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- Tasks: Support the Institute Director with diary management, meetings, and travel arrangements.
- Company: Join a dynamic academic institute in Manchester, fostering innovation and collaboration.
- Benefits: Enjoy a competitive pay rate of £15.19 per hour and gain valuable experience.
- Why this job: Perfect for those who thrive in fast-paced environments and love multitasking.
- Qualifications: Experience as a PA or senior administrator is essential; strong organisational skills required.
- Other info: This is a temporary role with potential for growth in a vibrant academic setting.
We are currently seeking a proactive and highly organised Institute PA to join a busy academic institute in Manchester. This is a key administrative role, supporting the Institute Director and leadership team to ensure the effective day-to-day running of the Institute.
The successful candidate will be responsible for high-level diary management, the coordination of meetings and events, and the organisation of complex travel arrangements for the Institute Director. In addition to supporting the leadership team, the role involves a range of administrative responsibilities across finance, estates, and general office processes.
This is a great opportunity for an experienced PA or senior administrator who thrives in a fast-paced environment and enjoys working across a variety of tasks and stakeholders.
Key Responsibilities
- Provide comprehensive diary management for the Institute Director
- Organise and coordinate meetings, events, and visitor programmes
- Arrange complex UK and international travel and accommodation
- Maintain accurate records and office systems in line with data protection legislation
- Minute-taking and servicing of meetings, including arranging catering
- Support academic-related admin such as probation and promotion processes
- Assist with gathering information for research applications, publications, and teaching materials
- Respond to general queries and provide guidance on processes and procedures
Finance Administration
- Raise purchase orders and manage invoices using internal finance systems
- Coordinate purchasing of IT equipment, software, and other goods
- Support with expense claims, card payments and finance-related queries
- Track and coordinate expenditure for Institute-related events
General
- Liaise with estates, IT, and professional services colleagues as needed
- Promote and follow all University policies and procedures, especially around health and safety and information governance
- Maintain a professional, discreet, and proactive approach in all tasks
- Provide occasional cover for the Institute Administrator role
Essential Experience and Skills:
- Experience providing PA support to senior staff, including diary and travel management
- Strong administrative background with excellent organisational and multitasking skills
- Confident working with finance systems and coordinating purchases
- Comfortable coordinating events and supporting office processes
- Excellent written and verbal communication skills
- Able to handle sensitive information with discretion and professionalism
- A team player with a flexible and responsive approach
- Good IT skills, with a willingness to learn new systems
- Commitment to equality, diversity, and providing excellent service
Desirable:
- Working knowledge of systems such as Oracle, iProc, Key Travel, Discoverer, JobTrain, or Eventbrite
- Experience working in a university or large public-sector environment
If you meet the requirements and are available for an immediate start, please send your CV to (url removed).
PA to the Institute Director employer: Pertemps Leeds
Contact Detail:
Pertemps Leeds Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land PA to the Institute Director
✨Tip Number 1
Familiarise yourself with the specific tools and systems mentioned in the job description, such as Oracle and iProc. Having a working knowledge of these systems can give you an edge during the interview process.
✨Tip Number 2
Demonstrate your organisational skills by preparing examples of how you've successfully managed complex schedules or events in the past. Be ready to discuss these experiences in detail during your interview.
✨Tip Number 3
Research the academic institute and its leadership team. Understanding their goals and challenges will help you tailor your responses and show that you're genuinely interested in supporting their work.
✨Tip Number 4
Prepare to discuss your approach to handling sensitive information and maintaining discretion. This is crucial for a PA role, and demonstrating your professionalism in this area will be key to landing the job.
We think you need these skills to ace PA to the Institute Director
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience, particularly in PA support, diary management, and travel coordination. Use specific examples that demonstrate your organisational skills and ability to multitask.
Craft a Strong Cover Letter: Write a cover letter that addresses the key responsibilities outlined in the job description. Emphasise your proactive approach and ability to handle sensitive information with discretion, as well as your commitment to equality and diversity.
Highlight Relevant Skills: In your application, clearly outline your experience with finance systems and event coordination. Mention any familiarity with tools like Oracle or Eventbrite, as this could set you apart from other candidates.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for a PA role.
How to prepare for a job interview at Pertemps Leeds
✨Showcase Your Organisational Skills
As a PA to the Institute Director, your ability to manage multiple tasks is crucial. Be prepared to discuss specific examples of how you've successfully organised complex schedules or events in the past.
✨Demonstrate Discretion and Professionalism
This role involves handling sensitive information. During the interview, highlight your experience in maintaining confidentiality and professionalism in previous positions.
✨Familiarise Yourself with Relevant Systems
If you have experience with finance systems or event management tools mentioned in the job description, be sure to bring this up. Showing that you're tech-savvy can set you apart from other candidates.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities in real-life situations. Think about challenges you've faced in previous roles and how you overcame them, especially in a fast-paced environment.
