Job Description. Assistant to the Dean s Team. Grade: Grade 5. 23,117-26,305 per annum. Full time (36.5 per week) The Faculty of Laws, UCL

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1 Job Description Job Title: Assistant to the Dean s Team Grade: Grade 5 Salary: Hours: Available: Responsible to: 23,117-26,305 per annum Full time (36.5 per week) Immediately Executive Assistant to the Dean The Faculty of Laws, UCL For almost 200 years, UCL Laws has been one of the leading centres of legal education in the world. Recognised as offering an outstanding educational experience to our students, we combine a strong theoretical foundation in the law with practical teaching from world-leading academics and practitioners. Our community of intellectually dynamic scholars responds to today s global challenges, and through our research, we help to shape government policy, national and international law and its practice. At the heart of legal London, we attract the leading figures in the field to contribute to our vibrant programme of events, informing public debate and understanding of contemporary social, legal, environmental and economic issues. The UCL Laws student body numbers around 960 students, divided between 500 undergraduate, 450 taught graduate, and 80 graduate research students. The faculty has an academic staff of some 55 professors, lecturers and readers, as well as many visiting professors, lecturers and distinguished judicial visitors, and our dedicated team of professional services staff provides valuable support to both our students and academic staff. Throughout our long history, we have been committed to the values of the founders of UCL: justice, liberty and equal rights for all. As a faculty, we work together to promote these values among our staff and students, and as part of UCL, we harness the potential of cross-disciplinary research and expertise to address the world s key problems. Professional Services at the UCL Faculty of Laws The Faculty of Laws has a large and experienced professional services team, led by Faculty Manager Matthew Grigson. Tt is structured to support defined areas of academic activity and the governance, management, operation leadership of the Faculty. 1 of 6

2 Academic Services provide a professional and integrated administrative support service for individual research oriented academic activities. The Undergraduate and Graduate Offices provide an integrated approach to student administration and support across our LLB, LLM and MPhil/PhD programmes. The events Team provide specialised support for the Faculty s very extensive programmes of events, public engagement and CPD activity The Faculty Operations Team provides support and advice on financial, HR, IT, communications and estates matters. The Dean s Office, provides high level administrative support to the Dean and the Dean s Team for the governance and management of the Faculty The Faculty prides itself on offering a high quality administrative support function, and fully supports the personal professional development and progression of its staff, actively encouraging colleagues to learn new skills and broaden their experience. The Faculty is supported in this aim by UCL s Organisational Development team ( who run a wide range of training programmes for all staff types and grades. In addition the Faculty offers staff a wide range of financial and family friendly benefits, including flexible working options, a generous annual leave entitlement, season ticket and bicycle loan schemes, and an occupational pension scheme, among others. More details can be found on UCL s HR web pages ( The Dean s Office The Dean s Office consists of the Executive Assistant to the Dean and the Dean s Team Assistant. The primary purpose of these roles to provide a high quality executive support to the Dean to enable their leadership and management of the Faculty. The Dean s responsibilities are delegated in part to the Dean s team. The Dean s Team Assistant supports the work of the EA to the Dean and the Dean s Team so as to allow the EA to the Dean to dedicate themselves fully to the Dean s requirements. The Dean and Dean s Team at the Faculty of Laws The Faculty of Laws is a singular academic unit with no departments. It is led and managed by the Executive Dean of Faculty Professor Dame Hazel Genn. The Dean is supported in her role by the Dean s Team which is the management team for the Faculty of Laws. The members of the Dean s Team all have responsibility for discrete areas of Faculty activity, and the Vice Deans serve three-year terms in role. The Dean s Team consists of: The Dean (Chair) Vice Dean: Staffing/ Head of Department Vice Dean: Research Vice Dean: Education Faculty Manager Faculty Tutor Faculty Director of Postgraduate Taught Programmes School Finance Director Professor Dame Hazel Genn Professor Charles Mitchell Professor Cheryl Thomas Dr Matt Fisher Mr Matthew Grigson Ms Olga Thomas Mr Mark Blakely Margaret Lloyd 2 of 6

3 The work of the Faculty is further supported by a range of enabling roles undertaken by academic members of staff. The Role and its Responsibilities The role of Assistant to the Dean s Team is a key role with a wide variety of duties and responsibilities, and involves providing proactive and effective administrative support to the Faculty s Senior Management team. The role holder will gain a broad range of skills and experience in operational activities, and this post would be ideal for someone looking to start a career as a personal or executive assistant, particularly within the Higher Education sector. This post also offers the opportunity for the role holder to act-up into a more senior role and gain further experience by providing cover for the Executive Assistant to the Dean. Working collaboratively with the Executive Assistant to the Dean, as Assistant to the Dean s Team you will be responsible for: 1. Diary management for the Dean s Team, including organisation of travel and accommodation arrangements; 2. Financial administration on behalf of the Dean and the Dean s Team, including processing expenses and credit card statements, and raising purchase orders; 3. Monitoring of and responding to s as appropriate, replying to correspondence on behalf of the Dean and the Dean s Team, in particular the Vice Dean (Staffing); dealing with telephone and enquiries; 4. Monitoring and managing the completion of agreed actions on behalf of the Dean and the Dean s Team; 5. Servicing of Dean s Team and Faculty governance meetings including preparing papers for committee meetings, drafting minutes, monitoring the completion of action points, and arranging room bookings and refreshments; 6. Assisting the Executive Assistant with administration, secretarial and clerical duties related to catering, stationery orders, and room bookings; 7. Organising conference bookings, travel and accommodation for the Dean and Dean s Team; 8. Assisting the Executive Assistant with organising Faculty Meetings; 9. Assisting the Executive Assistant with internal and external events and conferences including maintaining guest lists, hospitality, etc; 3 of 6

4 10. Receiving visitors and arranging hospitality on behalf of the Faculty; 11. Dealing with enquiries related to the work of the Dean and Dean s Team from members of staff, students, Judiciary and external organisations; 12. Providing administrative support to the Dean and Dean s Team during the Executive Assistant s absence; 13. Maintaining up-to-date web pages for the Dean s office; 14. Creation and maintenance of paper and electronic filing systems for the Dean s Office; 15. Printing, scanning and collation of documents; 16. Such other duties as may reasonably be requested by the Dean, Executive Assistant or Dean s Team. In addition, the role holder will be expected to actively follow UCL policies including Equal Opportunities policies, and maintain an awareness and observation of Fire and Health & Safety Regulations. As duties and responsibilities change, this job description will be reviewed and amended in consultation with the role holder. Person specification The person specification outlines the skills, knowledge and experience you need to have in order to perform this role. Candidates will be considered based on how well they demonstrate that they meet the essential and desirable criteria for this particular role. Selection Criteria Essential Criteria 1. Excellent organisational and time management skills. 2. Evidence of ability to organise your own work within competing deadlines and work independently. 3. Excellent verbal and written communication skills. 4. Able to take a calm and professional approach when dealing with a range of people, including Senior Management and senior figures from the legal field. 4 of 6

5 5. Evidence of the ability to successfully co-ordinate a range of activities simultaneously. 6. A high degree of accuracy in your work and the ability to pay close attention to detail. 7. The ability to work effectively and collaboratively with others. 8. Excellent IT skills, including knowledge of database packages, Excel, Word, web browsers and packages, with a willingness to learn about and use new software (ECDL desirable). 9. Diplomacy and tact when dealing with confidential information. 10. Committed to your own ongoing professional and personal development. Desirable Criteria 11. Experience of working in a personal assistant role. 12. Experience of financial administration, such as processing expenses or raising purchase orders. 13. Experience of servicing committees and drafting minutes. Application Procedure The deadline for applications is Sunday 18 January Applications should be made online at Please complete the UCL Application Form, and use it to demonstrate how you meet the essential and desirable criteria as outlined in the Selection Criteria. Shortlisting is expected to be completed by Friday 30 January 2015, and all candidates will be notified of the outcome of their application. Interviews are expected to take place on the morning of Monday 16 February If you have limited availability on this day, please indicate your preferred times in your letter of application. The Appointment This appointment will be full-time and is available immediately. Salary will be on the Grade 5 salary scale, equivalent to 23,117-26,305 per annum, inclusive of London Allowance. 5 of 6

6 On appointment you would be eligible to join SAUL (Superannuation Arrangements of the University of London). The leave allowance is 27 working days annual leave per annum plus Statutory Bank Holidays (normally 8) and local discretionary holidays (normally 6). 6 of 6