PA to the Pro Vice-Chancellor International

18398BR

Vice Chancellor’s Workplace

Administrative Assist

Advert

PA to the Professional Vice-Chancellor Worldwide

We’re on the lookout for a motivated self-starter who can adapt, assist and reply to modifications in priorities, while offering continuity to enterprise as regular.  

You’ll present a excessive stage, confidential {and professional} PA and government assist service to members of the Vice-Chancellor’s Workplace (VCO) and particularly to the Professional Vice-Chancellor (PVC) Worldwide and their crew. Additionally, you will have to liaise successfully with colleagues who assist the work of the Professional Vice-Chancellor and the worldwide portfolio, notably these inside the Worldwide Workplace, and work collaboratively as a part of the PVC PA crew to offer assist throughout the VCO.

You’ll be accountable to the Professional Vice-Chancellor Worldwide and be line managed by the EA to the Chief Working Officer. 

That is an open-ended, full-time place.  The bundle consists of 32 days vacation per yr plus 8 financial institution holidays in addition to entry to a variety of employees reductions and improvement alternatives.

Wage: £26,444 – £29,605 each year (Grade 4)

Date advert posted: Friday, 22 March 2024

Deadline: Sunday, 07 April 2024

Please bear in mind that Cardiff College reserves the suitable to shut this emptiness early ought to enough functions be obtained.

Cardiff College is dedicated to supporting and selling equality and variety and to creating an inclusive working surroundings. We imagine this may be achieved by means of attracting, growing, and retaining a various vary of employees from many various backgrounds who’ve the ambition to create a College which seeks to fulfil our social, cultural and financial obligation to Cardiff, Wales, and the world.  In supporting our staff to attain a steadiness between their work and their private lives, we can even take into account proposals for versatile working or job share preparations.

Functions could also be submitted in Welsh, and an utility submitted in Welsh won’t be handled much less favourably than an utility submitted in English.

Job Description

•    To behave as the primary line skilled level of contact for the PVC. To interpret and prioritise requests, offering recommendation and steerage, re-directing and forwarding requests as needed
•    To develop and assist sturdy and collaborative working relationships inside the PVC’s crew, in addition to key contacts and stakeholders, enabling administration and prioritisation of actions and communications, together with the efficient use of Microsoft Groups accounts, e mail and on-line communication instruments
•    To proactively handle diaries, scheduling appointments to maximise progress on priorities, whereas preserving time for work to progress and discovering inventive options to diary administration points
•    To supply each day/weekly schedules as required and to make sure papers and briefings are ready and accessible upfront of any conferences
•    To make all journey preparations for the PVC and their crew together with researching journey choices/lodging which, given the portfolio, could also be advanced in nature, bearing in mind worth for cash, acquiring the mandatory approvals by means of SAP Concur and different means and dealing with colleagues on detailed itineraries and briefings
•    To assist and repair key conferences together with getting ready agendas and papers, producing and circulating notes and minutes and following up on/monitoring actions to their shut
•    To organise and facilitate key occasions, conferences and workshops for the PVC crew, in addition to the broader VCO workplace crew, together with researching venues, overseeing IT preparations, reserving catering when wanted
•    To develop an in depth understanding of assembly and teams inside the worldwide portfolio, together with the College’s strategic partnerships.
•    To supply an expert ‘entrance of home’ presence for guests and responding to phone enquiries and emails, together with flexibility to work exterior the VCO the place the PVC and crew have conferences/occasions requiring assist elsewhere
•    To draft letters and different paperwork that could be required together with College Government Board submissions, Powerpoints from slide decks, and perform impartial background analysis into matters and points within the worldwide portfolio, together with information gathering, interpretation and preparation of summaries as required by the PVC crew
•    To take care of a confidential and environment friendly on-line submitting system, refining established techniques and contributing to enhancements; implement sturdy monitoring techniques to make sure responses to official enquiries/consultations are made by due dates
•    To successfully handle e mail accounts and related Microsoft Groups accounts, guaranteeing efficient file organisation and archiving, allocation and monitoring of necessities/wants/actions, and supply of essential necessities and priorities on time
•     To work collaboratively as a part of the VCO assist crew offering cowl, enabling senior employees and their conferences to be appropriately supported
•    To carry out different workplace duties as instructed by your Line Supervisor not included above, however per the function to make sure the graceful operating of the workplace and achievement of its general priorities

Cont’d ‘Extra Info’

Individual Specification

Important Standards

{Qualifications}, Training and Expertise
•    NVQ 3/A-levels or equal expertise
•    Wonderful IT literacy, together with in depth expertise with Microsoft Groups, MS Workplace (Phrase, Excel, PowerPoint), Zoom, Microsoft Outlook, in addition to willingness to make use of new digital and on-line approaches to working,
•    Expertise of working as a PA or an administrative function that included high-quality provision of government assist for these working in a busy, high-pressured function, with appreciable calls for on their time requiring ongoing strategic prioritisation of labor

Buyer Service, Communication and Group Working
•    Proof of wonderful interpersonal expertise, with a optimistic perspective and a willingness and confirmed skill to work and work together effectively inside a longtime crew
•    Proof of the flexibility to ascertain and keep efficient {and professional} working relationships with a variety of inside and exterior contacts, offering an efficient and optimistic customer support to a various vary of individuals
•    Confirmed expertise of speaking professionally and with accuracy, each orally and in writing, with expertise of manufacturing draft stories, paperwork and briefings together with minutes and proactive comply with up on motion factors

Planning, Evaluation and Drawback Fixing
•    Confirmed glorious organisation expertise, with the flexibility to triage and prioritise workload, based mostly on an understanding of the general job remit, and the necessity to meet deadlines
•    Proof of skill to make use of initiative and creativity to establish and implement sensible options to issues
•    Proof of skill to work independently, take efficient choices and work precisely, with restricted supervision, in a confidential surroundings

Fascinating Standards

•    Expertise of working in a big and sophisticated organisation.
•    Expertise of working in larger schooling
•    A willingness to speak in Welsh.  Candidates with little or no Welsh language expertise can be supplied with the mandatory coaching and assist.

Extra Info

Job description cont’d

•    To make sure compliance with authorized and regulatory necessities in equality and variety, information safety, copyright and licensing, safety, monetary and different College insurance policies, procedures and codes as applicable
•    To take affordable take care of the well being and security of your self and of different individuals who could also be affected by your acts or omissions at work in accordance with the Well being and Security at Work Act 1974, EC directives and the College’s Security, Well being and Surroundings Insurance policies and procedures and to cooperate with the College on any authorized duties positioned on it as an employer

Job Class

Admin / Clerical