P/time Centre Assistant - London, United Kingdom - Gray & Associates Recruitment Services

Gray & Associates Recruitment Services

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

We are currently recruiting for a part time Centre Assistant to join a leading UK University The postholder will provide a first point of contact for the Institute and assist with day to day administration. They will work in collaboration with the Divisional Manager and Institute Director to support the successful administration and operation of the Institute and provide PA support to the Director.

DUTIES AND RESPONSIBILITIES

Act as a first point of contact for the Institute, answering queries or directing them on as appropriate.
Assist with arranging a wide range of meetings and committees including management meetings and any other meetings relating to the Institute ensuring

accurate minutes are taken.

Provide PA support to the Institute Director as needed, including diary management and travel arrangements.
Provide day to day support to affiliated staff relating to all administrative processes including contributing and suggesting ideas for the improvement and

development of the support functions.

As required provide support for Divisional activities.
Raising of purchase orders and expenses claims on behalf of the Institute Director.
In conjunction with the Division's Professional Services teams, coordinate HR, IT, Finance, Facilities and Estates administration for the Institute.
Keep staff up to date in respect of relevant Faculty and policies and regulations i.e. finance regulations, recruitment policies and similar.
Provide cover for colleagues in other areas during busy periods or when staff are absent.
Maintain a record of active projects and submissions to Research Councils, donors etc.
Develop and maintain a database of Institute contacts as required.
Work with colleagues to publicise Institute activities, providing relevant information to external partners, organising activities and preparing promotional materials.
Assist with the design and maintenance of the Institute's web pages and any social media accounts in conjunction with the Comms team.
Assist with the organisation of Institute events including, conferences, seminars and workshops.

PERSON SPECIFICATION

Previous experience working in the HE sector.
Good working knowledge of MS Office, particularly Excel, Word, Outlook and web based platforms.
Excellent verbal and written communication skills.
Ability to research and extrapolate information using the internet and databases.
Ability to collate and present information to inform reports for a variety of uses.
Previous events organisation experience.
Ability to use initiative and be proactive in dealing with workloads.
Planning effectively so that work is delivered and others are not delayed.
Working methodically, prioritising and managing tasks.
Proven ability to work effectively under pressure and to deadline, managing workload and prioritising tasks effectively.