PA to the Pro Vice-Chancellor International

18398BR

Vice Chancellor’s Office

Administrative Support

Advert

PA to the Pro Vice-Chancellor International

We are looking for a motivated self-starter who can adapt, support and respond to changes in priorities, whilst providing continuity to business as usual.  

You will provide a high level, confidential and professional PA and executive support service to members of the Vice-Chancellor’s Office (VCO) and specifically to the Pro Vice-Chancellor (PVC) International and their team. You will also need to liaise effectively with colleagues who support the work of the Pro Vice-Chancellor and the international portfolio, particularly those within the International Office, and work collaboratively as part of the PVC PA team to provide support across the VCO.

You will be responsible to the Pro Vice-Chancellor International and be line managed by the EA to the Chief Operating Officer. 

This is an open-ended, full-time position.  The package includes 32 days holiday per year plus 8 bank holidays as well as access to a range of staff discounts and development opportunities.

Salary: £26,444 – £29,605 per annum (Grade 4)

Date advert posted: Friday, 22 March 2024

Closing date: Sunday, 07 April 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

•    To act as the first line professional point of contact for the PVC. To interpret and prioritise requests, providing advice and guidance, re-directing and forwarding requests as necessary
•    To develop and support strong and collaborative working relationships within the PVC’s team, as well as key contacts and stakeholders, enabling management and prioritisation of activities and communications, including the effective use of Microsoft Teams accounts, email and online communication tools
•    To proactively manage diaries, scheduling appointments to maximise progress on priorities, while preserving time for work to progress and finding creative solutions to diary management issues
•    To provide daily/weekly schedules as required and to ensure papers and briefings are prepared and available in advance of any meetings
•    To make all travel arrangements for the PVC and their team including researching travel options/accommodation which, given the portfolio, may be complex in nature, taking into account value for money, obtaining the necessary approvals through SAP Concur and other means and working with colleagues on detailed itineraries and briefings
•    To support and service key meetings including preparing agendas and papers, producing and circulating notes and minutes and following up on/monitoring actions to their close
•    To organise and facilitate key events, meetings and workshops for the PVC team, as well as the wider VCO office team, including researching venues, overseeing IT arrangements, booking catering when needed
•    To develop a detailed understanding of meeting and groups within the international portfolio, including the University’s strategic partnerships.
•    To provide a professional ‘front of house’ presence for visitors and responding to telephone enquiries and emails, including flexibility to work outside the VCO where the PVC and team have meetings/events requiring support elsewhere
•    To draft letters and other documents that may be required including University Executive Board submissions, Powerpoints from slide decks, and carry out independent background research into topics and issues in the international portfolio, including data gathering, interpretation and preparation of summaries as required by the PVC team
•    To maintain a confidential and efficient online filing system, refining established systems and contributing to enhancements; implement robust monitoring systems to ensure responses to official enquiries/consultations are made by due dates
•    To effectively manage email accounts and associated Microsoft Teams accounts, ensuring effective file organisation and archiving, allocation and monitoring of requirements/needs/actions, and delivery of critical requirements and priorities on time
•     To work collaboratively as part of the VCO support team providing cover, enabling senior staff and their meetings to be appropriately supported
•    To perform other office duties as instructed by your Line Manager not included above, but consistent with the role to ensure the smooth running of the office and achievement of its overall priorities

Cont’d ‘Additional Information’

Person Specification

Essential Criteria

Qualifications, Education and Skills
•    NVQ 3/A-levels or equivalent experience
•    Excellent IT literacy, including extensive experience with Microsoft Teams, MS Office (Word, Excel, PowerPoint), Zoom, Microsoft Outlook, as well as willingness to use new digital and online approaches to working,
•    Experience of working as a PA or an administrative role that included high-quality provision of executive support for those working in a busy, high-pressured role, with considerable demands on their time requiring ongoing strategic prioritisation of work

Customer Service, Communication and Team Working
•    Evidence of excellent interpersonal skills, with a positive attitude and a willingness and proven ability to work and interact well within an established team
•    Evidence of the ability to establish and maintain effective and professional working relationships with a wide range of internal and external contacts, providing an effective and positive customer service to a diverse range of people
•    Proven experience of communicating professionally and with accuracy, both orally and in writing, with experience of producing draft reports, documents and briefings including minutes and proactive follow up on action points

Planning, Analysis and Problem Solving
•    Proven excellent organisation skills, with the ability to triage and prioritise workload, based on an understanding of the overall job remit, and the need to meet deadlines
•    Evidence of ability to use initiative and creativity to identify and implement practical solutions to problems
•    Evidence of ability to work independently, take effective decisions and work accurately, with limited supervision, in a confidential environment

Desirable Criteria

•    Experience of working in a large and complex organisation.
•    Experience of working in higher education
•    A willingness to communicate in Welsh.  Applicants with little or no Welsh language skills will be provided with the necessary training and support.

Additional Information

Job description cont’d

•    To ensure compliance with legal and regulatory requirements in equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate
•    To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to cooperate with the University on any legal duties placed on it as an employer

Job Category

Admin / Clerical