Personal Assistant

Faculty of Humanities and Social Sciences

Newcastle University, Newcastle upon Tyne, UK

Overview

  • Posted on: 02nd Nov 2021
  • Salary: £22,254 - £23,487, with progression to £25,627 per annum
  • REF: 13865
  • Closes: 16th November 2021
  • Contract Type: Permanent
  • Hours: Full Time

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

Salary: £22,254 – £23,487, with progression to £25,627 per annum

Closing Date: 16 November 2021

The Role

Working within the School of History Classics and Archaeology you will provide high level support as Personal Assistant to the Head of School and Deputy, School Manager and Deputy, and the Heads of Classics, History and Archaeology. You will provide efficient administrative support to the School’s Executive Board and assist with all areas of administration related to Human Resources matters in the School.

For more information on the School please see https://www.ncl.ac.uk/hca/

This is a full time permanent position with a start date of November or as soon as the position can be filled.

For informal enquiries please contact the Deputy School Manager on Lottie.garrett@ncl.ac.uk

Key Accountabilities

• Manage the Head of School and Deputy Head of School’s diaries to ensure urgent and important appointments are given priority and efficient use is made of their time This involves using high levels of judgement and initiative to avoid potential clashes and resolve conflicting and changing priorities. Ensure all papers for meetings and events are available and that urgent matters are brought to the Head of School’s attention. You will ensure that the Head of School is aware of all deadlines and will assist in meeting deadlines, applying knowledge of University policies and procedures
• Arrange travel for the Head of School, including visits to outside organisations which may be regional, national or international, liaising with the Research and Finance team over funding and other arrangements to ensure the most efficient use is made of time and cost
• Identify, implement and maintain effective office procedures to ensure that support for the work of the Head of School is managed efficiently. For example, ensuring that there is an effective filing system for storage and timely retrieval of confidential paperwork/electronic documents and a systematic brought forward system to deal with follow up from minutes and meetings
• Manage the School Manager and Deputy School Manager’s diaries to ensure that urgent and important appointments are given priority, avoiding potential clashes and keeping up to date with changes. Ensure all papers for meetings and events are available and that urgent matters are brought to their attention
• Monitor recording of clerical flexitime in conjunction with the line managers, ensuring staff are kept informed of the flexitime recording periods
• Providing diary and administrative assistance to the Heads of Subjects in History, Classics and Archaeology
• Use the online HR system to assist in staff recruitment, from post approval to appointment including invitation to interview, assistance with entering shortlisting data, obtaining references, putting together schedules for interview, booking venues and appropriate catering for interview panels. Record outcomes in the system post-appointment, liaising with Faculty HR as required
• Assists with arrangements for induction of new staff including estates needs.
• Handle paperwork associated with visitors and interns to the School and liaises with visitor and HR on passports, visas and other necessary documentation
• Liaise with Head of School and School Manager to ensure that the PDR process runs smoothly and in a timely manner. Oversees who is doing which PDR, keeps paperwork and spreadsheet records, inputs information onto SAP, and plays a key role in ensuring 100% completion of PDR for all staff each year
• Act as point of contact for staff reporting in sick, keeping all records, report absences to Head of School, completing the monthly payroll return and ensuring relevant staff/students are informed where necessary. Follows up to ensure the Head of School and Manager knows when a person has returned to work and organises return to work interviews where necessary
• Monitor and record Annual leave and leave of absence requests, ensures that approval is granted and that leave is recorded centrally and communicated appropriately
• Preparation of the annual school meeting schedule and circulating to the School prior to the start of the academic year. Ensure that updates are made and communicate and reminders sent as required
• Assist with other School functions as and when required and determined by the Head of School and School Manager

The Person (Essential)

Knowledge, Skills and Experience

• Significant experience of working in a PA or other relevant role
• Up-to-date, relevant and comprehensive knowledge of Microsoft Office, including Teams, Outlook and Excel
• Excellent written and oral communication skills
• Excellent levels of literacy and numeracy
• Proven interpersonal skills, including dealing with difficult people
• Ability to use initiative; to understand when to ask questions and when to refer issues on to more senior staff
• Ability to pay attention to detail while working under pressure and to tight deadlines, including excellent proof reading skills
• High levels of organisational skills including the ability to use tact and discretion in decision making and maintain confidentially
• Excellent team working skills and a versatile, flexible and proactive approach to team tasks
• Project management experience (desirable)

Attributes and Behaviour

• Gathering Information – Gathers a broad range of relevant information from internal and external sources making this information widely available
• Team-working – Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued
• Communicating – Uses clear, concise and accurate communication, tailoring the approach accordingly and encourages a two way communication process.
• Planning and Organising – Manages time and resources by prioritising and organising effectively
• Delivering Services – Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders

Qualifications

• Educated to A Level and with grades A-C in English Language and Mathematics at GCSE or equivalent (or vocational qualifications or equivalent)

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.

We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all. You can learn more about what is available here on ourBenefitsWebsite page.

Requisition ID: 13865

Employer Achievements:

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