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N044 Job Description

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					                                                 JOB DESCRIPTION

                                                 Vacancy Ref: N044

Job Title:      Personal Assistant (full-time)                                    Present Grade: 5
Department/College:              Vice Chancellor’s Office
Directly responsible to:        Senior Executive Officer
Supervisory responsibility for: None
Other contacts

Internal:
Vice-Chancellor, Deputy Vice-Chancellor, Pro-Vice-Chancellors, University Secretary, Senior Officers, Heads of
Departments or Sections (including staff within them), Faculty Officers, Central Services and all Divisions with it;
LUSU, Deans, Dean of Undergraduate and Dean of Graduate Studies, Ceremonies Office, Research Support Office,
Planning Support Unit.
External:
HEFCE, BIS, 1994 Group, UUK, UCEA, Research Councils, Other Universities, HE Institutions and Colleges, Lancaster
University Associated Colleges, NWDA, NWUA, Public Sector Organisations, Private Sector Organisations, NHS, all
government offices.
Major Duties:

Primary Function: The postholder will be expected to provide a complete confidential PA support service for the
Pro-Vice-Chancellor for Research and the Dean of Postgraduate Studies. In addition ad hoc PA support for the Pro
Chancellor, Vice-Chancellor and Senior Executive Officer will be required along with the duties listed below.

To provide PA support to the PVC for Research and the Dean of Postgraduate Studies in specified areas;

1. To maintain a daily schedule (electronic) for the co-ordination of both the Pro-Vice-Chancellor’s and Dean for
   Postgraduate Studies’ commitments; includes making appointments and setting up meetings as required

2. Preparation of all correspondence and other documentation as requested by the Pro-Vice-Chancellor and Dean
   of Postgraduate Studies, including material for attendance at meetings

3. To provide hospitality for visitors to the Pro-Vice-Chancellor and Dean of Postgraduate Studies, including the
   setting and clearing of meeting rooms

4. To respond and advise efficiently to all electronic or verbal enquiries

5. To be responsible for advising the Pro-Vice-Chancellor and Dean of Postgraduate Studies of work deadlines for
   external and internal commitments

6. To be responsible for providing a fully confidential filing system

7. To minute meetings and discussions when requested

8. To coordinate and purchase all necessary travel arrangements and documentation and to make claims,
   internally and externally for re-imbursal of costs.

Auxiliary duties:

9. To meet and greet visitors to the Vice-Chancellor suite in the absence of any of the core administrative team.
10. In the absence of other administrative staff within the Vice-Chancellor’s Offices to provide a secretarial service,
    including cover for the University Secretary

11. To assist when necessary, other PA staff in the Vice-Chancellor’s Offices

12. To assist when necessary with the co-ordination of Lancaster University events for visitors, programmes and
    functions

13. With the other administrative staff to have shared responsibility for the collection and distribution of all
    incoming mail and to maintain a data management/log system of all incoming mail. Additionally to have
    shared responsibility for the dispatching of all outgoing mail and to maintain a data management system of
    action to be taken on correspondence.

14. To have shared responsibility for raising sales invoices, purchases orders and clearing of invoices using
    the Agresso system and for filing of relevant material in an already established financial monitoring
    system.

15. To execute any other duties appropriate to the grade as directed by the Pro-Vice-Chancellors, Vice-
    Chancellor and Senior Executive Officer

				
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posted:6/18/2010
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Sherin William Sherin William http://
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