The role.
presentations. • Where appropriate, determine a yearly cycle of activities to be addressed, setting agendas, overseeing the preparation and distribution of supporting papers, recording the outcome of each meeting and tracking and ensuring agreed follow up actions are undertaken. • Supporting the Manager of the Office of the Vice Chancellor in providing a confidential, effective and professional support to the OVC, and providing cover for the Manager of the OVC and other OVC colleagues to ensure consistency of support. Document production and management • Preparing briefing documents of recent and relevant activity to inform discussion and networking when the DVC is meeting external stakeholders. • Preparing and drafting briefing papers, working documents and presentations for internal and external meetings. • Drafting and proof-reading correspondence with internal and external stakeholders. • Developing, reviewing and maintaining appropriate systems for all documentation and administrative processes including the management of information maintained on the shared drive and other filing systems.
General duties • Act as a point of contact and liaison for the DVC. This entails acting as a conduit for the flow of high level and sensitive information and can require initial negotiation and may require knowledge of emerging University priorities and anticipating their impact; supporting and creating networks both internally and externally. • Proactively managing the DVC’s diary, scheduling appointments and meetings accurately and confidentially whilst ensuring appropriate space for non- meeting related activity. This will require understanding and management of the DVC’s workload to ensure they meet deadlines, have sufficient planning, preparation, travel and meeting follow- up time and are fully prepared for all meetings. • Managing, planning and tracking the workload of the DVC, ensuring actions arising from meetings and committees are undertaken in a timely manner, whilst also monitoring the completion of actions issued by the DVC to staff line reports. • Management and co-ordination of the DVC’s emails and other correspondence including preparing correspondence and reports for, or on behalf of, the DVC. Proactively managing the email in-box of the DVC, flagging priorities and issues for escalation, and responding where appropriate. • Responding to routine queries from students, staff and third parties, in line with data protection and University requirements. • Summarising strategic documents to inform the DVC’s planning and preparation for key internal and external debates and presentations. Collate information and documentation required by the DVC: researching, producing, formatting and proof reading of reports, abstracts and
Job Title
Executive Assistant to the Deputy Vice Chancellor
Responsible to
Vice Chancellor
Overall purpose To provide executive support functions to the Deputy Vice-Chancellor. The post holder will be responsible for providing high level direct support to the Deputy Vice- Chancellor (DVC), using their own initiative to proactively maximise the use of the DVC’s time. The post holder will report to the Deputy Vice Chancellor, and will support the work of the Manager of the Office of the Vice Chancellor who is responsible for ensuring the smooth running of the OVC.
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