PA to the Executive Team for Camberwell, Chelsea and Wimbledon Colleges

Job Description

Purpose of the role

To provide a confidential administrative service to the CCW College Executive Group and wider Senior Leadership team, as a member of the Executive Support Team.

The post holder will support with diary management, clerking committees/meetings, and will work with the Executive Group member to plan and prioritise workloads, taking a professional approach to all transactions carried out on their behalf.

Key duties and responsibilities

Diary management: scheduling complex meetings that involve internal and external stakeholders across different time zones, managing deadlines, coordinating activities, events and meetings, and setting boundaries to optimise the executive’s time.
Prioritising incoming communications, including responding/drafting responses and redirecting to relevant colleagues as appropriate.
Organise and support the co-ordination of committees, working groups and other meetings; preparing agendas, formatting minutes, compiling action logs, and follow up on actions.
Collate information and documentation: format and produce reports, presentations to deadline and in house-style, as needed. Provide ad- hoc administrative support for projects.
Proactively solving problems as they arise.

Support with the coordination of cross-college events and events with external partners including visits by internal and external agencies working collaboratively with others to deliver.
Be the point of contact for stakeholders, visitors, and research students, and support strategic partnerships with external stakeholders in the UK and internationally. Managing room bookings, hospitality, and distribution of papers for events.
Develop effective working relationships with colleagues from within the College and across the University.
Coordinate travel arrangements on behalf of the Executive.
Maintain robust records and appropriate electronic information retrieval systems.
Work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work.

Key working relationships

CCW Executive Assistant
CCW College Executive Group
CCW Research, Knowledge Exchange and Public Engagement Teams
CCW Executive Officer, project & planning
HR and Finance Teams
CCW and UAL Staff
Students
External contacts.
General duties

These duties below are in addition to the duties and responsibilities listed above:
Perform duties and tasks consistent within the scope and grade of your role as reasonably may be expected and assigned to you from anywhere within the university.
Undertake health and safety duties and responsibilities appropriate to the role.
Work in accordance with the University’s Staff Charter and Dignity at Work Policy and anti-racism plans, promoting equality diversity and inclusion in your work.
Undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning and Review Conversations (PRC) scheme and staff development opportunities.
Make full use of all information and communication technologies to meet the requirements of the role and to promote organisational effectiveness.
Conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations.
Contribute to the University’s Climate Action Plan and Social Purpose Strategy which sets out our principles, commitments and goals towards climate justice and our socio-environmental purpose.

Personal Specification

Please see JD and PS attached.

Ideal candidates should possess the following qualities:

• Previous experience in an administrative support role.
• Proficient in Office 365, including Word, PowerPoint, Teams, and MS Excel.
• Communicates effectively through oral and written media.
• Capable of planning, prioritising, and organising work to meet deadlines.
• Works collaboratively within a team and across different professional groups.

As part of your application, please include:

• Cover letter detailing your experience.

We are an equal opportunities employer and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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Due to high interest, we have limited the number of applications for this role.
This is a UAL Arts Temps role.

PA to the Executive Team for Camberwell, Chelsea and Wimbledon Colleges

Job Description

Purpose of the role

Personal Specification

Job Source

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