Executive Assistant to the Executive Dean – INTERNAL ONLY

Job id: 086307. Salary: £37,332 – £42,099 per annum, including London Weighting Allowance.

Posted: 14 March 2024. Closing date: 28 March 2024.

Business unit: Dentistry, Oral & Craniofacial Sciences. Department: Dentistry, Oral & Cranio Faculty Office.

Contact details:Diane Brook. [email protected]

Location: Guy’s Campus. Category: Professional & Support Services.

Job description

The Faculty of Dentistry, Oral & Craniofacial Sciences is seeking to recruit to the role of Executive Assistant. This is an exciting opportunity for a highly motivated and detail-oriented individual who wishes to develop their administrative career supporting the Executive Dean and wider senior leadership team at one of the World’s top dental schools.

This is an extensive role which involves complex diary and travel management, coordination of meetings and events, as well as the provision of high quality administrative support for HR, finance and business processes, in support of faculty leadership and key strategic areas.

The role would suit a proactive and experienced Executive Assistant with excellent communication, organisation and problem-solving skills; someone with a flexible approach and an ability to manage challenging situations with ease and enthusiasm.

This post will be offered on an a fixed-term contract until 31/12/2024.

This is a full-time post (100% full time equivalent), in line with college’s hybrid working policy.

THIS VACANCY IS OPEN TO INTERNAL APPLICANTS ONLY.

Key responsibilities

Executive Support

• To ensure the highest level of administrative and logistical support for the Executive Dean in fulfilling their relevant academic, research and management duties and acting as a gateway to them in order to protect their time and enable them to operate as efficiently and effectively as possible.
• To proactively manage the diary of the Executive Dean for both internal and external engagements; to anticipate upcoming tasks and projects, taking a lead in prioritising and planning their diary commitments, balancing complex and competing commitments and priorities.
• To manage correspondence, including mail, electronic communications and telephone enquiries, maintaining an effective brought forward system and the drafting of replies where appropriate.
• To assist, where required, with the preparation of publications and grant applications for the Executive Dean, liaising closely with the Faculty Research Office/Oral and Clinical Research Unit.
• To manage the Executive Dean’s travel arrangements, both national and international, obtaining best value and providing documentation and itineraries.
• To develop, implement and manage administrative and office support systems for the Executive Dean.
• To prepare correspondence and documentation such as reports and presentations, for both internal and external audiences.
• To coordinate the timely authorisation of paperwork for signature by the Executive Dean, particularly for the approval of posts, visiting appointments, applications for sabbatical leave, honorary fellowships, etc. in liaison with the Faculty Business Co-ordinator.
• To provide support to Faculty committees and/or subcommittees i.e. International committee and professional services team meetings, including booking rooms, preparing and circulating papers, inviting speakers, preparing notes and minutes and following up on the completion of actions.
• On behalf of the Executive Dean and Faculty Operating Officer, to be responsible for the organisation of Faculty events (such as the Inaugural Lecture series, Faculty social events, Alumni Clinical Weekend and Away Days) and occasional high profile, regular events (mini conferences/symposia) for a worldwide audience, as required.
• To contribute to the maintenance and development of the Faculty’s internet and intranet pages and other communications platforms as required.

Finance

• To manage expenses claims for the Executive Dean in accordance with the requirements of King’s Financial Procedures.
• To manage the day-to-day administration of specific budgets relevant to the Dean, including raising orders, monitoring expenditure against budgets and providing accurate forecasts as required. Direct responsibility for Purchase Card accounts (Executive Dean) and expense claims.

Human Resource Management

• To assist as necessary in the recruitment of staff from the planning stage through to recruitment, supporting interview arrangements and on-boarding, ensuring that correct procedures are followed throughout.

Other

• To provide project management support for ad hoc projects on occasion as determined by the Executive Dean or FOO.
• To have awareness of the implications of the Freedom of Information Act (FOI) and oversee FOI requests into the faculty, ensuring that the Executive Dean and FOO are made aware of issues, that FOI requests are assigned to the correct individual(s) and responses are provided within the statutory timeframe.
• To have awareness of the implications of the General Data Protection Regulations (GDPR) on the management and retention of data, and to act accordingly in keeping with both statutory regulations and King’s procedures.
• To maintain professional knowledge by attending educational workshops; reviewing professional publications; establishing personal networks and participating in professional societies etc.
• To provide high-level support to colleagues during peak periods and at times of absence and leave.
• To contribute to and promote ideas that can help improve business support provision and ways of working.
• To maintain effective working relationships with other Executive Assistants and be proactive in working to identify and share best practice
• To always act with the highest level of discretion and confidentiality.
• To act as an evacuation marshal for the Faculty.
• To participate in King’s professional networks as appropriate to the role.
• To undertake any other duties that may be required by the Executive Dean or Deputy Executive Dean within the scope of the role.

*The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.  *

Skills, knowledge, and experience

Essential criteria

Educated to A-Level or equivalent experience.

Fully computer literate and comprehensive familiarity with the Microsoft Office package of applications.

A high level of literacy with an excellent standard of written and spoken English.

Excellent organisational and administrative skills.

Excellent time management, prioritising and multi-tasking skills.

Ability to draft documents and correspondence.

Methodical but flexible approach to work, with excellent attention to detail.

Experience of providing comprehensive support to senior executives in an administrative capacity.

Experience of handling a diverse range of enquires in person, over the phone and via email.

Experience of providing complex diary management to multiple users.

To be a self-starter and have the motivation to see things through to completion, with the ability to work without close supervision.

The ability to deal with a wide variety of people in a professional and assured manner.

Desirable criteria

Events organisation experience.

Experience of committee administration, including minute-taking.

Supporting or managing small projects.