FoNS Administrative Assistant (Maternity Cover) at Imperial College London


Location: South Kensington Campus Job Summary Imperial College London is consistently rated in the top three UK university institutions. The Faculty of Natural Sciences (www.imperial.ac.uk/naturalsciences) is seeking to recruit an enthusiastic and highly organized individual to provide exceptional administrative support, whilst adhering to the college standards. This is a post requiring experience of working at a similar level. The post holder must be pro-active in their approach to their duties and be able to work autonomously. The post involves a high level of interaction with staff at all levels and the post holder must have a diplomatic and professional manner. As the FoNS Administrative Assistant, you will assist and directly report to the Executive Assistant to the Dean, Vice-Deans and Faculty Operating Officer (FOO) as well as provide comprehensive administrative support to other colleagues within the Faculty of Natural Sciences headquarters. You will work closely with the Faculty members and will be responsible for the successful planning and delivery of a range of project events and other activities. Duties and responsibilities Administration Provide a full, pro-active secretarial and administrative service ensuring that diaries are feasible, and that meetings and events are prioritised correctly, responding to changing circumstances where rescheduling and reorganization may be necessary; Anticipate and identify other administrative support requirements of the Faculty, in response to changing needs or circumstances, prioritising, taking action, checking and referring as necessary; Communicate regularly, effectively and in a timely manner with the Dean, FOO and EA to share all relevant information on development/progress key issues as relevant to the role; Assist in drafting correspondence, presentations and communications, including proofreading, formatting and editing where appropriate; Provide a professional, responsive service, dealing with people with tact and efficiency, discreetly where required, and in a manner which ensures an excellent reputation; Facilitate effective communications with the Dean, FOO, their direct reports and other senior members of the College; Ensure briefing materials/committee papers are received ahead of meetings in order to ensure they are fully prepared and to facilitate effective decision-making; Book travel, including flights, rail travel and accommodation and process expenses when necessary and in line with College policy; Support the planning and execution of key events. Working closely with the FOO, Dean, EA and other internal College departments to ensure high-level delivery; Support the EA in maintaining HR records as required such as holiday and sickness absence in Teamseer; Essential requirements: Educated to a minimum of A level standard or equivalent and/or professional experience related to the work of this post Significant experience as a Diary Secretary at Director level or equivalent, including complex diary and travel arrangements Experience in dealing with a variety of professionals and staff at all levels High level of proficiency in a range of software packages, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Office 365). Competition in using MS Teams, SharePoint and other collaboration platforms. Excellent verbal and written communication skills to enable drafting of correspondence and documentation, proofreading and minute taking further information This is a Fixed term, 12 months (Maternity cover) and will be based at South Kensington Campus. Should you require any further details on the role please contact: Sorina Damsa ([email protected]).

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