Pa / Service Delivery Support Assistant - Lancaster, United Kingdom - Lancaster University Employment & Recruitment Service

Description

Role & Department Overview
This is a
NON-STUDENT role.

Are you a positive, pro-active, self-motivated professional, who is looking for their next challenge and opportunity to grow their skillset? We are looking for a temporary key member of the ISS team, who will provide exceptional support to our CIO and wider department.

The role of Personal Assistant/ Service Delivery Support Assistant is based within the Information Systems ServicesDivision at Lancaster's Bailrigg campus, which has an agile working policy.

The interview will be made up of a digital skills related test, a scenario based discussion and a panel interview altogether totalling a maximum of two hours.

You will also have an optional campus tour, should you wish to take this.

As we embark on our new digital strategy, we are entering an exciting phase of transformation for the ISS team which will provide an interesting environment to work in.

This role is 36.5 hours per week for 12 weeks.

This role would give the role holder experience of working in a busy University Department and a chance to enhance skills and build networks across the University.

Pay Rate:
£12.98 per hour plus £1.57 holiday pay


Start date: 2nd May 2023


Location:
On Campus


Working pattern: 36.5 hours per week

Please include along with your CV a covering letter, explaining what attracts you to the role and what skills you can bring to the role.

The Role:

The Service Delivery Support Assistant / PA will work as part of a small team providing service
delivery support for ISS. This will include the effective and efficient day to day administration
of ISS, and to act as Personal Assistant to the CIO. The post holder will also provide a key
reception function for the building and act as the key liaison with other Professional Services
departments.


Major Duties:


1. Departmental Administration

• To ensure the CIO is well supported in the day to day management of the Division.
• To provide support service to the CIO including management of diaries/supporting correspondence, arranging meetings, production of draft papers for committees, obtaining and preparing briefing materials.
• To organize conference and travel arrangements for the CIO
• To ensure appropriate systems and processes are developed and maintained to ensure effective and efficient day to day running of the division.
• To coordinate departmental responses for Professional Services requests, e.g. Freedom of Information.
• To be responsible for servicing Departmental Committees e.g. Departmental Managers Meetings.
• To liaise with other Professional Services divisions and be responsible for the coordination and submission of departmental information.
• To assist the HR recruitment processes including the coordination of the appointment of casual staff.
• To be responsible of the initial induction of all ISS staff.
• To coordinate Health and Safety assessments e.g. display screen assessments.
• To be responsible for sickness monitoring and coordinating annual leave.
• To arrange regular progress meetings with the CIO and his/her direct reports.
• To act as the initial point of contact to all visitors.
• To be responsible for the maintenance of the physical resources of the department in liaison with the Facilities Department and the ISS Building User Group. To coordinate room allocations,room moves, and furniture sourcing and delivery. To maintain a departmental inventory of resources.

2. Service Delivery Support

• To work with Service Delivery Manager(s) to ensure the efficient and effective delivery of services related to hardware and software procurement and the provision of services for teaching, research and administration including: Lecture Theatres; Meeting Spaces; PC Labs; Printing).

3. External Liaison and Communications

• To provide support for external liaison activities, including suppliers, visitors, auditors, and consultants.
• To maintain a database of departmental external contacts.
• To organize events, away days, programmes and menus.

4. Other Duties

• To represent the Division as appropriate on working groups, forums, committees etc.
• To be responsible for ensuring good departmental governance and the smooth conduct of departmental meetings and committees
• To undertake any necessary training and development.
• To undertake any other duties appropriate to the grade of the post as required by the CIO of ISS or nominee.

Person Specification

• GCSE or equivalent in English and Maths (A to C Grade or equivalent)

Essential

• Experience in administration processes and committee servicing, preferably in a higher education environment.

Essential

• Ability to work effectively both individually and as part of a team and to manage own workload, working flexibly and under pressure, in order to meet competing deadlines.

Essential

• Demonstrable experience of working with office/administrative systems, processes and procedures.

Essential