PA and EA - grade 7

Experiences

Activities and responsibilities likely to be required when working at this level

• Acting as first point of contact for the executive/principal which may include (but is not limited to) taking phone calls, monitoring and responding to written correspondence as appropriate
• Managing the distribution of materials and documentation
• Supporting meetings and servicing committees – including minute taking, drafting agendas circulating papers, and ensuring all actions are monitored and completed on time
• Provision of full administrative support including diary and meeting management, coordinating travel and accommodation, preparation of itineraries 
• Financial duties may include monitoring budgets, processing expense claims, and raising requisitions, purchase orders and invoices
• Supporting elements of event management; undertaking health and safety duties (e.g. acting as an appointed Fire Marshall)
• Supporting the recruitment processes of senior colleagues - drafting job descriptions, arranging interview panels and providing other assistance as appropriate
• Handling confidential and sensitive information with discretion
• Undertaking research on behalf of the executive, including preparation of correspondence, briefings and presentations
• Drafting and formatting reports
• Arranging cover in the absence of the executive including acting as deputy within agreed parameters
• There may also be line management responsibilities or supervision of temporary staff including reviewing and authorising timesheets

Personal and professional development

Development options to consider when working towards this level

Learning on the job

• Working on small projects
• Reviewing, advising on and improving processes and procedures 
• Undertaking public speaking and presenting
• Build a greater cultural awareness 
• Take on opportunities to supervise or support junior members of staff.

Learning from others  

• Join a Community of Practice
• Attend relevant UCL wide forums
• Develop awareness of the HE
• Operating environment through networking, external events and undertaking own CPD
• Build a network amongst peer group
• Speaking to your manager and peers.

Formal learning

• Plan for additional relevant training, potentially a L5 in business administration qualification. 
• Possible membership with relevant professional bodies, e.g. Association of University Administrators (AUA). EPAA (Executive & Personal Assistants Association).

Transferable skills and competencies

UCL uses the Universal Competency Framework (UCF) to discuss transferable skills. Find out more details on the framework.

Deciding and initiating action

• Making decisions
• Taking responsibility
• Acting with Confidence
• Acting on own initiative
• Taking action
• Taking calculated risks

Coping with pressure and setbacks

• Coping with pressures
• Showing emotional self-control
• Balancing work and personal life
• Maintaining a positive outlook
• Handling criticism

Achieving personal work goals and objectives

• Achieving objectives
• Working energetically and enthusiastically
• Pursuing self-development
• Demonstrating ambition

UCL Ways of Working

These describe expected behaviours in line with UCL culture and values.  For Ways of Working indicators and steps to development please refer to the Ways of Working website.