PA to Vice- Chancellor

Job Ref: JO-2206-32348_1655201949
Sector: Office
Job Type: Contract
Date Added: 14 June 2022
  • Cardiff cf10 1as Cardiff Cardiff Wales cf10 1as
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You will provide a high level, confidential and professional PA and executive support service to members of the Vice-Chancellor's Office
* To act as the first line professional point of contact for the Pro Vice-Chancellor (PVC) Research, Innovation and Enterprise and their Business Managers. To interpret and prioritise requests for meetings, advice/input and reports, providing guidance and acting on, redirecting and/or forwarding on queries as necessary
* To support strong and collaborative working relationships within the PVC's team, as well as key internal and external contacts/stakeholders, enabling management and prioritisation of activities and communications, including via effective use of Microsoft Teams accounts, email and online communication tools
* To manage the PVC's, and as required the Business Managers', diaries, arranging appointments with internal/external contacts which maximise progress on priorities, while preserving time for other work
* To organise and execute key events/meetings/workshops for the PVC team (including Deans and Business Mangers), as well as the wider VCO office team including booking venues, catering, overseeing IT arrangements and creating required Teams sites/documentation/minutes/action logs, following those up subsequently as required
* To develop a detailed understanding of meetings/groups within the research and innovation portfolio, allowing effective management/prioritisation of these, including preparing agendas/papers/reports, circulating minutes and following up on/monitoring actions
* To make all logistical travel arrangements for the PVC and her team including researching travel options/accommodation, obtaining the necessary approvals and processing expenses
* To undertake joint working with other professional divisions, including managing the process for sending thank you emails to staff who obtain grants or other research esteem markers; checking/processing letters of support for grant submissions, joint working on reports/briefings, supporting activities/minutes relating to the portfolio's oversight groups, and other activities as required
* To provide a professional 'front of house' presence for visitors and responding to telephone enquiries and emails, including flexibility to work outside the VCO where the PVC and team have meetings/events requiring support elsewhere
* To carefully draft letters/other documents, including University Executive Board submissions, Powerpoints from slide decks, and carry out independent background research into topics and issues in the research and innovation portfolio, including data gathering, interpretation and preparation of summaries as required by the PVC team
* To maintain a confidential and efficient online filing system, refining established systems and contributing to enhancements; implement robust monitoring systems to ensure responses to official enquiries/consultations are made by due dates
* To effectively manage email accounts and associated Microsoft Teams accounts, ensuring effective file organisation and archiving, allocations and monitoring of requirements/needs/actions, and delivery of critical requirements/priorities on time
* To work collaboratively as part of the VCO support team providing cover , enabling senior staff to be appropriately supported
* To perform other office duties as instructed by the Line Manager not included above, but consistent with the role to ensure the smooth running of the office and achievement of its overall priorities
* To ensure compliance with legal and regulatory requirements in equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate

15/07/2022 10:19:09
GBP 12.55 12.55

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