Job Description

	Job Title:	Executive Secretary		
	School/Service:	Administration – UCLan Cyprus		
	Responsible to:	CEO		
Job Purpose:
To provide comprehensive personal assistance and secretarial services to the CEO of UCLan Cyprus. To work co-operatively with other administrative and support staff in the University, and to maintain effective external customer and stakeholder liaison on behalf of the CEO.		
Main Duties and Responsibilities:		
1.	To be responsible for all matters concerning the CEO’s correspondence:
•	Receive all correspondence, redirect and reply as required
•	Assist the CEO with priority for action / reply
•	Distribute all outgoing correspondence
•	Draft standard letters and memos as required.		
2.  To undertake effective communication and liaison at all levels, both internal and external to the University at Regional, National, International and Governmental levels.
		
3.  To undertake word-processing and/or typing of letters, memorandum, reports, notes, minutes, presentation materials and statistical data etc. using appropriate software packages.		
4.  To organise and attend meetings, prepare agendas, distribute action sheets, maintain records and pursue action points that arise. To ensure that the CEO is well prepared for all meetings.		
5.	To provide assistance to the CEO through personal organisation:
•	Maintain and control diaries, and time management via the use of MS Outlook Calendar including sending electronic calendar invites.
•	Arrange travel and accommodation (internal and overseas) for the CEO. 
•	Prepare files and papers in advance as required by the CEO, for meetings, committees, interviews etc.
•	Completion and processing of financial documentation for the CEO i.e. expenses
approval claim forms, monthly expense claim forms, purchase orders and invoices.		
6.	To be responsible for incoming and outgoing telephone calls and the reception of visitors to the CEO:
•	To receive and screen incoming calls, re-direct as necessary, provide information and advice where appropriate and take messages.
•	To meet and greet visitors at all levels and provide hospitality.		

	7.	To maintain office filing systems mainly web-based and electronic, ensuring that all information is both current and accurately filed.		
	8.	To operate in accordance with regulations and legislation on both data protection and freedom of information and to safeguard standards of security/confidentiality where these relate to the University.		
	9.     To be responsible for accounts and budgets.		
	10.	To provide administrative services for the CEO including fact finding and the preparation of reports, including use of appropriate research tools.		
	11. To undertake research and carry out specific projects assigned by the CEO.		
	      12.   To deputise for the CEO, make decisions and delegate work to others in the CEO’s absence.		
	      13. To undertake other duties commensurate with the level of the post as required by the CEO.		
	An ability to work flexibly with other members of the University is essential to ensure that the current and future administrative needs of the University are met over the calendar and academic year.
Ability to travel within a working day and also travel overseas.		

	Person Specification

School/Service:

Administration – UCLan Cyprus

Job Title:

Executive Secretary

	
	Attributes	Essential	Desirable	Measured
By		
	
Work
Experience	Substantial recent experience working as a PA for a senior level executive with at least 2 years of experience.	Experience of working in an education environment	Application/ Interview		
		Experience with computerised systems/ databases.				
		Experience and confidence in the use of the Microsoft Office suite of packages, electronic diary and filing systems. Must have advanced strong computer skills especially in the use of MS Outlook, Word, PowerPoint and Excel. Must be confident in creating excel spread sheets.		Interview/ Aptitude Test		
		Experience of working in an environment with a high degree of customer contact.				
	Education/ Qualifications	Degree qualification (Administration, Business, Management, Secretarial Studies)

Must be fluent in the Language of English and Greek both spoken and written.

Evidence of professional development and career progression 

	A range of GCSEs, including English Language at Grade C or above.

 ‘A’ level or equivalent qualifications

Any other Languages	Application/ Certificates
/Interview		
		
Word Processing/typing/IT qualification or demonstrable equivalent experiential learning.	Audio typing skills or willingness to learn	

	Skills/Abilities
	Skilled in the professional presentation of information.		Application/ Interview		
		Ability to work consistently under pressure, prioritise work and meet deadlines.				
		Ability to research, organise, analyse and present information to a consistently high standard both verbally and in the form of reports.
				
		Ability to communicate effectively with staff and students and other agencies in person, in writing and on the telephone both in the languages of English and Greek.				
		Excellent organisational skills				
		Minuting skills				
	
Other	Ability to be assertive, tactful and to maintain confidentiality		Application / Interview		
		Ability to work unsupervised and to exercise judgement and initiative				
		Ability to work alone or as a member of a team				
		A flexible approach to work				
	
Date:	   January 2020				

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