QTemps, Queen Mary University of London Looking for Administration Assistant at Bethnal Green, Greater London Full Time

We are looking for an experienced Administrator to join us for 3 months on a full time basis at Queen Mary University of London. This will be a hybrid position, with 3 days working onsite and 2 days working from home. We will be paying £16.24 per hour plus holiday pay.

Reporting to the Resources and Operations Manager and working with the PA to the CIO the holder is responsible for the delivery of efficient and effective administrative support, diary and meeting management, email monitoring and general administrative support for the wider IT Services Leadership team.

Main duties and responsibilities

• To be the main central point of management contact for telephone enquiries and visitors to any of the Services, ensuring all messages are forwarded and/or actioned quickly and efficiently.
• To assist in the preparation and coordination of reports and supply of management information.
• To provide a comprehensive administrative support service to the Leadership Team
• To effectively manage the on-line filing system, filing and retrieving documents and reference materials and ensuring version control and availability of up-to-date documents.
• To assemble and analyse data and to prepare reports, correspondence, communications, presentations and other documents for key staff.
• To support and co-ordinate diaries, project schedules, updates and reminders system, appointments and events schedules, ensuring diaries are always up-to-date with meetings, appointments and contact details.
• To support and coordinate meetings and events, including follow-ups, collating and distributing reference materials, venue and equipment hire, hospitality bookings, coordination of risk assessments and where required, travel and accommodation arrangements.
• To produce purchase orders and payment requests as and when required, To accompany staff to key meetings, events and appointments, taking notes or action points as may be required and following up on the actions agreed with key stakeholders.
• To ensure key staff are well informed about all relevant issues affecting them, and to ensure that any agreed formal communication within and between teams is effectively carried out.
• To carry out responsibilities with due regard to Queen Marys’ Equal Opportunities and Health and Safety Policies, to include producing templates for H&S checklists, plant inspections, forms and letters.
• To comply with all H&S policies and procedures and to ensure that all activities are undertaken in a safe manner.
• To assist with other services across the Directorate should the need arise.

The ideal candidate will have:

• Significant experience of providing administrative support in a busy Management environment
• Experience of policy/procedural development including drafting reports
• Experience of working in a team environment
• Experience of working independently within guidelines using initiative and judgment as appropriate
• Familiarity of budgeting and financial management.
• Experience of planning and progressing work activities and project schedules including diary management
• Experience in servicing meetings of a significant nature including writing minutes
• Understanding of the operational processes common in an IT environment and how this fits within the broader needs of a university
• Excellent communication and interpersonal skills with the ability to communicate effectively with staff and external contacts at all levels
• Good organisational skills and the ability to balance competing pressures, deadlines and demands Excellent IT skills – knowledge and experience of MS office and other software applications.
• Good analytical skills
• Ability to work under pressure juggling diary conflicts

Summary of role requirements:

• Looking for candidates available to work on weekdays
• More than 4 years of relevant work experience required for this role

This job was originally posted on Jora UK