Professional Assistant

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

Benefits offered by this job

25 days leave

8 bank holidays

Flexible working

USS pension

Staff discounts

Learning opportunities

Cycle to Work

Job summary

University of Southampton is seeking a Professional Assistant (PA) to provide professional support to the Pro Vice Chancellor Research and Knowledge Exchange, including diary management, organising and supporting meetings, committees and events, and handling enquiries.

A strong working knowledge of Microsoft Office, excellent organisational and communication skills, and the ability to manage a large workload with discretion are essential.

Qualifications

• Proven experience in general administration and diary management.
• Excellent knowledge of Microsoft Office and calendar coordination.
• Strong organisational, communication and problem-solving skills.
• Ability to handle confidentiality and large workloads with accuracy.

Responsibilities

• Provide professional support to the Pro Vice Chancellor Research and KE including diary management and supporting meetings, committees and events.
• Draft and manage correspondence, prepare agendas, papers and minutes, coordinate travel and events.
• Support budget monitoring and financial administration; maintain filing and office systems.

Skills

General administration

Microsoft Office

Calendar management

Communication

Organization

Tools

Word

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 - £28,778 to £32,080 per annum, pro rata (non-negotiable)

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 4th September 2026

Interview Date: Thursday 17th September 2026

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.