations, Executive Team Manager and Executive Officer
• To support the Executive Team Manager with internal communications in the School, working closely with the Project Administrator
• Careful and extensive planning to ensure all required School and College commitments are appropriately scheduled and attended, taking responsibility for scheduling suitable deputies where appropriate; ensuring appropriate pre- and post-meeting

communication/actions are taken forward as needed
• Responsible for directing and monitoring the maintenance, scanning and archiving as necessary of all School records relating to the processes for which the team is responsible in accordance with University policy and procedure.

Committee Management and Administration
• Taking personal responsibility for committee secretariat support to the School Research Committee (SRC) to feed in to Senior Management Team meetings. To arrange 'shadowing' opportunities for team administrators to provide cover when required
• Taking personal responsibility to deputise as committee secretary to key School committees, to include School Management Team (SMT)
• Ensuring that agenda items are called for from committee members, compiling agendas for Chair's approval; and that final agendas are circulated as well all supporting papers in good time before meetings and that non-committee members are invited to attend meetings from time to time as appropriate
• Ensuring that all departmental committee and ad hoc meetings are effectively serviced by the administrators, setting standards and reviewing. Responsible for first review of draft minutes and sending on to committee Chair
• Set up an annual schedule of committee meetings; maintaining and updating School and department committee structures, membership and ToRs. Reviewing systems which support committee working and proactively suggest and implement improvements
• Ensuring that administrators identify and book suitable venues for meetings; meeting rooms are set up appropriately in advance; booking AV if required; and suitable hospitality/catering arranged
• Ensuring that meetings are attended and appropriate and timely minutes are taken and follow-up actions noted and actioned

Other Duties
• To proactively assist the Head of Operations (or nominee) in the on-going development of the School's administration, its values, standards, service levels and professional ethos within the overall strategic objectives of the School and the Birmingham

Professional agenda
• To undertake such other duties as may be reasonably required by the Head of Operations (or nominee)
• The specific areas of responsibility and/or tasks may change from time to time in accordance with the requirements of the School and its priorities at the time

Required Knowledge, Skills, Qualifications, Experience
• A good standard of general education ('A' level or equivalent including English and Maths) or equivalent
• Significant experience of leading a team, supervising and motivating staff and managing performance to deliver an effective, high quality customer-focused service
• Experience of working in a busy and demanding customer driven environment and the ability to provide a professional service with a friendly approachable attitude and to build productive working relationships with others
• Excellent interpersonal skills with demonstrable ability of building and managing positive working relationships with a wide range of stakeholders at all levels of an organisation and sometimes high profile contacts. Using effective influencing skills and offering

advice and guidance when required
• Enthusiasm and willingness to meet challenging and competing demands and to work proactively on own initiative
• Proven analytical and problem solving skills with ability to anticipate problems, effectively and accurately judge the urgency of tasks and be solution focussed
• Excellent secretariat and minute taking skills with experience of servicing committee meetings at a senior level
• Strong organisational skills with a high degree of resourcefulness and creativity
• Methodical and meticulous with a high level of attention to detail
• Excellent verbal and written communication skills; ability to communicate effectively with staff and others at a variety of different levels and from different professional backgrounds
• Excellent working knowledge of Microsoft Office programmes (Word, Excel, PowerPoint, Outlook, etc) and be prepared to learn new software packages
• A willingness to learn and develop within the role
• Either successfully completed or willing to undertake relevant ILM qualifications and demonstrate a commitment to own continuing professional development

For further information please contact Amanda Griffiths a.griffiths@bham.ac.uk

We value diversity at The University of Birmingham and welcome applications from all sections of the community.

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