Main Purpose of Job
Provide confidential personal administrative support to the Chief Executive, the Chairman, and members of the Governing Board.
Main Duties of Postholder
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Manage all communication, monitor and respond to all correspondence and distribute tasks arising from any actions as required.
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Maintain the Chief Executives diary and schedule by arranging all appointments to ensure effective diary management.
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Prepare weekly itineraries and submit monthly expenses for Chief Executive.
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Monitor and respond to requests for scientific papers via Research Gate.
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Maintain contacts details for the Chief Executive in Outlook Contacts.
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Maintain the RHS Reception invitation spreadsheet.
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Provide administration support for all external visitors.
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Organise travel and accommodation for the Chief Executive
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Arrange internal meetings including co-ordinating and preparing agendas and papers, take minutes, maintain action tracker, room bookings.
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Design and maintain effective administration systems, both general and project specific, to support the Chief Executive and provide a robust audit trail.
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Co-ordinate the Honorary Associate and Honorary Fellow schemes
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Provide secretariat for the Hutton Tercentenary campaign.
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Provide administrative support to the Governing board including attending meetings and taking minutes.
Person Specification
EXPERIENCE
Essential
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Significant experience of providing PA /administration support to senior management.
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Experience of project administration and document management.
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Proven ability to work to deadlines.
Desirable
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Experience of working in a higher education or a research organisation
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Knowledge of database management
SKILLS / COMPETENCIES
Essential
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Excellent IT skills
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Excellent communication skills, both oral and written
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Strong planning, prioritising and organisational skills
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Ability to work independently and proactively, as well as part of a team.
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Attention to detail, with high standards of accuracy.
Additional notes
- Flexible / Hybrid working arrangements are possible. Primary work base can be either at Hutton’s Invergowrie or Aberdeen campus. Must, however, be able to attend any Hutton campus as required.