Personal Assistant

Job description
Job summary

The role provides administrative and secretarial support to the Department of Brain Sciences, Division of Neurology.   Primarily the role will support the research groups in achieving an efficient and effective administrative service. The post holder will be responsible to the Section Manager for Neurology.

Duties and responsibilities

You will act as the first point of contact for the Prof. Sharp’ Office. You will assist Prof. Sharp to efficiently plan his busy schedule, balancing internal and external responsibilities, making sure his time is prioritised carefully and that he is fully briefed/prepared for meetings and events. You will be responsible for travel arrangements for Prof Sharp (e.g. booking flights, hotels, taxis, preparing itineraries) and for guests/visitors as and when required. You will proactively identify and prioritise urgent actions, requests and/or problems and bring these to his attention to ensure they are addressed in a timely manner. You will read, assess and triage incoming correspondence for Prof. Sharp and handle correspondence on behalf of Prof. Sharp where appropriate, including supporting communications from his office to members in the Centre.

You will undertake financial administration tasks including raising purchase orders, payment of invoices, processing expenses, and providing Prof. Sharp with updates on his available budgets in liaison with the Section Manager.

Provide comprehensive support to ensure the smooth running of the Head of Centre’s office (proofreading papers, slide show preparation, maintaining Prof. Sharp’s CV and publication lists, and maintaining an efficient and up-to-date filing system).

Assisting with the HR processes and procedures including honoraries, visiting researchers, performance review and development plans and recruitment of staff. This will require liaising with the section manager, divisional administration, IT or other support services across College

Essential requirements

• • Completion of A levels/GCSEs
  • Secretarial qualification or a substantial period of equivalent experience
  • Experience of working in a busy office environment
  • Experience of organising and streamlining the workload and timetable of a busy senior professional.
  • Experience of providing secretarial support to meetings including agenda preparation, scheduling, and minute taking
  • Excellent secretarial, administrative and office-based skills
  • Ability to work independently and as part of a team
  • Highest standard of interpersonal and communication skills in writing, on phone and in person with all levels of staff
  • Excellent secretarial administrative and office-based skills

Further information

This is a part-time and permanent role with flexible working days and a hybrid working pattern.  You will be expected to be on Campus at Charing Cross three days per week.

Should you require any further details on the role please contact: Dawn Tharpe at d.tharpe@imperial.ac.uk.

Documents