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Executive Assistant to the Head of School (maternity cover)

Life Course Sciences School Office

London, St Thomas' Campus

Overview

  • Posted on: 06th Sep 2021
  • Salary: Grade 5, £32,676-£37,297 per annum, including London Weighting Allowance
  • REF: 031289
  • Closes: 26th September 2021
  • Contract Type: Fixed-Term/Contract
  • Hours: Full Time

Job description

An exciting secondment opportunity has arisen for an enthusiastic and experienced individual to join the School of Life Course Sciences Professional Services Team as Executive Assistant (maternity cover). This is a career development opportunity to become part of the School’s Professional Services Team supporting the Head of School in fulfilling her academic, research and professional responsibilities.

As the first point of contact for the Head of School, the Executive Assistant will coordinate and provide high quality, comprehensive and flexible personal assistant, administrative and secretarial support to the Head of School. The post holder will be expected to work closely with members of the School, staff and colleagues across the University and will be required to develop a working knowledge of the core activities of the School. Responsibilities will include diary management, travel arrangements, dealing efficiently with communications and correspondence, maintain record systems to facilitate information retrieval and manipulation, and process and manage expenditure against the Head of School’s budgets. The post will act as a Secretary for School committees, and other groups as required, and work closely with the School Leadership to foster a stimulating, innovative and inclusive cultural environment across the School.

The successful candidate will harness a proactive and professional approach to work, with the ability to work independently and manage a varied workload and prioritise effectively, highly effective communication skills, excellent administrative skills and with the ability to work in a challenging, busy and confidential work environment. Experience and/or an established understanding of education development, operation and policy within a Higher Education setting is essential, alongside an approachable and confident manner to collaborate effectively with colleagues across the university and with external partners, including the NHS, to ensure an efficient exchange of information and meet deadlines.

This post will be offered on an a fixed-term secondment contract for until 10/6/2022

This is a full-time post – 100% full time equivalent

Key responsibilities

The post holder is a member of the School’s professional services team, providing high quality to the Head of School along with support to specific initiatives and activities determined by their line manager(s). Working closely with their line manager(s), the post holder will:

• Provide in-depth knowledge of executive support practices, methods and procedures gained through experience and/or formal qualification, acting as the Head of School’s point of contact for staff, students and stakeholders across and outside King’s College London

• Be responsible for the delivery and day-to-day management of the Head of School’s diary, correspondence and budget, along with specific projects allocated to the post holder, working with information from various sources of different levels of complexity

• Manage own workload, pattern of work and resources, responding to changing priorities and an evolving environment/context, maximising the efficiency of the support being provided, resolving problems as they arise

• Use well-developed analytical skills to identify trends and patterns, in order to assist in work prioritisation and planning

• Problem solve using a systematic and timely approach, making decisions independently, using agreed guidelines, that have an impact of up to a year and occasionally being required to resolve predictable, longer term problems

• Communicate complex information, both orally and in writing, synthesizing and presenting complex information in a clear and precise manner

• Forge relationships with colleagues in the university and external to the university, in order to build relationships, disseminate information, coordinate and deliver the required support

• Be responsible for the compliance with relevant regulations, guidance and legislation governing the area of work and responsibility, and supporting the monitoring safe working practice, completing risk assessments where required and adapting the working environment to reduce the level of hazard

• Service School committees and other groups as required

• Manage/ supervise the installation, monitoring and maintenance of equipment, systems and software, with control over small budgets, stocks/stores equipment and supplies, ensuring an efficient use of resources

• Provide advice/ guidance and, where appropriate, training to colleagues, helping them to make decisions, providing feedback and identifying further training and development needs

• Facilitate an inclusive culture and ethos across the School teams, ensuring that Professional Services staff work in partnership with academic staff in departments/ centres/ institutes and Professional Services colleagues in the Faculty team and functional networks

• Create an ethos of collaboration and collegiality, establishing effective communications and relationships, and encouraging staff to work in partnership with colleagues across the university, to eliminate potential barriers, enhance collegiality and develop best practice through actively contributing to King’s initiatives, including professional networks and working

• Participate in cross-School/ Faculty/ university projects and initiatives for 10% FTE, or potentially more

• Engage actively in Continuing Professional Development and training initiatives, for a minimum of 10 days pro rata per year

The post holder will report to the Head of School and to the School Manager.

The detail on tasks and responsibilities of the post will be provided in the job work plan, which will form the basis of the discussion during the post holder’s probationary review and subsequent PDR discussion.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Skills, knowledge, and experience

Essential criteria

i. Minimum level 4 qualification, e.g. higher apprenticeship, HNC or other Level 4 award, plus relevant work experience OR Considerable knowledge and skills gained through work experience in a relevant post, demonstrating development through progressively more demanding work

ii. Evidence of an active commitment to career development

iii. Have extensive administrative/operations experience with an in-depth knowledge of a range of practices, methods and procedures and have a good eye for detail

iv. Have a full working knowledge of GDPR regulations and experience of complying with complex regulations/procedures

v. Solutions-focused self-starter, with excellent planning and organisational skills, an ability to manage competing priorities and who can work with minimal supervision

vi. Good communication, orally and in writing, along with strong interpersonal and influencing/behavioural skills

vii. Good computer skills including Microsoft Office packages

viii. A broad understanding of effective approaches to train and teach individuals in methodologies and techniques

ix. Proactive and responsive to internal contacts in immediate area and across King’s and contacts outside the university (e.g. suppliers, colleagues in other HE institutions) in order to build relationships

x. Commitment to an excellent student experience and concern for staff and student wellbeing, along with a commitment to equality, diversity and inclusion

xi. Able and willing to provide support beyond core hours, as required

xii. Experience of providing high level administrative and/or personal support to a senior executive

Desirable criteria

xiii. Ability to supervise/advise junior team members and give feedback on performance levels, providing training/coaching where necessary

xiv. Experience of servicing committees

xv. Experience of drafting and proofreading documents

xvi. Proven ability to maintain confidentiality

Further information

This post is subject to Disclosure and Barring Service and Occupational Health clearance.

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