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Job Title: Administrative Assistant - Vice-Chancellor’s Office

Hours: 18 hours per week

The role is office based on Campus. It may require you to work flexible hours at times. Additional hours worked will be compensated with time off in lieu.

A highly motivated individual is required to provide administrative support to the Executive Assistant to the Vice-Chancellor. This will include work encompassing: the smooth running of the Vice-Chancellor’s schedule and the broader duties of the Vice-Chancellor’s office and Executive Assistant to the Vice-Chancellor.

Main duties will include:

• Provide high level confidential administrative and secretarial support for the Executive Assistant to the Vice-Chancellor and the broader Vice-Chancellor’s office on a day-to day-basis including: dealing with post and email correspondence, answering the telephone, dealing with general enquiries and visitors, keeping an electronic diary, arranging meetings, preparing presentations, filing and typing of documents including initiating and drafting documents as well as responding to routine correspondence, organise ordering of stationery and other equipment for the office as required.


• At the direction of the Executive Assistant to the Vice-Chancellor, arrange hospitality and refreshments for meetings, as required.


• Greeting guests, overseeing the smooth daily operation of the Vice-Chancellor’s busy schedule.


• Providing cover for the Vice-Chancellor’s office and Executive Assistant to the Vice-Chancellor, whilst the Executive Assistant to the Vice-Chancellor is on annual leave, absence and sickness days.


• Contribute to the efficient and effective operation of the Vice-Chancellor’s office.


• Representing the values and ethos of the University and Vice-Chancellor’s office, operating professionally at all times when managing student, staff and stakeholder relationships and interactions.

• Promote equality, diversity, inclusion and wellbeing for staff and students

• To provide administrative and secretarial support to the broader Vice-Chancellor’s office on a day-to day-basis, ensuring the collation and timely distribution of meeting papers and to minute meetings when required.


• Participate in supporting Vice-Chancellor’s office responsibilities at St Mary’s University Graduation Ceremonies and other special events with direction from the Executive Assistant to the Vice-Chancellor


• Participate in the development and maintenance of links with external organisations and stakeholders.


• Attend and assist at St Mary’s University events as requested.

University Policies and Procedures

All staff are expected to undertake their work in an inclusive, fair, safe and respectful manner, particular consideration should be given to the University values.

Benefits we offer:

• Generous annual leave of 23 days, pro-rata for part time staff plus closure days during Christmas and Easter and Bank holidays


• Annual leave purchase scheme


• Performance Awards


• Long Service Awards


• Discounted catering facilities


• Discounted gym membership and sports sessions


• Employee Assistance Programme and more

Background

University:

Since 1850, St Mary’s mission has been to provide a high-quality professional environment, inspired by its distinctive ethos and values. The University is an inclusive academic community, where everybody is welcomed.

St Mary’s is on an exciting journey of transformation and growth, to benefit students, staff and the wider St Mary’s community. As the University builds on its proud heritage, it will be looking for exceptional people to help shape its progressive future.

Faculty / Institute / Department:

Vice Chancellor’s Office provides a comprehensive service to the University (Board of Governors, Schools, Senior Management Team and all Professional Service Departments as well as Academic Faculties).