PERSONAL ASSISTANT (PA) & RECEPTIONIST. Applications are invited for the position of PA & RECEPTIONIST at UCL Business PLC.

Transcription

1 PRSONAL ASSISTANT (PA) & RCPTIONIST Applications are invited for the position of PA & RCPTIONIST at UCL Business PLC. The following application information is enclosed: 1. Information on UCL Business 2. Job Description 3. Terms and Conditions of appointment 4. Person Specification 5. qual Opportunities Form If you would like to apply for this position please send a CV along with a covering letter highlighting your particular attributes relevant to the position. The post is part time 25 hours per week 5 hours per day, please also state your preferred working pattern in your covering letter and complete the qual Opportunities Classification Form and return to the address below. Michelle Huggins UCL Business PLC The Network Building 97 Tottenham Court Road London W1T 4TP -mail m.huggins@uclb.com The closing date for applications is Wednesday 2 January Please note that only shortlisted candidates selected for interview will be contacted on or before the 11 January Interviews will be held on 17 & 18 January Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number:

2 INFORMATION ON UCL BUSINSS PLC UCL (University College London) is one of the UK s leading universities, a world-class multi-disciplinary research and teaching institution whose staff and former students have included 21 Nobel Prize winners. Founded in 1826, UCL was the first university in ngland to admit students regardless of race, religion or gender. It continues to thrive on the creativity and diversity of its community which today comprises 9,300 staff and 25,000 students from 130 countries across the globe. UCL has an annual turnover exceeding 800m. UCL Business PLC (UCLB) is a wholly owned subsidiary of UCL. UCLB is set up as an independent company with its own board of directors and is a leading technology transfer company which supports and commercialises research and innovations arising from UCL, one of the UK s top research-led universities. UCLB has a successful track record and strong reputation for identifying and protecting promising new technologies and innovations from UCL academics. It invests directly in development projects to maximise the potential of the research and manages the commercialisation process of technologies from laboratory to market. UCLB is responsible for the delivery of UCL s commercial-facing knowledge transfer activities by generating income and creating capital value for UCL through the commercial exploitation of research arising from the biomedical, life and physical sciences departments at the university and its associated Institutes. The activities of UCLB are nominally split into three principal sections covering project management and medical device development, biomedical, physical sciences, engineering and arts knowledge transfer activities. These sections are expected to be independent, working under their respective director, but complementary to enhance the spectrum of business activities with third parties, including multi-transactional, inter-faculty transactions. Supporting these sections are business and legal affairs, marketing and the financial and secretarial offices, each with their respective director or manager. All directors are members of the xecutive Management Team which meets monthly. The mission of UCLB is derived from UCL s knowledge transfer strategy which is set by the Vice- Provost of nterprise, who is part of the university s senior management. This requires the company to act as the principle organisation for engaging with business, transacting, monitoring and reporting knowledge transfer activity across UCL. To achieve this, the company and its staff endeavour to: 1. identify and develop knowledge transfer activities; 2. serve as a single point of entry and focus for knowledge transfer activity; 3. promote UCL s expertise and technologies to the world; and 4. provide responsive, professional and coherent support for academic/business collaborations. UCLB supports UCL s Grand Challenges of increasing UCL s positive impact on and contribution to Global Health, Sustainable Cities, Intercultural Interaction and Human Wellbeing. Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number:

3 JOB DSCRIPTION Job Title: Department: PA & Receptionist Part Time Administration Section Job Purpose: To act as a Personal Assistant for two Directors of UCL Business and to assist in the smooth running of the office and reception. The post holder will report to the PA & Office Manager. Key Accountabilities: To act as a Personal Assistant for two specific Directors within the Company. To provide reception duties and assist in the smooth and effective running of the office and reception. Duties and Responsibilities The areas to be covered are as follows: Personal Assistant duties 1. To provide diary and administrative support to two Directors within the business. General Administration duties 1. To provide general secretarial duties to Directors and other departments when required within the business including filing, archiving, typing, photocopying, scanning, the arranging of couriers, taking messages, faxing, and postal distribution. 2. To assist the Director of Finance with the preparation and distribution of the board papers (usually 3 times a year). 3. To cover and assist with emergency situations in the absence of the Operations Administrator who s area of main responsibility is the estates management and Health and Safety of the business. Receptionist duties 1. To arrange internal, domestic and international meetings including room bookings, refreshments, lunches, conference facilities, venues, technical equipment, collating and distributing meeting materials. 2. To organise international travel arrangements including travel, hotel reservations, itineraries, maps and visas. 3. To answer calls, offer a warm welcome to visitors and to ensure guests are cared for in a professional manner. Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number:

4 4. To liaise with other sections/departments primarily within UCLB to ensure the smooth running of the office and its environment. 5. To manage the distribution and reconciliation of the petty cash in accordance with UCLB procedure. In carrying out the above duties the PA & Receptionist is expected to: Work expeditiously and with professionalism to ensure the business is organised efficiently Maintain absolute confidentiality regarding sensitive personnel, financial and commercial information Adhere to UCLB policies including organisational standards, Financial Regulations and qual Opportunities Participate in staff meetings and training as required Maintain an awareness and observation of Fire and Health & Safety Regulations To undertake any other duties that are within the scope, spirit and/or purpose of the job, the title of the post and its remuneration as requested by the line manager/director. Note: The duties described above reflect the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and may be subject to amendment in consultation with the post holder. Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number:

5 TRMS AND CONDITIONS Job title: Department: Personal Assistant & Receptionist Administration Section Salary The full time salary range is 24,000 to 31,500 (pro rata for the part time appointment) depending on qualifications and experience. UCLB also operates a Performance Related Pay Scheme under which employees can achieve up to a further 10% of gross annual salary based on agreed targets, both personal and company based. Hours of work The normal hours of work are 25 hours per week, 5 hours per day Monday to Friday, excluding lunch hours. Work pattern to be agreed. The usual office opening hours are 9.00am to 5.00pm, Monday to Friday. Pension The post holder will be eligible to join the Company s pension scheme. The company operates two pension schemes - SAUL for new employees and USS for any employee joining within one month of leaving an existing USS scheme. Holidays The leave year runs from 1 October to 30 September. The holiday entitlement is twenty five working days per annum, which may be taken with the approval of the PA/OM. There are also eight Public Holidays, and a further six days leave given to mirror the UCL closure days over Christmas and aster. Probation The appointment is subject to receipt of satisfactory references and to a probationary period of nine months. Season ticket Loans & Child Care Voucher scheme Season ticket loans are available to staff who have successfully completed their probationary period, UCLB operates a Child Care Voucher scheme. The season ticket loan and Child Care Voucher scheme are processed via a monthly deduction from salary. Professional subscriptions Should you be required to be a member of a professional body in connection within your role, UCLB is willing to pay the cost of the professional subscription/membership with the agreement of your line manager. Other UCLB operates a no smoking policy. Staff are expected to conduct themselves in a professional manner whilst in the work environment and should be well presented. Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number:

6 PRSON SPCIFICATION This form lists the essential () and desirable (D) requirements needed to fulfil the role. The competencies will be observed in one the following ways, by application (A), by interview (I) or by test (T). Applicants will be shortlisted solely on the extent to which they meet these requirements. Job Title: Department PA & Receptionist Administration Section Competency Qualifications GCS in nglish at grade B or above and Mathematics at grade C or above or similar A D Knowledge & experience xcellent IT skills, including intermediate level of xcel, and excellent knowledge of Microsoft Office software xtensive, proven experience of working as a Personal Assistant for a well established company Comprehensive proven experience of employment within a reception area in a demanding environment, either academia or industry Prior experience of taking financial responsibility, such as petty cash administration, T, T D D Communication xcellent verbal and written communication skills xperience of clearly and accurately conveying information to a diverse range of people in an appropriate and confident manner Able to demonstrate excellent interpersonal skills, T, T I Teamwork & Motivation Ability to demonstrate excellent organisation skills, being able to prioritise work and meet deadlines To be able to work independently and without supervision To work well as part of a team and able to build and maintain relationships across the business to facilitate the smooth running of the office Ability and experience of handling a challenging role with confidence, demonstrating initiative, self motivation and attention to detail Able to demonstrate the ability to operate effectively in a highly pressured situations and to handle numerous tasks simultaneously whilst also enjoying an energetic working environment A Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number:

7 Other Requirements Maintain absolute confidentiality regarding sensitive personnel, financial and commercial information Ability to exercise initiative when handling problems and queries, and knowing when to refer them to another colleague Willingness to occasionally undertake business travel both in the UK and abroad A flexible approach to tasks, travel and hours of work A I I Registered Office: The Network Building, 97 Tottenham Court Road, London W1T 4TP. Registered in ngland Number: