PA to the Head of the Institute of Education
Institute of Education
tel: 01905 855231
- Role Summary
As PA to the Head of Institute of Education, Sarah is the main point of contact for official Institute correspondence, and plays a key role in managing correspondence and critical deadlines. As well as maintaining the Head of Institutes diary and assisting with managing her workload, she provides support to the Institute Management Team, and has responsibility for collation and updating of Institute policies and staff handbooks.
- Role and Responsibilities
Role and Responsibilities
1. Support the Head of the IoE in all aspects of her role, including:
Providing full secretarial and administrative support, giving advice on administrative matters as required
Dealing with correspondence in any format while maintaining and promoting the high professional standards of UW and the IoE by communicating efficiently and effectively with the full range of contacts.
Daily management of a very busy diary, and advice on time management and re-scheduling when necessary.
Demonstrating appropriate initiative and ensuring effective lines of communication.
Taking due regard for matters of a confidential nature.
2. Provide the initial reception point for all contact with the Head of IoE. This involves the use of sound judgement, decision-making and prioritising skills, and discretion. In the absence of the Head of IoE the PA may be required to take appropriate action on her behalf if an urgent situation arises.
3. Act as first point of contact for the Training Agency for Teachers (TA) and other Higher Education Institutions and liaise effectively with internal and external contacts at a senior level to ensure that key relationships are maintained and developed.
4. Organise Institute Management Team Meetings, including dates, venues, agendas, briefing notes and attendees, follow up action points from previous meetings, and summarise outstanding items. Take, produce and circulate timely and accurate minutes, and contribute to any relevant discussions (such as items on administration, or projects I have been involved in).
5. Attend and act as Secretary to Institute Committee Meetings and external meetings as required by the Head of IoE and ensure that timely circulation of minutes and follow-up action takes place.
6. Maintain effective and efficient office manual and electronic filing and retrieval systems, including retention of contracts and project information, and update files regularly as appropriate.
7. Provide daily briefings to the Head of IoE by identifying, retrieving and presenting relevant information in advance of meetings etc., ensuring reading time is made available and highlighting sensitive issues and any potential areas of concern.
8. Research information for meetings, projects, contracts, reports etc., acquiring data and preparing letters, reports and draft publications for the Head of IoE and ensuring that they are proof-read and completed according to set timelines and formats.
9. Draft briefing papers as required for internal and external audiences on the full range of matters dealt with by the IoE.
10. Co-ordinate the production of bids for external funding in liaison with the Head of IoE, contribute to the content through research of previous or related bids, and ensure consistency of formatting and presentation as appropriate.
11. Arrange occasional conferences on behalf of both internal and external institutions, including investigating and booking dates and venues, notifying attendees, organising catering and equipment, preparing conference packs and information, booking and reimbursing speakers etc.
12. Liaise with overseas English-speaking universities, business executives and other international agencies, (such as the Spanish Education Ministry, and German Federal Agents) on behalf of the Institute.
13. Liaise with overseas universities and training bodies to set up teacher/student training programmes at UW, negotiate and organise accommodation, and provide administrative support, minuting of meetings, etc.
14. Liaise with other staff (such as senior managers, Heads of Centres, Directors of Research Centres, Academic Support Unit Managers and other PAs) to assist in ensuring that University policies and procedures are implemented.
15. Act as part of the administrative team within the Academic Support Unit to provide generic support to Heads of Centres in times of peak workload or holiday/sickness absence, and contribute to the teams strategic Service Plan and objectives.
- Qualifications and Training
Qualifications and Training
BSc (Hons) Psychology with associated Sociology
Leadership Certificate Training
EA/PA Team Building Training
Developing Personal Resilience
Advanced Word Training
Advanced Excel Training
Office 2012 Training
Computer Literacy and IT Levels 1, 2 & 3
Web Page Design
Situational leadership Training
Communication Skills Training
TQMI Process Mapping
- Professional Bodies