Executive Assistant to Head of Department
We are seeking an experienced and reliable Executive Assistant to be responsible for the day to day running of the office of the Head of Department of Clinical Biochemistry, including implementation and oversight of administrative procedures. The role holder has direct supervisory responsibility for all members of the Administrative Support team. If you thrive in a fast-paced environment, excel at multitasking, and possess exceptional communication skills, we want to hear from you!
Responsibilities:
- Working closely with the Business Operations Manager, supervise the Administrative Support team of 6 people within the wider Professional Services Team, ensuring smooth processes and departmental support, including the effective management of the reception, to encourage a strong customer service team culture.
- Provide executive support service to the Head of Department. Manage diaries, set up a wide range of complex internal and external meetings both in Cambridge and elsewhere, manage the schedule of meetings, plan and manage the overall working day to ensure an appropriate balance of meetings, manage all meeting follow up activity.
- Managing communications with senior members of the University, NHS, and Heads of public and private institutions. Arranging programmes for visitors to IMS, including researchers with a high international profile, from funding bodies, industry, politics and the media.
- Co-ordinating office processes to ensure the smooth running of the Director's office. The role holder initiates and implements new procedures and updates established procedures in the Director's office to improve the service to the Director and Institute, with the assistance of the Administrative Support team.
- Overseeing processing of the Director's and visitors to the Director's expenses and checking they are correctly coded. Assisting in completion of documentation required by Research Services for the Director's grant applications and with sponsor on-line submissions. Annually arranging all appraisals carried out by the Director.
- Undertaking projects on behalf of the Director and the Business and Operations Manager to include researching, collating and presenting and compiling information, liaising with senior members of the Institute, School and University to request input into projects for the Director, including setting appropriate deadlines and following up as necessary.
- Become a positive, proactive leader within the Professional Services Team!
Requirements:
- Proven success as a Personal Assistant or Executive Assistant, ideally in a high-energy, fast-paced research environment, including leading a team.
- Exceptional organisational and time management skills with an ability for prioritising tasks and consistently hitting deadlines.
- Experience of developing/ reviewing administrative processes and systems.
- Outstanding communication skills, both written and verbal, with the ability to confidently engage with individuals at all levels, especially senior board level members.
- Expertise in Microsoft Office Suite and other essential software tools.
- Meticulous attention to detail and a commitment to delivering accuracy in every task, even in a fast-paced setting.
- Discretion and the ability to handle confidential information with sound judgment.
- Adaptability to changing priorities and the ability to shift gears smoothly.
- Based within Addenbrookes Hospital on the Cambridge Biomedical Campus ¿ an ideal setting to thrive and grow.
- Research environment experience is a must, and Cambridge University experience is a bonus!
If you have these qualities, we want you on our team!
Click the 'Apply' button below to register an account with our recruitment system (if you have not already) and apply online.
Informal enquiries can be addressed to Sophie Beresford, Business and Operations Manager at sb2751@cam.ac.uk.
If you have any questions about the application process please contact the Clinical Biochemistry HR Team on clinbiohr@admin.cam.ac.uk.
Closing date for all applications is Sunday 01 June 2025, with interviews to be held on Friday 06 June 2025.
Please ensure that you outline how you match the criteria for the post and why you are applying for this role on the online application form.
Please include details of your referees, including e-mail address and phone number, one of which must be your most recent line manager.
Once an offer of employment has been accepted, the successful candidate will be required to undergo a basic disclosure (criminal records check) check, a health assessment and a security check.
Please quote reference RG46003 on your application and in any correspondence about this vacancy.
The University actively supports equality, diversity and inclusion and encourages applications from all sections of society.
The University has a responsibility to ensure that all employees are eligible to live and work in the UK.