PA and Departmental Coordinator

Leeds Beckett University; Leeds; Hybrid; GBP 28,000 - 40,000; Full time

Benefits offered by this job

Generous pension

Excellent holiday entitlements

Flexible working

Reduced study fees

Subsidised fitness facilities

Job summary

Leeds Beckett University is seeking an experienced Personal Assistant and Departmental Coordinator to support the Director of Estates and Facilities, plus the Deputy and Associate Directors. The role involves coordinating activity across a complex organisation and ensuring effective communication with internal teams and external partners.

You will oversee governance activities, schedule meetings, assist with strategic planning and provide administrative cover across finance, contracts,

Qualifications

• Experience delivering high‑quality PA and senior administrative support.
• Proven ability to manage diaries, services and minutes for senior leaders.
• Strong written and verbal communication across diverse stakeholders.

Responsibilities

• Provide high‑quality PA and administrative support to the Director and senior colleagues.
• Coordinate communication across Estates and Facilities and the wider University.
• Support governance, meetings, and programmes; assist with strategic planning and reporting.
• Manage confidential information in line with GDPR and university policies.
• Identify opportunities to improve administrative processes and systems.

Skills

PA experience

Administrative support

Diary management

Minuting meetings

Stakeholder coordination

Written and verbal communication

IT literacy

AI tools awareness

Tools

Microsoft Office

Bespoke databases

AI tools

Job description

The job requirements are detailed below. Where applicable the skills, qualifications and memberships required for this job have also been included. The Further Details for each job are in PDF format and you will need Adobe Acrobat in order to view these.

Are you an experienced administrator or Personal Assistant with excellent organisational and communication skills? Do you enjoy working in a busy and varied environment, supporting senior colleagues and coordinating activity across a complex organisation?

We are looking for a highly organised, proactive and motivated individual to join our Estates and Facilities team as Personal Assistant and Departmental Coordinator.

The successful candidate will provide high-quality personal assistance and departmental coordination to the Director of Estates and Facilities, while also supporting the Deputy Director and Associate Director. You will play an important role in ensuring the effective coordination of the department, supporting senior leadership activity and maintaining strong communication across the University and with external stakeholders.

This is a varied role which will involve supporting governance and committee activity, coordinating meetings and programmes, assisting with strategic and business planning, and providing administrative support across finance, contracts, compliance, risk and departmental communications.

You will act as an important point of contact for the Director's, ensuring information is managed effectively, priorities are identified and actions are followed through.

The role

Working closely with senior colleagues across Estates and Facilities and the wider University, you will:

• Provide high-quality PA and administrative support to the Director, Deputy Director and Associate Director of Estates and Facilities.
• Coordinate communication and information across Estates and Facilities and with colleagues across the University.
• Support the organisation of departmental events, workshops, away days and staff engagement activities.
• Assist with major departmental programmes, including capital projects, campus development and strategic change initiatives.
• Handle confidential and sensitive information with discretion and in accordance with University policies and GDPR.
• Identify opportunities to improve administrative processes, systems and ways of working.

About you

We are looking for someone who has experience of providing high-quality PA, secretarial or senior administrative support and who can demonstrate excellent organisational and interpersonal skills.

You will have experience of managing diaries and schedules for senior managers, servicing and minuting meetings, coordinating activity and dealing with a wide range of correspondence and information.

You will be confident working across a large or complex organisation and will ideally have experience of supporting areas such as business operations, finance, human resources, strategic planning, compliance, risk or quality management.

You will have excellent written and verbal communication skills and the ability to prepare reports, briefings and complex correspondence accurately and to a high standard.

Excellent IT skills are essential, including experience of Microsoft Office, bespoke databases and AI tools. You will be comfortable learning and using new systems and will look for opportunities to improve the way administrative services are delivered.

You will be able to organise and prioritise your own workload, work to deadlines and respond positively to changing priorities. You will have a proactive approach, be able to use your initiative and always maintain confidentiality and discretion.

Above all, you will be a flexible and collaborative team member who is committed to providing a high-quality service to colleagues and stakeholders.

Working here

Working at Leeds Beckett University means joining a diverse and supportive community where you can develop your skills and make a difference.

This is a hybrid role, working across 5 days with a minimum of 3 days on Campus.

Working here means you'll have access to a wide range of benefits including our generous pension schemes, excellent holiday entitlements, flexible working, reduced study fees, subsidised fitness facilities and a lot more.

We welcome applications from all individuals and particularly from black and minority ethnic candidates as members of these groups are currently under-represented at this level of post. All appointments will be based on merit.

Leeds Beckett University is a Disability Confident Employer. Disabled candidates who demonstrate all essential criteria within the Person Specification will be invited to an interview.