Pa & Administrative Assistant - Liverpool, United Kingdom - Liverpool Guild of Students

Liverpool Guild of Students
Liverpool Guild of Students
Verified Company
Liverpool, United Kingdom

1 month ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

PA & Administrative Assistant



Job Title:

PA & Administrative Assistant:


Responsible to: Governance Lead:



Salary: £22,864:



Closing date: 9am, Wednesday 17th May 2023:



Interviews:
Friday 26th May 2023

Summary of post:


The elected Student Representative Officers (SROs) and Chief Executive areresponsible for the leadership and management of our democratic, membership-focussed organisation.

They are ultimately accountable to the Trustee Board.

The PA & Administrative Assistant's role is focussed on supporting the SROs to be as effective and efficient as possible as well as providing administrative support to the Governance, HR and Finance departments.


Main Responsibilities and Duties

  • Sole management of the SRO's electronic diaries whilst supporting and anticipating their needs. You will be responsible for the organisation, planning and management of a busy and varied daily workflow, scheduling meetings, assessing the priority of appointments and effective reallocation where appropriate, and arranging meetings both in person and virtually.
  • Support the SRO team in the preparation of reports, presentations and papers to Guild and University meetings.
  • Organise meetings, create agendas, take minutes, circulate papers and follow through on action points in a proactive, timely manner
  • Thinking ahead to prepare briefings and debriefs with Guild staff to ensure SROs are informed against the background of a complex workload in advance of key meetings.
  • Sorting, distributing and responding to incoming enquiries in a timely and efficient manner. Making decisions on a variety of queries and responding to them as required. Ensuring responses are in line with Guild values and language.
  • To make use of digital solutions or appropriate tools where necessary to improve effective work delivery and manage own workload
  • Supporting the delivery of effective communication and liaison with academic and administrative staff at all levels from Guild staff, University of Liverpool and external organisations locally, regionally and nationally.
  • Making travel arrangements, booking accommodation and processing claims for expenses. Provide itineraries, and ensure all information and travel documents are in order.
  • Provide general office administrative support as required to the Governance, HR and Finance departments. This may involve the ability to quickly adapt to new systems, processes and procedures.
  • Supporting Guild meetings as required including drafting and distributing agendas and papers in liaison with the Chair; taking accurate minutes; booking rooms and refreshments; making travel and accommodation arrangements for external members.
  • Other duties as required.

Relationship Management

  • Act as the first point of contact for the SRO team, receiving enquiries from University of Liverpool staff and external agencies, forwarding messages and ensuring prompt action.
  • Keep accurate records of key contacts.
  • Develop strong relationships with assistants supporting the University leadership team.
  • Build strong relationships with other Guild departments, ensuring excellent support for projects and work tasks.
  • Supporting the maintenance of relationships between the officers and stakeholders as the elected officeholder changes.

General duties of all staff

  • To contribute and assist in the Union's planning processes.
  • Undertake any other duties that may from time to time be reasonably requested.
  • Assist in key events throughout the year, including Welcome Week, Refreshers and including elections, if necessary.

Person Specification

Experience

  • Demonstrable experience in an administration/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts
  • Experience of office administration
  • Experience of diary management
  • Experience of servicing meetings including minute taking

Knowledge

  • Good knowledge of database systems and processes
  • Clear understanding of confidentiality and proven ability to exercise discretion

Skills/Ability

  • Excellent IT Skills, including use of Microsoft Office
  • Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances
  • Ability to multitask
  • Ability to think ahead and anticipate needs before they arise
  • Keen attention to detail
  • Strong communication skills
  • A proactive approach to problem solving whilst making considered decisions
  • Ability to work successfully as part of a team
  • Willingness to learn and to develop skills

How to Apply

PLEASE NOTE THAT YOU MUST COMPLETE A GUILD ONLINE APPLICATION FORM TO APPLY FOR THIS POSITION

Key Dates
You will need to be available for interview on the date listed below if you are shortlisted.


Interviews:
Friday 26th May 2023


Job Types:
Full-time, Permanent


Salary:
£22,864.00 per year


Benefits:


  • Casual d
More jobs from Liverpool Guild of Students
See all jobs of Liverpool Guild of Students