An exciting opportunity to work within the University of Manchester as a Directorate Support Assistant!
To work as an executive assistant for a senior member of staff, as well as providing administrative support.
Overall Purpose of the Job:
1. Provide secretarial services to Staffing Committee, Trade Union Negotiation Group and other ad-hoc meetings as and when requested.
2. Develop and manage recording and monitoring systems to support HR policies and develop and maintain the University long service awards scheme.
3. Provide administrative assistance to the Head of Shared Services in a variety of areas, including co-ordinating various project initiatives as and when required.
Key Responsibilities, Accountabilities and Duties
1. Liaise with the HR Director, management and trade union representatives to plan and co-ordinate arrangements for meetings, including room bookings, refreshments, etc.
2. Prepare and issue agenda, minutes and supporting documentation.
3. Progress chase agreed actions in advance of each meeting to ensure updates are provided.
4. Prepare and issue responses to routine communications.
5. Developing and maintain systems for filing and recording information.
6. Develop and maintain systems for recording and monitoring information to support HR policies.
7. Provide information and training on use of systems to HR and where appropriate Trade Union colleagues.
8. Maintain the HR document library on Staffnet and take responsibility for ensuring that the Directorate complies with all “brand standards”, reviewing any locally or faculty produced documents or web pages to ensure compliance with corporate standards.
9. Develop and maintain a database of long service awards due in each calendar year, notifying Faculty and PSS HR Teams of awards due in their respective business areas in the coming year.
10. Liaise with the supplier to ensure adequate quantities of vouchers are ordered and received, working with the Income Office to ensure appropriate storage and notice for release dates provided in advance.
11. Ensure that awards are delivered to the appropriate manager in time for presentation on the due date.
12. Produce monitoring and management information on all areas of own responsibility, as directed by the Recruitment and Resourcing Manager and other senior colleagues.
13. Maintaining confidentiality of information and protecting personal data in line with University procedures.
The ideal candidate must have:
1. Experience of working in an administrative support role in a large unionised organisation, with experience of providing secretarial services for committees and meetings.
2. Experienced in the coordination of meetings, organising and circulating documentation and able to identify and follow up meeting outcomes and actions.
3. Experience of working in a team environment within a large organisation, demonstrating an ability to be flexible and provide support for colleagues.
4. Excellent communication skills, (oral and written) demonstrating an ability to deal with a wide range of people, and able to take notes and prepare and present documentation to a professional standard.
5. Flexible and responsive to customer needs and able to provide information and advice and guidance, whilst maintaining confidentiality.
6. Excellent organisational skills, able to prioritise a variety of work activities in a busy environment and meet strict deadlines.
7. Demonstrate a high level of accuracy and attention to detail.
8. Demonstrates analytical and problem solving skills, with the ability to identify and resolve issues effectively.
9. Good computer skills with experience working with Excel, Word and MS Outlook, and able to design and develop databases and electronic storage systems.
10. Demonstrates a commitment to excellent customer service and to the University’s values.
To apply, please submit your most up-to-date CV.