Executive Services Officer

About the University

We have one simple promise – to make a positive impact. Through our ground-breaking research, teaching excellence and commitment to sustainable living, we are changing lives for the better.

The University of Derby is a modern university with a modern outlook. Everything we do is driven by delivering excellence and opportunities for our students, our staff and our region.

We have some of the best university facilities in the UK and achieve outstanding results for our teaching and research and have been awarded Gold in the prestigious Teaching Excellence Framework (TEF) 2023 – making it one of the top universities in the country recognised for its outstanding student experience and student outcomes.

Financially strong and seriously ambitious we offer our employees an inclusive culture that centres itself around staff wellbeing, where you can be confident you will receive all the help and encouragement you need to build a rewarding career with lots of opportunities to enhance your skills.

About the Department

The Executive Services team provide professional, executive level assistance and support to members of the University's Executive Board (UEB), the senior leaders of the University. This is a busy yet exciting and diverse team to be a part of, working with colleagues within both the University and externally.

Executive Services is a high-performing and collaborative team committed to delivering an outstanding service, embracing digital innovation and continuously improving how we support executive decision-making and organisational success.

About the Role

We are seeking a highly organised and proactive Executive Services Officer to provide professional, confidential support to a member of the University Executive Board (UEB). This is a varied and fast-paced role at the heart of the University's strategic leadership, requiring excellent judgement, discretion and the ability to manage competing priorities in a complex environment.

The role also provides opportunities to lead on improvements to processes and ways of working, contribute to cross-University projects and work collaboratively with colleagues across professional services and academic departments.

This position is full-time, on a 12 month fixed term contract, based on-site at our Kedleston Road Campus.

Principal Accountabilities

- Provide a full confidential support service to members of UEB, as well as to the wider Executive Services team, demonstrating discretion and integrity in dealing with reputationally sensitive information.
- Proactive and creative diary management for UEB to ensure optimum use of time to focus on strategic priorities and upcoming deadlines.
- Work closely with team members to provide an occasional on-call support provision out of office hours to ensure that UEB members can focus on matters of strategic importance.
- Ensure continuous and proactive forethought into University activities and strategic aims to support all portfolios within the UEB.
- Lead and provide comprehensive support to strategic level meetings, through excellent organisational skills, high-quality minutes and actions, and make connections across the business to ensure high quality, insightful decision making is carried out.
- Promote Executive Services as a highly professional and competent support service to UEB, to support an excellent reputation of the Vice Chancellor, UEB and Executive Services, whilst acting as a positive ambassador for the University.
- Research and provide relevant comprehensive briefing material, prepare draft documents such as presentations, meeting papers and correspondence (letters and emails) on behalf of UEB members, ensuring all completed to a consistently high standard.
- Demonstrate a future focused approach to personal development and embracing the digital direction of the University to provide a continually evolving suite of services and support to the UEB.
- Initiate and lead mentoring of peers in the University in similar positions, to establish Executive Services as a beacon of best practice. Show continuous improvement in practices, raise aspirations and influence peers to meet the high-performance standards of the University.
- Develop strong working relationships across the University, as well as with members of Executive Services, to deliver a seamless, efficient, and effective approach to support.
- Provide a highly comprehensive and professional deputising support role for the Executive Services Lead Coordinator to ensure a seamless and efficient running of the Executive Services.

Person Specification

Essential Qualifications:
- HND qualification or proven track record of equivalent professional experience
- GCSE Maths and English at grade C or above or equivalent qualification

Essential Experience:
- Proven experience of supporting at an executive level preferably in a large and complex organisation.
- Experience of handling sensitive situations, recognising confidential issues and dealing with them appropriately and with full discretion.
- Experience of proactively managing a diverse workload with the ability to meet deadlines, effectively manage own time, prioritise and react swiftly to changes.
- Experience of working within a high performing team.
- Experience of producing professional standard minutes and reports.
- Experience of supervision, the ability to give constructive feedback to promote best practice and create high performance in others.

Essential Skills, Knowledge and Abilities:
- Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen circumstances.
- Ability to make operational decisions in line with UEB/College expectations.
- Digital literacy and excellent computing skills including Microsoft Office and use of administrative business systems.
- Excellent interpersonal and communication skills with the ability to continuously develop effective relationships with individuals and organisations both internally and externally.
- Excellent attention to detail, including proof reading skills and the ability to maintain a high level of accuracy.
- Understanding the importance of having up to date sector knowledge and the impact this may have on the day-to-day priorities of both UEB members and the wider University.
- Ability to foster and be part of a team spirit which engages others to innovate and perform to a high standard.

Business Requirements:
- Ability to occasionally undertake late/evening/weekend working when required.

Desirable Qualifications:
- Educated to degree level or equivalent qualification
- Management/business/customer care qualification

Desirable Experience:
- Higher Education sector experience

Benefits

- Generous annual leave entitlement of 38 days inclusive of bank holidays and concessionary days (pro rata)
- Local Government Pension Scheme
- Suite of holistic wellbeing benefits and support including family-friendly policies, generous sick pay provision and comprehensive Employee Assistance Programme
- Access to a variety of staff discounts at high street retailers
- Discounted onsite gym
- Cycle to Work scheme
- A flexible working environment
- A commitment to personal and professional development