Job Description

Job Title: Executive Assistant and Office Manager to the Pro Vice Chancellor
(Partnerships and Governance)

Department: Vice-Chancellor’s Office

Level: Level 06

Responsible for ensuring the efficient operation and day-to-day organisation

of the PVC’s office, providing excellent administrative support and office
Job Purpose: management.

Manage a complex and busy diary with formal and informal meetings (internal and external),
using care and diplomacy and a good understanding of relative priorities – acting
appropriately as gateway and gatekeeper.

Establish and maintain administrative systems for the effective management of the Pro Vice
Chancellor’s (PVC’s) office.

Compose and prepare meeting agendas, presentations, board reports and correspondence
(some of which will be confidential) and manage logistics and travel.

Provide administrative support to special projects as directed by the PVC; support and
champion initiatives led by the PVC.

Prioritise conflicting needs; follow through on projects to successful completion.

Be a positive, supportive and welcoming representative of the PVC’s office in

communications with internal and external contacts, including through correspondence and
meetings.

Handle enquiries and maintain efficient communication with other offices and with a network
of contacts within the University.

Handle enquiries and maintain efficient communication with other offices and with a network
of contacts within the University including members of the governing body, federation
members and key partners.

Provide general support as required – including assistance for and attendance at some
events, ceremonies, functions, and receptions.

Provide cover and contribute to a team supporting the Vice-Chancellor and other PVCs as
required.

Organise meetings and small events from the PVC with internal and external stakeholder
e.g. venue bookings, sending invitations and event administration
Ensure that the PVC is well briefed for diary commitments, and occasionally attend meetings
with the PVC when requested, produce a record of actions agreed and follow-up.

Development of a library of slides and presentations to support the PVC’s role in

representing the University.

To actively follow and promote the University of London policies, including the University's
Dignity at Work and Equal Opportunities Policy and actively promote these wherever
possible.

To maintain an awareness and observation of fire and health and safety regulations

Any other duties consistent with both the grade and scope of the post

Any other duties reasonably required of the postholder by the reporting manager.

Reports to: Pro Vice Chancellor (Partnerships and

Governance)

Responsible for: N/A

Additional demands of the role: Tasks will generally be confined to normal office
hours, but these may vary and later or early
working may be required from time-to-time.

Person Specification

EXPERIENCE & PERSONAL QUALITIES

Essential:

First class organisational skills and proven experience of providing executive assistance on
a one to one basis to a person in a senior level role in a complex organisation.

Proven experience of managing a busy office with competing priorities.

Excellent interpersonal skills and ability to interact with people at all levels, internally and
externally.

A flexible, responsible and `can-do’ approach.

Strong team working skills and a willingness to be flexible, responsive and assist others in
their work.
Ability to plan, organise and complete tasks and projects to deadline under minimal direction
or instruction.

Demonstrate strong attention to detail and the ability to work with agility and accuracy.

Efficient problem solver, flexible and proactive

Able to collate and understand new information quickly and effectively, recognising the
relative importance and priority of information and advise the PVC as appropriate.

High levels of integrity and discretion. Some work of the PVC office is both sensitive and
confidential; the postholder must be discreet with good judgement and an awareness of
those issues which are confidential, or which may require sensitive handling.

Able to commit the time required to get the job done and have flexibility on working hours
when required.

Desirable:
• Knowledge of administration within higher education or similar environment.

TECHNICAL KNOWLEDGE & SKILLS

• Proficiency with the Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).

• Excellent written skills with experience of minute taking and ability to produce high
quality written documents and correspondence.

• Excellent communication skills and telephone manner, and the ability to deal easily and
confidently with people at all levels and from various backgrounds.

• Understanding of the higher education sector

EDUCATION & PROFESSIONAL QUALIFICATIONS

A degree is not required, however qualifications or experience which indicate a good level of
English and Maths would be desirable
 Competency Requirements Essential Desirable

Academic Community focus B

Adapting to change B

Creativity and innovation B

Interpersonal understanding B

Leadership B

Managing resources B

Organisational commitment B

Proactivity and planning C

Problem solving and decision making C

Performance Management A

Resilience B

Working collaboratively with others C

Competencies are scored on an A-D scale, with D representing the highest demonstration of
the competency.
For further information on each of the competencies and relevant levels, please refer to the
University’s Competency Model: https://london.ac.uk/sites/default/files/governance/UoL-
Consolidated-Competency-Model-%28Updated-Oct-2018%29.pdf