Professional Assistant

University of Southampton; Ipswich; On-site; GBP 29,000 - 32,000; Part time

Benefits offered by this job

25 days annual leave

8 bank holidays

Flexible working

Pension (USS) 14.5%

Staff discounts Ipswich

Learning and development opportunities

Cycle to Work scheme

EAP

Job summary

University of Southampton is seeking a Professional Assistant to support the Pro Vice Chancellor Research and Knowledge Exchange. You will manage diaries, organise meetings, committees and events, and handle enquiries, ensuring smooth administration across the KE office.

In this role you will draft and manage correspondence, prepare agendas, papers and minutes, coordinate travel and events, and assist with budget monitoring and filing systems.

Qualifications

• Proven experience in general administration and diary/calendar management.
• Excellent working knowledge of Microsoft Office and related tools.
• Experience of events and calendar management and coordination.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide a professional support service to the Pro Vice Chancellor Research and KE office.
• Diary management, organising meetings, committees and events, and handling enquiries.
• Draft and manage correspondence; prepare agendas, papers and minutes.
• Coordinate travel and support budget monitoring and financial administration.
• Maintain filing and office systems (predominantly electronic).

Skills

Microsoft Office

Organisational skills

Communication skills

Problem solving

Calendar management

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Teams

SharePoint

Job description

Professional Assistant (PA)

Hours: Part time, 14.8 hours per week (0.4 FTE) - there is flexibility on how these hours are worked

Salary: Band 3 (non-negotiable) - £28,778 to £32,080 per annum, pro rata (pay award pending)

About the Post

• Provide a professional support service to the Pro Vice Chancellor Research and Knowledge Exchange including diary management, organising and supporting meetings, committees and events, and handling enquiries.
• Key duties include drafting and managing correspondence, preparing agendas, papers and minutes, coordinating travel and events, supporting budget monitoring and associated financial administration, and maintaining filing and office systems (predominantly electronic).
• A good working knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, SharePoint) is required, along with excellent organisational, communication and problem-solving skills.
• This is an exciting opportunity to play a vital role in supporting the University’s research and knowledge exchange activity, working closely with colleagues across the University and external partners.

About the Team

• The Research and Knowledge Exchange Office is the University's dedicated support team for all aspects of research and knowledge exchange (KE) funding and activity, from project development and identifying funding sources through to securing funding, managing REF and KEF submissions, and ensuring compliance with relevant Concordats.
• The team is innovative, highly collaborative and committed to continuous improvement, offering advice and guidance across the full research and KE lifecycle, including ethical considerations and policy compliance.

About You

• You will have proven experience in general administration, an excellent working knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, SharePoint), and experience of events and calendar management and coordination.
• You will bring excellent communication and organisational skills, good problem-solving ability, and the confidence to manage a large and varied workload, often under pressure, while maintaining accuracy and attention to detail.
• You will have a sound understanding and respect for the confidentiality required by the post which is essential, along with flexibility, a high level professional approach and the ability to build good working relationships across the University and with external partners.

Benefits

• Generous annual leave entitlement of 25 days, plus 8 bank holidays and any university closure days.
• Enjoy an extra day of paid leave on your birthday, subject to qualifying/service conditions.
• Flexible working, including family friendly policies.
• Competitive workplace pension scheme (USS) - with an employer contribution rate of 14.5%, tax relief on contributions and life cover.
• Staff discounts at a number of local amenitiesin Ipswich.
• Discounted membership at Adastral Park Leisure and Sports
• Access to a range of high-quality learning and development opportunities
• Discountedrates for staff approved to study a UoS undergraduate or postgraduate course, subject to a set of criteria and conditions.
• Cycle to Work scheme.
• Electric vehicle salary sacrifice.
• Employee Assistance Programme (EAP).
• Staff recognition annual awards.

Closing Date: Friday 4September 2026

Interview Date: Thursday 17September 2026

For an informal discussion about the role, please contact: Professor Emma Bond and email address [e-mail]

We are a values driven organisation, committed to ensuring we remain a beacon for aspiration and achievement, while providing a great environment to work and study. We are committed to promoting a diverse and inclusive community and we encourage applications from under-represented groups.