Team Administrator/PA

Creative Media operate as a University business with an annual turnover in excess of £2.5M and operates to three core strategic business objectives:

1. Delivering professional quality visual communications
2. Providing first-class customer service
3. Developing a business for growth and profitability

Creative Media is a division of the External Relations directorate of the University, and comprises of Design, Print, Media and Account Management teams. The Team Administrator/PA will be the first point of contact for the Director of Creative Media and provide administrative marketing support across the team. As such they will be expected to deliver exceptional levels of customer service at all times, have meticulous attention to detail, and make decisions on a daily basis that will affect both internal and external service delivery. The role is ideally suited to someone with a stronga dministrative background who is looking to gain experience in a busy agency environment.

This includes:

• Providing support across a range of Creative Media projects, from the production of content, marketing material to updating web and intranet pages
• Act as the front of office support for the department, meeting and greeting Clients, hospitality and providing administrative support for key Client events/training
• Support the management and development of HR within Creative Media including recruitment, updating relevant policies, occupational health referrals, monitoring of sickness absence, leave records and staff training.
• Ensuring the Asset Equipment Register is kept fully updated
• Provide administrative support to ensure Health and Safety requirements are adhered to across the department
• Arranging meetings both inside and outside the University (e.g. with members of the University Executive Board and key University staff)
• Management of a continually shifting diary
• Supporting Heads of teams with management of their diary, including booking meetings on their behalf
• Management of incoming/outgoing correspondence to ensure that information meets the needs of the recipient
• Produce emails, minutes, letters, briefings, reports on behalf of the Director in the appropriate style and tone
• A high level of accuracy and attention to detail in all aspects of their work
• Dealing with all situations with a high degree of sensitivity, tact and diplomacy
• Outstanding verbal and written communication skills
• Ability to prioritise own work under pressure
• Good all-round IT skills including advanced working knowledge of all aspects of Microsoft Office.

Person Specification

• Should be educated to A-Level (or equivalent). (GCSE level Grade ‘C’ (or equivalent) in English Language & Mathematics essential.)
• Significant previous experience in an administrative role and demonstrable diary management skills within a professional environment is essential. Experience of working in a customer facing role is desirable.
• The ability to demonstrate a high level of accuracy and attention to details in all aspects of their work and deliver on time.
• Sense of professional integrity including ability to exercise discretion regarding the management and handling of sensitive information.
• Demonstrate excellent interpersonal skills with the ability to communicate effectively with colleagues at all levels and provide exemplary customer service.
• Ability to manage multiple tasks simultaneously without compromising the output
• Minute writing and proof reading skills. Including the ability to proofread and correct own and others’ work; and to follow instructions.
• Good all-round IT skills including competence with all aspects of MS Office, including PowerPoint. Experience of using either CMS or CRM systems would be advantageous.