Job Description
EXECUTIVE ASSISTANT (DALTON CUMBRIAN FACILITY)
VACANCY REF: SAE-021629
Salary: £29,762 to £34,314 per annum, depending on relevant experience
Hours: 35 hours per week
Duration: Permanent
Location: Dalton Cumbrian Facility, Westlakes Science Park, Cumbria
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Enquiries about the vacancy, shortlisting and interviews:
Name: Rebecca Shepherd - Operations Manager
Email: Rebecca.shepherd@manchester.ac.uk
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The Dalton Nuclear Institute brings together the skills and expertise of the nuclear research community at The University of Manchester, creating the most advanced nuclear research capability in UK academia.
The Institute is part of the Faculty of Science and Engineering and, as well as a base on the Manchester campus, operates the University’s radiation science centre, the Dalton Cumbrian Facility (DCF).
DCF is situated on the Westlakes Science Park in West Cumbria, at the heart of the largest concentration of nuclear facilities in the UK and provides the world-class expertise and experimental facilities to enable the research community to better understand the effects of ionising radiations on materials and chemical and biological systems.
Job Description
Overall Purpose of the Role
The Executive Assistant will provide effective day-to-day administrative management support to the Dalton Nuclear Institute’s Cumbrian based Directors, including coordinating calendars, work tasks and overseeing agendas and projects. They will also act as point of contact for enquiries from academic and experimental staff and play an important role in liaising with Faculty and University colleagues, as well as students, visitors and external users. The post holder will also help support the management of administrative projects, procedures and systems.
The person appointed will be expected to show flexibility and adaptability in meeting the developing needs of the Dalton Nuclear Institute and the University. Also, a proactive and energetic approach is important, as is an ability to establish a good rapport with postgraduate level students, staff and visitors.
Key Responsibilities, Accountabilities or Duties:
- To provide a high-quality and confidential support service and take responsibility for the day-to- day administration of Cumbrian based Directors, using initiative to prioritise and manage work load.
- Act as first point of contact to and on behalf of the Directors and deal with communications, ensuring that all relevant stakeholders are fully informed on all matters that require their attention.
- Electronic diary management for the Directors, prioritising appointments, arranging meetings involving internal colleagues and those from external organisations, often at the highest level.
- Provide administrative support to the Directors for their attendance at meetings, seminars and conferences.
- Plan and manage bookings for the Directors national and international travel.
- Produce a wide variety of correspondence including draft reports, agendas and presentation information in advance of events and meetings under the direction of the Directors.
- Draft internal and external communications on behalf of the Directors.
- Ensure that briefing papers and supporting paperwork for meetings are always available and that follow up and actions from meetings are dealt with by the appropriate person.
- Support the Directors with preparation of presentations.
- Answer and filter incoming calls and take the appropriate action in a professional manner.
- Process the Directors’ Frequent Traveller Credit Card and expenses submissions in line with University procedures and timescales.
- Supervision of a small team of administrative staff
- Take responsibility for co-ordinating the arrangements for high profile meetings and visits including arrangements for speakers and attendees and the circulation of papers.
- Liaise and collaborate with partner universities, industrial organisations and key stakeholders as required.
- Establish and maintain effective links with the University’s central Professional Services teams.
- Design, implement, monitor and review effective administration procedures and maintain office procedures and systems to a high standard.
- Manage agendas and support meetings and committees, including managing a schedule of weekly team meetings, prompting those with actions to ensure they are completed in a timely manner.
- Maintain document registers including uploading information to SharePoint as required, ensuring document control is maintained at all times.
- Ensure alignment with the University’s document retention schedule and information governance and data protection policies.
- Liaise with training providers in organising professional development programmes and training courses.
- Maintain global email lists and request permissions to IT systems e.g., shared network drives, SharePoint, monitoring permissions lists at all times.
- Oversee the ordering of IT equipment, including laptops and mobile phones for staff.
- Act as department purchasing card holder; ensuring financial transactions are carried out in accordance with the University’s financial policies and procedures.
- Maintain administrative processes ensuring that all financial transactions satisfy the University financial regulations.
- Establish and maintain call off orders with contracted suppliers.
- Liaise with Faculty finance and procurement departments on processes such as: requesting journal transfers and the allocation of journals between schools and faculties, requesting invoices to be raised, dealing with invoice queries and holds.
- Carry out HR administration, including: Administration of online annual leave system and staff planner spreadsheets, Supporting recruitment processes for new staff, Sickness absence reporting, Responding to speculative applications/CVs, Set up visiting and casual staff appointments,
- Oversee expenses for staff, students and visitors, including checking accuracy of information, collating for approval and send to People and Organisational Development,
- Maintaining confidentiality of information in line with data protection requirements and University policy.
- Support the annual process for new postgraduate cohorts, delivering administrative support as required for pre-selection, pre-arrival and post-arrival stages to help deliver a high-quality experience for new students.
- Act as the lead for non-academic support activities for students based in West Cumbria, liaising with academic supervisors as required, ensuring an outstanding student experience.
- Act as the primary local point of contact for Cumbrian based students for concerns related to the facilities, locally provided services and student services delivered from Manchester.
- Carry out other duties commensurate with the grade and position, including support to other colleagues when required e.g., during times of peak workflow, holidays, sickness, etc.
Person Specification - Essential Knowledge, Skills and Experience:
- NVQ Level 4 in Business Administration (or equivalent relevant experience).
- Demonstrable experience of a similar role, preferably within HE or a research-led organisation.
- Proven track record of the delivery of high-quality performance in a relevant environment.
- Proven ability to manage a demanding and dynamic workload in a pro-active and professional manner.
- Advanced IT skills and working knowledge of Microsoft Office.
- Strong organisational skills, with the ability to work to and meet deadlines.
- Self-motivation and the ability to work effectively with minimal supervision.
- A high level of accuracy and attention to detail.
- Flexible and responsive to customer needs and able to provide information and guidance whilst maintaining confidentiality.
- Experience of working in a team environment and able to support colleagues in the delivery of objectives.
- Understanding of higher education and issues related to research, teaching and learning.
- Excellent communication skills (written and oral), demonstrating an ability to deal with a wide range of people.
- Willingness to adapt and to engage with the changing needs of the Dalton Nuclear Institute.
- Demonstrable commitment to the University’s strategy, vision and values.
Desirable Knowledge, Skills, Experience and Qualifications:
- A degree in a relevant subject
- Experience of working with systems such as Oracle Financials, Key Travel
- Basic knowledge of the nuclear sector including major organisations and developments in nuclear science and industry.
Working for the University of Manchester
The University of Manchester strives to make our community a welcoming, caring and enthusiastic one, fuelling ambition with opportunities and support to help us all achieve our personal and professional goals.
Our diverse job opportunities include an attractive benefits package with family-friendly policies that provide for flexible working. We care deeply about career and personal development, offering a structured induction programme for new staff, an annual performance and development review, staff training for all career stages and mentoring opportunities to support your career development.
We have a genuine commitment to equality of opportunity for our staff and students, and are proud to employ a workforce that reflects the diverse community we serve.
As a global institution, we welcome applicants of all nationalities. To help international job applicants plan for life in the UK, we have put together some useful information on passports and visas, travel to the UK, accommodation and a number of other practical considerations.
Job Types: Full-time, Permanent
Salary: £29,762.00-£34,314.00 per year
Schedule:
Work Location: In person
Application deadline: 20/04/2023
Reference ID: SAE-021629
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