Gallery Mediator New

Provide administrative support 

Knowledge of Microsoft

Good admin and organisational skills

THIS ROLE IS NOT SUITABLE FOR CURRENT STUDENTS; STUDENT APPLICATIONS WILL NOT BE CONSIDERED DUE TO WORKING HOUR LIMITS. 

• Business, administrative and personal assistant support service to the Vice-Principal:
• Act as a first point of contact for all communication and personal contacts for the Vice-Principal (Research) and manage their shared mailbox. Manage responses to the Vice-Principal's incoming correspondence and telephone calls.
• Manage the Vice-Principal?s diary, update according to changing priorities, liaise and negotiate with all relevant parties.
• Organize meetings, book venues, arrange hospitality, transport and accommodation on behalf of the Vice-Principal and be responsible for the distribution of agenda and supporting papers as required.
• Manage travel itineraries, book travel and accommodation
• Administrative/secretarial service for meetings as required, including preparing agenda papers, minute taking and following up actions as well as inviting and hosting external guests.
• General administration and Office support
  • Support with the production of reports, business papers, spreadsheets, presentations and other documents.
  • Undertake financial administration (including procurement, raising purchase orders and processing expenses claims), ensuring compliance with the financial regulations.
  • Work as part of a small and integrated team to ensure the highest standards of operation in a busy environment under the direction of the Office Manager.
  • Take responsibility with other support staff for activities to enable the smooth running of the Office. This may include: undertaking ad-hoc projects and tasks; processing invoices and other financial administrative duties; collecting post; providing reception cover; monitoring and maintaining adequate office supplies; covering for colleagues who are absent, sometimes at short notice; working collaboratively with the wider Office of the Principal staff, maintaining and sharing relevant knowledge with EA colleagues and the Office Manager as appropriate.

Degree or equivalent relevant experience supporting c-suite executives.

Experience of managing sensitive diary and business management activities in a complex environment at senior executive level.
Able to work independently and proactively on non- routine matters and exercise judgement and decision-making skills in all aspects of work.
Experience of establishing good working relationships with staff and students and with external agencies.
Experience organizing and servicing meetings, including the preparation of papers and taking and transcribing minutes and creating action plans.
Experience organizing complex itineraries and associated documentation for travel in the UK and internationally.
Experience managing budgets, raising purchase orders and forecasting and overseeing expenditure
Experience of working at a senior level in a similar role ideally within the Higher Education sector.

Highly developed interpersonal and organizational skills
Excellent standard of oral and written communication skills in English, with a strong knowledge of grammar, spelling, punctuation and composition.
Excellent analytical skills and high standard of numeracy.
Excellent knowledge of diary and email management systems, and strong working knowledge of Microsoft Office applications
Ability to produce high quality work with strong attention to detail particularly while under pressure and working to tight deadlines.
Ability to handle difficult situations with tact and sensitivity and to maintain absolute confidentiality when required
Ability to solve problems, take responsibility and think independently and to respond to sudden unexpected demands.
Excellent technology skills including a basic understand of IT hardware and troubleshooting, managing mobile phone service providers and other portable devices
Ability to anticipate requirements of the Vice-Principals and other senior colleagues as required and prioritise diverse and busy workloads without supervision.
Ability to work collaboratively as part of a team covering responsibilities in a proactive and professional manner.

Able and willing to develop a comprehensive understanding of the structure of Queen Mary and the roles of the Principal and Vice- Principals.
Able and willing to develop a clear understanding of Higher Education policy.
Willingness to work flexible hours at short notice on occasion

THIS ROLE IS NOT SUITABLE FOR CURRENT STUDENTS; STUDENT APPLICATIONS WILL NOT BE CONSIDERED DUE TO WORKING HOUR LIMITS.

Main duties and responsibilities

• Assist in the coordination and development of the Student Ambassador Scheme, ensuring efficient management of the booking process, timesheet submission, expense processing, and engagement reporting
• Provide logistical and administrative support to the Student Recruitment and Widening Participation (WP) team, coordinating events and activities, ensuring representation at both regional and national levels.
• Support the delivery of the Enquiry Management and Campus Tours project, including assisting with the onboarding, training, and allocation of tasks for Student Ambassadors
• Occasionally deliver presentations, workshops, and advice sessions to schools and colleges, both regionally and nationally, to raise awareness and support recruitment efforts. This may also include representing the university at National and Postgraduate Fairs.
• Engage with schools and colleges as required by management, delivering pre-prepared content to support outreach and recruitment.
• Support the evaluation and monitoring of the Student Recruitment and WP team by collating and reporting data on key Outreach KPIs.
• Assist in the planning and execution of Queen Mary?s major external events, such as Offer Holder Days and Open Days, which may involve compensated out-of-hours work.
• Act as an advocate for the University?s brand, ensuring its visual and verbal identity are consistently applied across all communications and activities.
• Stay updated on relevant legislation, including GDPR, CMA, and ASA requirements, ensuring all activities align with these regulations.

The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonably requested by their line manager.

A level qualifications (or equivalent), or equivalent relevant experience - Essential
Educated to degree level in a relevant field or equivalent experience - Desirable

• Experience of working within the Higher Education sector in a similar role - Desirable
• Experience in the management of student ambassadors or volunteer groups - Desirable
• Experience of communicating with a wide range of audiences - Essential
• Experience of organising small to medium scale events from briefing to delivery - Desirable
• Experience of delivering training or workshops for student groups - Desirable
• Strong technical ability in using CRM systems or other platforms to record customer enquiries and execute marketing campaigns - Desirable
• Excellent editorial (writing, proofing) and numerical skills - Essential
• Excellent IT skills including use of Microsoft packages in using email, spreadsheets, presentation software and word processing - Essential
• Proven analytical and problems solving capacity - Essential
• Able to work effectively independently and as part of a team - Essential
• Able to advise prospective students and their families of possible study options in a knowledgeable and professional manner - Essential   
• The nature of this role will mean the postholder may be required to work evenings and weekends as well as travel on a national basis (for which TOIL will be given), as such a flexible approach to working during unsociable hours is needed - Essential
• This post is subject to an enhanced DBS check - Essential 
• *The ability to meet UK ?right to work? requirements. - Essential
• The ability and willingness to work evenings and weekends as required - Essential