Personal Assistant to the Directorate

Location
Falmer, Brighton
Salary
Up to £30,000
Posted
04 Jan 2017
Closes
01 Feb 2017
Contract Type
Permanent
Hours
Part Time

Personal Assistant to the Directorate (Ref: 1101)

Hours per week: 30

Contract type: Permanent

Grade: 5 (£25,060 - £30,412 per annum)

Salary: Initial appointments will normally be offered at the beginning of the salary scale, £25,060 pa, depending on skills and experience.

Closing date:  18th January 2016 at 10.00am Interview date: Week commencing 30th January 2017


Who We Are
The Institute of Development Studies (IDS) is a leading global institution for research, teaching and learning, and impact and communications, based at the University of Sussex.


Our Vision
Our vision is of equal and sustainable societies, locally and globally, where everyone can live secure, fulfilling lives free from poverty and injustice.


What We Do
The Institute of Development Studies (IDS) is a leading global institution for research, teaching and learning, and impact and communications, based at the University of Sussex. 
Our vision is of equal and sustainable societies, locally and globally, where everyone can live secure, fulfilling lives free from poverty and injustice. We believe passionately that cutting-edge research, knowledge and evidence are crucial in shaping the changes needed for our broader vision to be realised, and to support people, societies and institutions to navigate the challenges ahead.
Through our commitment to engaged excellence we work towards transformations that reduce inequalities, accelerate sustainability and build more inclusive and secure societies.  We do this neither as a university organisation nor a think tank, but by combining elements of both in a unique mix that is articulated in our engaged excellence approach.
Since 1966 IDS has been working with partners to tackle complex  development challenges and contribute the evidence, analysis, theory and facilitated learning that can help communities, practitioners and decision-makers at all levels work together for practical, positive change.  Our partnership with the University of Sussex supports and accredits our teaching and learning programmes, where in PhD studies and a range of high-level Masters’ courses we aim to produce a new generation of development thought, policy and practice leaders. 
The Institute is home to approximately 100 researchers affiliated to thematic research clusters, 70 knowledge professionals, 65 professional staff and about 200 students at any one time. But the IDS community extends far beyond, encompassing an extensive network of over 360 partners, 3,000 alumni and hundreds of former staff.


Job Description

About the job
The Assistant to the Company Secretary will provide practical support to the governance and strategic management of the IDS. They will be responsible for coordinating the smooth running of the Board of Trustees and its subcommittees; and supporting the Company Secretary/Director of Strategic Operations and the Director of Communications and Impact on Institute-wide activities. This is a position of high trust where the post holder will handle sensitive and confidential information so they will need to work with tact, sensitivity and discretion.
It is a busy role, with limited supervision. The post holder will be required to manage their own priorities, responding promptly and efficiently to demands from others and identifying ways of managing and improving existing systems and processes. They will be a ‘go-to’ person for help and information about a range of governance and management matters, and will also be aware of the politics of the Institute in managing interactions. They will be responsible maintaining and updating a range of public information about the Institute on its web and intranet pages.
The post holder will organise and progress chase activities on behalf of the Board, Company Secretary/DSO and Director of Communications and Impact. They will also offer support to the Board Chair to discharge his responsibilities.
They will work closely with colleagues supporting other members of the Directorate (the Institute Director and the Directors of Research and Teaching and Learning) and will share an open plan working environment with the PA to the Director and Director of Research.   
The Board cycle includes Board meetings in March, July and December and sub-committee meetings throughout the year.


Main Duties and Accountabilities
1. Supporting the Company Secretary in managing the IDS’ Board cycle to include the preparation of papers and mailings, arrangements for meetings including international travel, the taking and circulation of Minutes for the main Board meeting and for Board sub-committees.
2. Handling the Institute’s statutory responsibilities with Companies House and the Charity Commission. Which includes preparing statutory returns and monitoring regulatory guidance.
3. Supporting the DSO and Director of Communications and Impact in diary management; tracking and progress chasing on relevant projects and processes which they initiate including the Institute’s risk management framework; preparing papers and other documents as requested
4. Facilitating Board/Directorate/SLG communication with the rest of the Institute on governance and senior management  Board matters, including managing consultation processes, writing, formatting or editing written outputs to a standard suitable for public circulation
5. Any other duties as required that are suitable for the grade of the post.
Equalities You must be prepared to implement the Institute’s Equal Opportunities Policy at a level appropriate to the job and must at all times carry out your duties with due regard to the Institute’s Equal Opportunities Policy.


Health and Safety

You must be prepared to be responsible for the implementation of, and compliance with, the provisions of legislation relating to the health and safety of such employees and areas of the workplace as fall under your direct control and for complying with legislation relating to such works and contracts as are within your direct responsibility.


General

You will be required to undertake such other duties appropriate to the grade and character of the work as may reasonably be required of you.  Therefore, the list of duties in this job description should not be regarded as exclusive or exhaustive.
Your duties will be set out in this job description but please note that the Institute reserves the right to update your job description, from time to time, to reflect changes in, or to, your job. Significant permanent changes in duties and responsibilities will require agreed revisions to be made to this job description.  You will be consulted about any proposed changes.

Personal Assistant to the Directorate (Ref: 1101) Hours per week: 30 Contract type: Permanent, Grade: 5 (£25,060 - £30,412 per annum) Salary: Initial appointments will normally be offered at the beginning of the salary scale, £25,060 pa, depending on skills and experience. Closing date:  18th January 2016 at 10.00am Interview date: Week commencing 30th January 2017
Who We Are
The Institute of Development Studies (IDS) is a leading global institution for research, teaching and learning, and impact and communications, based at the University of Sussex.


Our Vision
Our vision is of equal and sustainable societies, locally and globally, where everyone can live secure, fulfilling lives free from poverty and injustice.


What We Do
The Institute of Development Studies (IDS) is a leading global institution for research, teaching and learning, and impact and communications, based at the University of Sussex. 
Our vision is of equal and sustainable societies, locally and globally, where everyone can live secure, fulfilling lives free from poverty and injustice. We believe passionately that cutting-edge research, knowledge and evidence are crucial in shaping the changes needed for our broader vision to be realised, and to support people, societies and institutions to navigate the challenges ahead.
Through our commitment to engaged excellence we work towards transformations that reduce inequalities, accelerate sustainability and build more inclusive and secure societies.  We do this neither as a university organisation nor a think tank, but by combining elements of both in a unique mix that is articulated in our engaged excellence approach.
Since 1966 IDS has been working with partners to tackle complex  development challenges and contribute the evidence, analysis, theory and facilitated learning that can help communities, practitioners and decision-makers at all levels work together for practical, positive change.  Our partnership with the University of Sussex supports and accredits our teaching and learning programmes, where in PhD studies and a range of high-level Masters’ courses we aim to produce a new generation of development thought, policy and practice leaders. 
The Institute is home to approximately 100 researchers affiliated to thematic research clusters, 70 knowledge professionals, 65 professional staff and about 200 students at any one time. But the IDS community extends far beyond, encompassing an extensive network of over 360 partners, 3,000 alumni and hundreds of former staff.


Job Description


About the job
The Assistant to the Company Secretary will provide practical support to the governance and strategic management of the IDS. They will be responsible for coordinating the smooth running of the Board of Trustees and its subcommittees; and supporting the Company Secretary/Director of Strategic Operations and the Director of Communications and Impact on Institute-wide activities. This is a position of high trust where the post holder will handle sensitive and confidential information so they will need to work with tact, sensitivity and discretion.
It is a busy role, with limited supervision. The post holder will be required to manage their own priorities, responding promptly and efficiently to demands from others and identifying ways of managing and improving existing systems and processes. They will be a ‘go-to’ person for help and information about a range of governance and management matters, and will also be aware of the politics of the Institute in managing interactions. They will be responsible maintaining and updating a range of public information about the Institute on its web and intranet pages.
The post holder will organise and progress chase activities on behalf of the Board, Company Secretary/DSO and Director of Communications and Impact. They will also offer support to the Board Chair to discharge his responsibilities.
They will work closely with colleagues supporting other members of the Directorate (the Institute Director and the Directors of Research and Teaching and Learning) and will share an open plan working environment with the PA to the Director and Director of Research.   
The Board cycle includes Board meetings in March, July and December and sub-committee meetings throughout the year.


Main Duties and Accountabilities
1. Supporting the Company Secretary in managing the IDS’ Board cycle to include the preparation of papers and mailings, arrangements for meetings including international travel, the taking and circulation of Minutes for the main Board meeting and for Board sub-committees.
2. Handling the Institute’s statutory responsibilities with Companies House and the Charity Commission. Which includes preparing statutory returns and monitoring regulatory guidance.
3. Supporting the DSO and Director of Communications and Impact in diary management; tracking and progress chasing on relevant projects and processes which they initiate including the Institute’s risk management framework; preparing papers and other documents as requested
4. Facilitating Board/Directorate/SLG communication with the rest of the Institute on governance and senior management  Board matters, including managing consultation processes, writing, formatting or editing written outputs to a standard suitable for public circulation
5. Any other duties as required that are suitable for the grade of the post.

Equalities

You must be prepared to implement the Institute’s Equal Opportunities Policy at a level appropriate to the job and must at all times carry out your duties with due regard to the Institute’s Equal Opportunities Policy.
Health and Safety You must be prepared to be responsible for the implementation of, and compliance with, the provisions of legislation relating to the health and safety of such employees and areas of the workplace as fall under your direct control and for complying with legislation relating to such works and contracts as are within your direct responsibility.
General You will be required to undertake such other duties appropriate to the grade and character of the work as may reasonably be required of you.  Therefore, the list of duties in this job description should not be regarded as exclusive or exhaustive.
Your duties will be set out in this job description but please note that the Institute reserves the right to update your job description, from time to time, to reflect changes in, or to, your job. Significant permanent changes in duties and responsibilities will require agreed revisions to be made to this job description.  You will be consulted about any proposed changes.


Person Specification


Skills and experience

Requirements

Qualifications

Education to degree standard or equivalent     

Some formal training in Company Secretaryship Knowledge       

Management approaches in a nonprofit sector

Understanding of Board business cycles or equivalent; how to support Board members; how to support effective Board meetings

An understanding of statutory requirements related to the Charity Commission, Companies House, etc

Higher education context

International development context

Skills 

Excellent communication skills, both written and oral.

Excellent diary management skills

Skills in standard MS and other IT packages

including word-processing software

databases, spreadsheets and the internet (Word, Excel, PowerPoint, SharePoint)

Excellent negotiating and planning skills

Excellent interpersonal skills and cultural sensitivity

Good numeracy skills with an understanding of standard financial processes and record-keeping • Excellent organisational and problem solving skills

Research skills 

The skills to find, analyse and synthesise information into an appropriate format for different audiences (verbal/numeric/ graphic)


Experience

Experience of working with high level committees or management groups including taking Minutes and preparing/ formatting papers

Experience of all aspects of administration 

Experience of maintaining and updating internet and intranet pages

 Experience of supporting a Board or other governance arrangement in NGOs and / or other voluntary organisations and/or a university 

Experience of project management/ coordination of strategic processes

Other experience of working in an academic or similar professional setting


Attributes, Health, Other

Ability to work effectively, calmly and accurately under pressure in order to meet tight deadlines

The ability to manage a changing work programme with flexibility and good humour  

Complete discretion

High levels of self-motivation

Enthusiasm, creativity and a proactive problem-solving approach (i.e. the ability to anticipate and identify problems or areas for attention, see through processes, pre-empt and deal with issues that arise within given frameworks or advise others with responsibility)

An assertive, tactful and articulate approach able to work effectively with a wide range of people from a variety of cultural backgrounds and levels of seniority, including more senior staff. 

Attention to detail and methodical approach to keeping track of processes and information
 Willingness to work outside normal hours if necessary 

Willingness to travel in UK

Information to Candidates
Benefits At IDS we offer a number of additional benefits to staff. These include:

A competitive salary, including cost of living awards and incremental increases on an annual basis as per policy and the option to join our pension scheme. Please see www.uss.co.uk for more details 

interest free travel loans, following successful completion of a probationary period 

 Support in attainment of a relevant professional qualification in line with the Professional Development Policy Childcare voucher scheme and childcare fund 

 Competitive maternity and paternity policies that offer compensation above the statutory minimum

24 days annual leave per year (pro-rata for part-time), plus public holidays and up to 6 non-negotiable closure days

Enhanced sickness pay entitlements

Support with relocation costs for staff joining us from outside the EU 

 Eligibility to use the University of Sussex gym and sporting facilities at staff rates

Location

The successful candidate will be based at the Institute of Development Studies on the University of Sussex campus. The University of Sussex is located 10 minutes away from the lively and cosmopolitan seaside city of Brighton on the UK South Coast, 60 minutes away from central London, 30 minutes away from London Gatwick Airport and is surrounded by the beautiful countryside of the Sussex South Downs. Situated between the sea and the South Downs, Brighton is one of the most vibrant and unique cities on the South Coast, for more information please go to http://www.visitbrighton.com/


How to apply
Please apply using the online application form.