Personal Assistant (24031-037)

Updated: 5 months ago
Location: Warwick, ENGLAND
Deadline: 15 May 2017

Vacancy Type/Job category
External Engagement - External Affairs
Sub Department
£21,220 - £24,565 per annum
The University of Warwick, Coventry
Vacancy Overview
Fixed Term Contract to 30 April 2018
Warwick is the kind of University that’s constantly moving forward and constantly moving at pace. Do you have the administrative skills to keep up? If you have, you could be the right Personal Assistant for our Director of Fundraising.
We’re looking for a confident communicator to join administrative colleagues who support the Fundraising and Development team.
This is a maternity cover and as such experience is essential for this important role, so you’d need to be a professional PA who’s educated to A level (or equivalent). Attention to detail would be a must, as would your ability to handle complex meeting and travel itineraries. Previous knowledge of financial databases is desirable as you will be processing invoices and supporting budget reporting. It is also of advantage to have previous project support experience or knowledge.
Interviews to be held 23 May 2017
Job Description
Job Purpose
To provide senior secretarial and administrative support to the Director of Fundraising
Duties and Responsibilities
1. Personal Assistant to Director:
a. Diary management, ensuring recognition of potential conflicts of time and ability to identify priorities and adjust diaries accordingly to mutual satisfaction
b. Arranging meetings and events, including attending and producing minutes, as required
c. Acting as first point of contact for the Director
d. Drafting confidential correspondence on the Director’s behalf, as well as screening correspondence
e. Arranging complex national, and occasional international, travel itineraries
f. Producing PowerPoint presentations with minimal supervision, as requested by the Director
g. Developing and maintaining a comprehensive electronic and paper filing system
h. Liaising with other University departments, including on behalf of the Director
i. Carrying out occasional research, as requested by the Director, and producing briefing documents in advance of meetings and events
j. Assisting the Director with projects, as requested
2. Administrative support for the Fundraising and Development teams
a. Acting as secretary to various groups, including governance groups and networks
b. Provide ad-hoc project support
c. Deputising for the Office Manager & Executive Assistant, as required
3. Financial accountabilities:
a. Recording income and expenditure for the Director of Fundraising against budgets by tracking against SAP entries
b. Producing monthly SAP reports and ad-hoc reports as required

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1
Educated to A-level, or equivalent, including GCSE Maths & English to grade C (a)
Essential Criteria 2
Related training and appropriate certification, e.g. in office administration, secretarial skills, financial processes, IT skills (e.g. ECDL) (a)
Essential Criteria 3
Proven senior secretarial/PA support to managers in a busy customer-facing office environment, including diary management, records & filing maintenance, meeting/event organisation, arranging travel bookings and processing financial transactions (a), (c)
Essential Criteria 4
Proficient working knowledge of MS Office, including Word, Excel, PowerPoint, Outlook (email and electronic diary management), website management and the ability to use a database (a), (b), (c)
Essential Criteria 5
Ability to manage highly confidential and sensitive matters with discretion and tact (a), (c)
Essential Criteria 6
Ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines (a), (b), (c)
Essential Criteria 7
Ability to be proactive, use initiative and to apply knowledge flexibly in a range of solutions (a), (b), (c)
Essential Criteria 8
Well-developed organisational skills and experience of scheduling events (a), (c)
Essential Criteria 9
High level of accuracy and attention to detail (a), (b), (c)
Essential Criteria 10
Excellent written and spoken English, confident communicator with the ability to liaise effectively and facilitate conversations at all levels within the University, with staff & students and internal & (international) external stakeholders (a), (b), (c)
Desirable Criteria 1
Familiarity with SAP or similar accounting package (a), (c)
Desirable Criteria 2
Knowledge of project management & support (a), (c)
Further Particulars
This is a fixed-term contract for maternity cover.
Find our more about External affairs at our departmental website .
For informal enquiries, please contact Amii Dyne, PA to the Director of Fundraising, 02476 728 045 or by email at
For further information about the University of Warwick, please read our University Further Particulars .

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date
15 May 2017
View or Apply

Similar Positions