Administration

Personal Assistant

Full Time Temporary

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Do you have administrative and project support experience, and exceptional communication skills? Are you looking for a challenging role which enables you to work across a diverse range of activities and with a variety of people? Can you work independently and proactively? Would you like to join our team, working across the health, care and academic sectors in Leeds?

The Leeds Academic Health Partnership (LAHP) is one of the largest of its kind in the UK. We are a collaborative partnership between Leeds' universities, our local NHS organisations, Leeds City Council, Leeds City College, the regional health and care partnership, the regional economic enterprise partnership, industry and third sector organisations. We bring together their world-class expertise to discover transformative, sustainable solutions.

As an Academic Support Officer/ PA you will be supporting members of the Leeds Academic Health Partnership and working with our partners to support activities across the city.

As an Academic Support Officer/PA your main duties will include:

Providing effective PA support for the director, and proactive diary management across partners in line with priorities;
Develop contacts and build effective working relationships with a variety of colleagues, and the offices of senior staff across a variety of organisations, to ensure effective coordination of information and activity;
Develop an understanding and oversight of the activity of the LAHP colleagues who you will be supporting;
Proactively and professionally responding to all enquiries;
Dealing with correspondence including email, and use judgement in holding, forwarding or referring elsewhere or responding on behalf of, using discretion and judgement to handle urgent matters;
Acting as Secretary for the Leeds Academic Health Partnership Committees as required, through responsibility for scheduling meetings, preparation of agendas, minutes and circulation of papers. Ensure the Faculty Executive members are fully briefed for all meetings;
Arranging workshops and conferences, including booking catering, rooms, venues, accommodation, travel and preparation of documents/paperwork where necessary
Supporting day-to-day administrative arrangements across the LAHP, including purchasing, finance and human resources processes, ensuring they are dispensed with in a timely and accurate manner, including raising purchase orders, ensuring goods receipted in a timely manner and processing expenses claim forms for visitors/external colleagues (in accordance with the University's financial regulations)
Working effectively with information of a confidential and sensitive nature;
Be an active member of the Faculty Business Operations team, contributing to the development of systems and processes and cross covering when needed.

These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade of the post.

As a Personal Assistant you will have:

Significant previous experience of providing proactive senior PA support, working in a busy demanding office environment;
Experience of complex electronic diary management and scheduling Microsoft TEAMS / Zoom meetings;
Experience of organising and supporting meetings and events (including drafting agendas, minutes and reports etc.) that require complex arrangements;
Administrative experience, ideally in a Higher Education institution, with experience of dealing with a wide range of issues, such as Purchasing, HR and Finance
Excellent team working skills with the ability to work collaboratively and cooperatively;
Ability to exercise a high degree of initiative and work independently without direct supervision;
Excellent prioritisation and organisational skills;
Excellent written and verbal communications with ability to develop and maintain effective working relationships with colleagues at all levels;
Proven ability to work with a high level of integrity, discretion and confidentiality;
A willingness to develop within the role, proactively identifying appropriate training in personal and professional development;
Computer literacy (including familiarity with Microsoft Word, Outlook, Excel and PowerPoint) with word processing skills