Web Assistant T4

Mediators are communicators, explainers, listeners and helpers. They must be prepared to develop an in-depth understanding of both the science and the art within our exhibitions and are keen to explore interesting and provoking ideas with our visitors. They are excellent communicators and understand the importance of listening to the views and opinions of others.

None

Essential
? An adaptable, flexible, and confident personality
? An enthusiasm for meeting/talking to and listening/learning from a wide range of people
? Self-starting, while being able to work effectively in a team setting
? A commitment to delivering a consistently excellent visitor experience
? Excellent general communication skills, as well as excellent spoken English
? Superb listening skills
? A proven curiosity and enthusiasm for the arts, design, science, technology and health

Desirable
? For students, interests in subject areas beyond their degree discipline is welcome. Varied and wonderful combinations of interests and subject specialities are particularly desirable
? Experience of working in a customer service environment
? Some knowledge and understanding of King?s College London, its teaching and research
? Science Gallery London is committed to local engagement and connecting directly with the communities of Southwark and Lambeth, so some knowledge of and connection to our local communities is desirable
? Ability to converse with visitors in other languages as well as English

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