Executive Personal Assistant at Birmingham City University

The full-time starting salary is normally £38,050.00 per annum, with progression available in post to £44,131.00 per annum. 

Full-time, permanent position.

Grade: F

Birmingham City University is seeking Executive Personal Assistants to join the newly formed School Leadership teams, where you will be responsible for supporting the Dean of School, being a part of our journey to achieve the priorities outlined in the University’s ambitious and future focussed Strategic Plan.

We are seeking highly organised, proactive, and diligent Executive Personal Assistants to work closely with a Dean of School providing a confidential and high level of executive support. This is a pivotal role requiring exceptional communication skills, sound judgment, and the ability to manage a dynamic and fast-paced workload with professionalism and efficiency.

Reporting to the Director of School Operations you will have the ability to organise your own workload and manage a complex diary for the Dean of School. You will have a flexible approach to your role, where you will work with the Dean of School to ensure the business needs and key university and school-based activities and deadlines are met. The ability to form positive working relationships with key internal and external stakeholders will be key to your success as will managing and planning key events.

Key responsibilities will include:

• Maintain a comprehensive and dynamic diary of appointments – arranging meetings and balancing competing priorities ensuring the degree of flexibility and responsiveness required within a busy schedule.
• Maintain a detailed calendar of priorities, deadlines and key events and proactively advise on impending deadlines.
• Prioritise, coordinate and arrange meetings including the preparation of briefing material, distribution of papers and agendas and taking forward any points of action, as required.
• Maintain records of work, issues pending and work in progress, and to prioritise work to meet both internal and external deadlines. 
• Prioritise, initiate, respond to and redirect where necessary internal and external communications (including emails, letters and telephone calls) and arrange for other members of staff to represent when necessary.
• Support various key governance and committee activities including the collation of information, preparation of papers and reports, maintaining confidential records, dealing with queries and full committee support as required.
• Produce a wide range of reports, letters, papers and presentations, drafting appropriate correspondence on own initiative.

The Executive Personal Assistant will:

• Have Significant prior experience of executive assistant or senior administrative roles including complex diary management.
• A degree or equivalent professional qualification. Equivalence may be accepted in lieu of formal qualifications through demonstrating comparable skills and ability to: 
  • Make decisions and solve problems in a complex environment. 
  • Assemble, evaluate and analyse information to inform sound judgements. 
  • Communicate effectively. 
  • Adopt a proactive and self-managing work style.
• Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and discretion when dealing with sensitive issues.
• Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes and records of agreed objectives and actions for follow up.
• Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative.
• A good understanding of information governance.

This is a hybrid working role, working three days per week on campus, dependent on business need and flexibility will be required. The roles available are based at City South and City Centre campuses but cross campus travel maybe required.

Birmingham City University is deeply committed to equality, diversity, and inclusivity at all levels in the organisation, and to addressing underrepresentation in our workforce to ensure we are truly representative of the community we serve. We welcome applications from applicants from all backgrounds and communities for this role, and particularly welcome applications from Black, Asian, and Minority Ethnic applicants. 

Please click the below link to download the Job Description:

Job Description

The appointed candidate will normally be employed through our subsidiary company BCU Support Services Limited, a wholly owned subsidiary of Birmingham City University. Appointees with prior LGPS membership who wish to enter the LGPS scheme will be able to do so and will be employed by Birmingham City University directly.