Executive Assistant
Job Purpose
As a key member of the Hartree Centre, Northern Ireland Hub, the role will support Academic Excellence in its broadest sense, as directed by the pressures/demands of the project, at varying periods throughout the project lifetime. The role holder will provide a comprehensive and professional support service to the spoke leadership teams. The role holder will be involved in undertaking project work, analysis and research under two broad headings: - Research and Innovation Support. However, while the main focus may be on one of these work streams, the focus may change according to the stage in the project cycle.
Main Duties
To be first point of contact for all enquiries relating to the Hartree Centre, Northern Ireland Hub, explaining processes and procedures.
Supporting the maintenance and updating of all information and documentation for the Hartree Centre, Northern Ireland Hub related activities.
Active participation, as required, in the project team or User Groups, eg: Research Data Management, stakeholders, consortium members etc.
Editing of research outputs in institutional repository, ensuring timely review of research outputs, advising researchers on their research requirements and monitoring compliance with project consortium agreement.
Support the organisation of meetings and workshops.
Support organisation of travel arrangements.
Support the monitoring and oversight of grants/budgets.
Support for all teaching-related activities and for the maintenance/enhancement of quality and academic and professional standards in teaching when required to support the school.
To service and provide support to committees/working groups as directed.
To provide support for the organisation of events.
To assist in the supervision and co-ordination of all support activities associated with the clerical, financial and information business of the spoke.
To implement changes to service provision as requested by senior officers, using discretion and initiative to ensure the service can continue to meet agreed quality standards, guidelines and procedures.
To participate in appropriate staff development initiatives, as directed, to ensure skills and knowledge are continually developed and updated.
Any other duties appropriate to the grade and nature of the post.
We may create a 12-month waiting list for same or similar roles within the Department / Faculty. The University reserves the right to extend the waiting list across the University if required for certain posts. The University is committed to developing all employees and operates a Developmental Appraisal Review (DAR) which is mandatory. You will be required to meet with your manager at least once every two years as part of the DAR process. If you have line management responsibility for other staff you will be required to conduct a DAR meeting with your staff at least once every two years.
All staff in the University have a responsibility to comply with the University’s Equal Opportunities Policy and Health and Safety Policy. Line Managers have particular responsibility for ensuring compliance with these Policies within their own area.
Education and Professional Qualifications
A good standard of numeracy and literacy either by qualification or work-related activities.
Previous Experience / Training
Experience of supporting at least one of the following areas within a higher education (or similar) context: quality assurance; academic audits; inspection by accrediting bodies; pursuit of excellence in teaching; research activity.
Experience of organising events and making travel and related arrangements and of servicing meetings in a business/work environment including taking notes and making a personal contribution to the work/actions arising from committees/meetings.
Job Related Achievements
Working knowledge of a complex financial operating system within an organisation with experience of monitoring grants or budgets.
Other Factors
Willing to travel between campuses as required.
Willing to work outside normal office hours on occasion to meet the demands of the role.
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