Personal Assistant - £17ph Plus Holiday Pay - Central London

  • Job Reference: 00000537-1
  • Date Posted: 2 September 2022
  • Recruiter: Gray Agency Ltd
  • Location: Central London
  • Salary: £16.00 to £18.00 Per Hour
  • Sector: Higher Education & Charity, Office & Professional
  • Job Type: Contract, Temporary
  • Contact: Christina Gray
  • Email: christina@grayagency.com

Job Description

Join this leading university and provide dedicated administrative assistance to the Professors, specifically diary management and associated paperwork, travel arrangements, logistical support with events and attending to visitors.  Candidates must be available for at least 3 months.

This will be a busy role, in a fast-paced environment, and the post holder will be expected to be adaptable, quickly assimilate information, and to establish their own support networks across organisation. The role holder is expected to manage their duties effectively and without close supervision.

The successful candidate will:

  • Provide daily papers and itineraries etc. in advance of meetings.
  • Proof read correspondence, documents and journals as required.
  • Provide assistance on specialist projects including carrying out internet searches and collating data for others such as co-ordinating feedback from surveys.
  • Help prepare powerpoint presentations.
  • Provide a first point of contact for staff, students, visitors and external agencies.
  • Establish and maintain administrative systems; reorganise and implement new systems as necessary.
  • Maintain up to date handbook/guide of processes needed to effectively fulfil office duties.
  • Assist the Professors with personnel administration, including maintaining staff records and preparing contracts as required.
  • Assist with the recruitment and selection of new staff, such as uploading job advertisements etc.
  • Provide assistance on the induction of new staff, such as organising staff ID cards and demonstrating office processes.Supervise temporary staff covering for colleagues or busy periods as required.
  • Assist the Professors with the servicing of committees (including contacting attendees; booking rooms and refreshments; servicing meetings co-ordinating agenda, minute taking and all preparatory and post meeting administration).
  • Organise meetings on behalf of team such as booking tutorials and seminars etc.
  • Assist with the organisation of events as required, including the booking of venues, catering, speakers, attendees and ensuring within agreed budgetary constraints.

The ideal candidate will demonstrate:

  • Proven experience of providing effective PA support in a complex organisation, including the effective management of a complicated diary.
  • Experience of servicing and taking notes of meetings, and ability to transcribe notes accurately and clearly.
  • Experience of organising committees and meetings.
  • Experience of organising and managing events.
  • Experience of working with limited supervision and taking responsibility for meeting service standards and agreeing targets and workloads.
  • Proven experience of working as a creative and proactive member of a team.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.