Executive Assistant to the Head of Department

We are seeking an Executive Assistant to provide high level and dedicated executive support to the Head of Department. This will include diary management, arranging meetings and minute taking, event managing, liaising with a wide variety of people, responsibility for filing and other administrative support. The role requires interaction with many people within and external to UCL. Thus a professional attitude, willingness to help, and ability to remain tactful and assertive are required in order to adequately execute the duties outlined.
To take a leading role in the management of the office and the Receptionist ensuring office procedures are recorded and kept up to date. In addition, the role holder will be a first point of contact for a variety of staff, students, visitors, direct reports and team, and will apply their knowledge of UCL to respond to queries and support activities., It is essential that your application is paired with a Statement in support of your application, without which your application will be disregarded. Please follow the guidance as indicated below

We are keen to receive applications from candidates able to demonstrate how their experience aligns with the following criteria:
- Education to A level standard, or equivalent, or having acquired relevant working experience.
- Experience of servicing and taking notes of meetings, and ability to transcribe notes timeously, accurately and clearly.
- Experience of managing senior stakeholders' calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
- Experience of organising and managing events.
- Experience of working with limited supervision and taking responsibility for meeting service standards and agreeing targets and workloads
- Good interpersonal skills which enable the post holder to tactfully and assertively communicate with others, and to develop effective, professional working relationships across UCL and externally.
- Prioritising matters for the attention of the Head of Department and to redirect secondary matters to staff, or to manage matters personally, as appropriate.
- A commitment to customer focus and the need to provide an efficient, professional and effective service to the many users and contacts both internally at all levels of the organisation and externally.
- The ability to be discreet and maintain confidentiality when dealing with a variety of student and staff data.
- A high level of literacy and numeracy (including Professional knowledge of the Microsoft suite of software and experience of creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material

UCL is a multi-faculty college of the University of London with a population of over 28,000 students, from more than 150 different countries. Degree programmes are provided in Arts and Humanities, Social and Historical Sciences, Architecture, Building, Environmental Design and Planning, Laws, Life Sciences and Clinical Sciences (including Medicine), Mathematical and Physical Sciences, and Engineering Sciences.
For more information see http://www.ucl.ac.uk/about-ucl.
UCL Mechanical Engineering
UCL Mechanical Engineering has been pioneering the development of engineering education, having taught the core discipline for over 165 years. UCL was home to the UK's first ever Professor of the Mechanical Principles of Engineering, Eaton Hodgkinson, in 1847. It was also where Sir Alexander Blackie William Kennedy introduced organized laboratory practicals in university education training; a world-leading educational innovation at the time.
At UCL Mechanical Engineering, we develop and apply core competencies to produce world-class research into a wider range of engineering challenges than most would imagine. Amongst many other avenues we are:
- Leading research into low carbon shipping
- Designing the greenest engines and novel sustainable fuels
- Studying the flow of red blood cells in channels thinner than a human hair
- Using 'lighter than air' building materials to develop the solar power stations of the future.
- Developing the most advanced brain models for dementia

1) Copy and paste the essential criteria detailed in the attached Job Description & Person Specification with specific regard to the essential criteria that are assessed at the Application stage.
2) Describe how you meet each of the criteria and provide concrete examples against each criteria.
For any queries relating to the specifics of the post please contact Valentina Barbaria (Operations Manager) at . For application questions please direction your queries to Taneta Darko (Senior Recruiter) at .
This Grade 7 post is based at our Bloomsbury campus on a hybrid basis with 80% onsite presence required. Remuneration is in the range of £43,124.00 - £51,610.00.
What we offer
As well as the exciting opportunities this role presents, we also offer some great benefits some of which are below:
- 41 Days holiday (27 days annual leave 8 bank holiday and 6 closure days)
- Additional 5 days' annual leave purchase scheme
- Defined benefit career average revalued earnings pension scheme (CARE)
- Cycle to work scheme and season ticket loan
- Immigration loan
- Relocation scheme for certain posts
- On-Site nursery
- On-site gym
- Enhanced maternity, paternity and adoption pay
- Employee assistance programme: Staff Support Service
- Discounted medical insurance
Visit https://www.ucl.ac.uk/work-at-ucl/rewards-and-benefits to find out more.
Our commitment to Equality, Diversity and Inclusion
As London's Global University, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world's talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong.
We therefore particularly encourage applications from candidates who are likely to be underrepresented in UCL's workforce.
These include people from Black, Asian and ethnic minority backgrounds; disabled people; LGBTQI+ people; and for our Grade 9 and 10 roles, women.
Available documents