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School Executive Support Administrator

University of Salford - School of Science, Engineering & Environment

Location: Salford
Salary: £21,686 to £24,174
Hours: Full Time
Contract Type: Permanent
Placed On: 14th January 2022
Closes: 6th February 2022
Job Ref: 452

What will the role involve?

Working as a member of a pooled resource, this role is a unique opportunity to directly support our Senior Leadership Team in the day to day running of a very dynamic office and school using knowledge and data to support decision making. We are looking for a School Executive Support Assistant (ESA) who is resourceful, innovative, proactive and can seamlessly adjust in a changing and challenging environment. An ability to multi-task is essential as no one day will be the same!

The ESA will need the ability to fully understand the school’s business and Senior Leaders objectives to optimise and manage the workflow and productivity, ensuring alignment to priorities and successful delivery of outcomes. The ESA will collaborate with team members and help to establish new ways of working, pioneer change, simplify processes, and be adept at using and exploiting digital technology to achieve results.

You'll have the following responsibilities

(additional responsibilities contained within the Job Description)

Time Management and Meeting Planning - Strategically and autonomously align the diary and personal commitments to priorities; exercising judgement and decision making to resolve conflicts and offer solutions. Lead and prepare for regular office meetings to forward plan and ensure the discharge actions; tasks; meeting preparation; travel requirements and align on priorities. Work with content owners to ensure Senior Leaders are prepared in advance for meetings and able to analyse simple data and produce content, e.g., agendas, slides, spreadsheets, briefing papers. Manage processes for efficiently managing workflow and simplifying Leaders workload by actioning, delegating, and tracking tasks.

Stakeholder Management & Collaboration build trusted and effective relationships with Senior Leaders and their teams to navigate and leverage relationships, actively using and seeking out resources to enable and influence stakeholder decision making. Offering advice and recommendations based on expertise, both proactively and on request. Developing and maintaining a series of internal and external relationships to improve and maximise efficiencies and impact across the school. Act as a positive role model which develops a high performing culture and network across the UoS community, setting high standards for quality of work.

Back-office administration ensuring that school data and information is secure and maintained.

Primary Point of Contact for the office and virtual office

Safety, Security, Ethics & Compliance – ensure compliance to all UoS processes and policy

Delivers Ad hoc projects as required

You'll have the following skills & experience:

Ideally you will have PA/Administration experience in managing high work volumes, complex diaries and travel itineraries.

You will need to be able to demonstrate: -

  • Strong skills in planning, organisation and time management
  • IT proficiency, with particular emphasis on the use of Excel to store, organise, and analyse data at an intermediate/advanced level
  • The ability to create reports, agendas, meeting slides and minutes using Microsoft 365
  • An excellent level of accuracy and attention to detail, and the ability to work to very tight timeframes and deadlines
  • High standard of written and verbal communications skills
  • Continuous improvement by questioning inefficient processes and looks for smarter ways of working. Shares suggestions for improvements, putting forward a clear rationale for any change.
  • Problem solving in a structured and methodical way, analysing, and exploring the causes of issues. Uses evidence and available information to shape the best solutions to problems.
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