Personal Assistant to the Dean (Level 9)

About the role

The Dean's Personal Assistant provides executive, secretarial and administrative support primarily to the Dean of the Faculty of Arts and Social Sciences, and on an ad‑hoc basis to Vice‑Deans and the Faculty Manager. The role is the first point of contact for the Dean's Office and requires a high degree of professionalism, accuracy and discretion.

Key responsibilities

• Manage the Dean’s diary, schedule appointments, meetings and engagements in line with the university calendar.
• Coordinate diaries of Vice‑Deans where relevant.
• Organise meeting logistics: send invitations, prepare agendas, source background documents, book venues, arrange catering and take minutes.
• Arrange domestic and international travel, including flights, transfers and itineraries for the Dean.
• Draft correspondence, memoranda and other documents for the Dean’s approval and ensure all paperwork for signature is accurate and complete.
• Track matters requiring the Dean’s decision, follow up and bring them to closure.
• Serve as the first point of contact for students, staff, parents and external visitors, handling enquiries by phone, email or in person.
• Monitor and manage the generic email address of the Dean’s Office.
• Maintain key faculty documents, process financial requisitions and procurement using the university’s financial system.
• Provide secretariat support for meetings convened by the Dean, including agenda preparation, minute taking and follow‑up on decisions.

Required profile

• Demonstrated professionalism, accuracy and discretion in handling confidential information.
• Strong organisational skills with the ability to prioritise competing demands.
• Excellent communication skills for interacting with a wide range of internal and external stakeholders.
• Ability to manage complex diaries, travel arrangements and meeting logistics.
• Proficiency in drafting formal correspondence and maintaining accurate records.

Required skills