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Executive Assistant to Head of School and Director of School Operations

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The University of Manchester

2mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Manchester

AI generated summary

  • You need strong administrative skills, proactive diary management, professionalism, ability to manage conflicts, and experience in process improvement and team supervision.
  • You will manage diaries, coordinate events, streamline processes, supervise staff, and support the HoS and DoSO to ensure efficient school operations and high-quality administrative services.

Requirements

  • - High-level administrative support to the Vice Dean and Head of School (HoS) and Director of School Operations (DoSO)
  • - Proactive diary management and email triage
  • - Demonstrating a high level of professionalism, discretion and the ability to manage conflicting demands
  • - Ensure critical functions performed by School Operations are discharged efficiently and effectively
  • - Focus on operational activities to support the HoS/DoSO
  • - Proactively managing the School calendar of committees and events
  • - Planning the President’s and Dean’s visits to the School
  • - Coordination of the newly promoted Professor’s workshop
  • - Reviewing and refining business processes
  • - Coordinating requests for approvals on behalf of the HoS & the DoSO
  • - Providing support for key staff, including the School Leadership Team (SLT)
  • - Acting as an office manager
  • - Managing and supervising staff members
  • - Delegating work
  • - Ensuring the smooth delivery of administrative processes
  • - Designing and improving School-wide processes and systems
  • - Undertaking projects
  • - Ensure that the best service is provided at all times
  • - Reporting directly to the Deputy School Operations Manager

Responsibilities

  • Applications are welcomed for an Executive Assistant to provide high-level administrative support to the Vice Dean and Head of School (HoS) and Director of School Operations (DoSO), including proactive diary management and email triage, demonstrating a high level of professionalism, discretion and the ability to manage conflicting demands.
  • You will also ensure, along with other members of the School Operations management team, that the critical functions performed by School Operations are discharged efficiently and effectively, with the primary focus on operational activities to support the HoS/DoSO. This will include proactively managing the School calendar of committees and events, planning the President’s and Dean’s visits to the School, coordination of the newly promoted Professor’s workshop, reviewing and refining business processes, coordinating requests for approvals on behalf of the HoS & the DoSO and providing support for key staff, including the School Leadership Team (SLT).
  • You will also act as an office manager, managing and supervising staff members, delegating work, ensuring the smooth delivery of administrative processes, designing and improving School-wide processes and systems and undertaking projects. You will be expected to ensure that the best service is provided at all times. You will report directly to the Deputy School Operations Manager.

FAQs

What are the main responsibilities of the Executive Assistant position?

The main responsibilities include providing high-level administrative support to the Vice Dean and Head of School, managing diary and email triage, coordinating the School calendar of events, reviewing and improving business processes, supervising staff, and ensuring efficient delivery of operational activities.

What qualifications or skills are required for this role?

While the specific qualifications are detailed in the Further Particulars document, key skills typically include strong organizational abilities, excellent communication skills, discretion, proficiency in managing conflicting demands, and experience in an administrative support role.

Is prior experience required for this position?

Yes, previous experience in an administrative role, especially supporting senior management, is typically expected for this type of position.

What benefits are offered to employees in this role?

The position offers a fantastic market-leading pension scheme, excellent employee health and wellbeing services, exceptional annual leave entitlement, additional paid closure over the Christmas period, and local and national discounts at major retailers.

To whom does the Executive Assistant report?

The Executive Assistant will report directly to the Deputy School Operations Manager.

Can I apply for this position if I am currently employed elsewhere?

Yes, you can apply for this position regardless of your current employment status.

What is the deadline for submitting applications?

The vacancy will close for applications at midnight on the specified closing date.

How should I direct inquiries about the vacancy?

Inquiries about the vacancy can be directed to Kerry McCann via email at kerry.mccann@manchester.ac.uk.

Can I apply through a recruitment agency?

No, the organization cannot accept applications or CVs from recruitment agencies, and any submitted will be considered as a gift.

Is there a possibility for flexible working arrangements?

Yes, the University is positive about flexible working arrangements, and hybrid working may also be considered for this role.

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The University of Manchester

A university with a reputation for learning and innovation that resonates globally.

Education
Industry
10,001+
Employees
1824
Founded Year

Mission & Purpose

The University of Manchester is part of the prestigious Russell Group of universities and highly respected across the globe as a centre of teaching excellence and research innovation and discovery. With 25 Nobel Prize winners among our current and former staff and students, we have a history of world firsts, with our impact ranging from splitting the atom to giving the world graphene. Our outstanding facilities and wide range of undergraduate, postgraduate and CPD courses make us one of the most popular universities with students in the UK and internationally. We’re proud to have the largest alumni community of any campus-based university in the UK, with more than 500,000 graduates in more than 190 countries around the world. Our purpose is to advance education, knowledge and wisdom for the good of society, putting our three core goals of research and discovery, teaching and learning, and social responsibility at the heart of everything we do.