The Officer – Office of the Provost provides comprehensive executive, administrative, governance, and human resource support to the Provost, ensuring the effective operation of the Provost's Office. The role serves as a key coordination point for executive scheduling, governance activities, committee administration, stakeholder engagement, recruitment support, and office management.
The Officer works closely with senior academic leaders, professional services teams, and external stakeholders while maintaining the highest standards of professionalism, confidentiality, and organisational effectiveness. The position requires excellent judgement, strong communication skills, attention to detail, and the ability to manage multiple priorities within a dynamic higher education environment.
Key Responsibilities:
1. Executive Support
- Provide high-level executive support to the Provost.
- Manage the Provost's complex diary, appointments, meetings, and scheduling priorities.
- Receive, review, and coordinate responses to invitations and meeting requests.
- Arrange and coordinate meetings, including invitations, logistics, and scheduling advice.
- Prepare briefing papers, presentations, speaking notes, and meeting documentation.
- Coordinate domestic and international travel, accommodation, and itineraries.
- Manage confidential correspondence and sensitive information with absolute discretion.
- Prepare reports, presentations, letters, and official documentation within tight deadlines.
- Manage incoming emails, calls, correspondence, and enquiries, determining priorities and ensuring timely action.
- Organise events, workshops, and official functions on behalf of the Provost.
- Monitor emerging issues and proactively bring urgent matters to the Provost's attention.
2. Governance and Committee Administration
- Coordinate meetings of the Provost, Academic Board, Executive Committees, and campus governance committees.
- Prepare, quality assure, and distribute agendas, committee papers, reports, and briefing materials in accordance with governance timelines.
- Attend governance and academic meetings and prepare accurate, timely, and comprehensive minutes.
- Maintain action registers, monitor progress, follow up outstanding actions, and escalate overdue matters where required.
- Support compliance with institutional governance requirements, academic regulations, UK awarding body expectations, and relevant Indian regulatory frameworks.
- Prepare induction materials for committee members and senior academic appointments.
- Support the development, review, and maintenance of governance policies, procedures, committee Terms of Reference, and operational documentation.
- Maintain current versions of governance documents including statutes, regulations, academic policies, strategic plans, and committee documentation.
3. Human Resources Administration
- Coordinate recruitment activities including advertising, interview scheduling, candidate communication, documentation, and selection logistics.
- Support onboarding and induction activities for newly appointed staff.
- Maintain accurate employee records and HR documentation in compliance with institutional policies and regulatory requirements.
- Coordinate mandatory induction and compliance training for new employees.
- Support payroll administration by liaising with Human Resources and Finance teams.
- Serve as the first point of contact for routine HR enquiries within the Provost's Office and escalate matters where appropriate.
4. Office Administration
- Manage daily administrative operations of the Provost's Office.
- Maintain correspondence, filing systems, document control, and records management.
- Coordinate procurement requests and monitor office supplies.
- Arrange office facilities, workspace allocation, IT access, and equipment for staff.
- Support staff engagement initiatives and professional development activities.
- Contribute to continuous improvement of office systems and administrative processes.
- Undertake additional duties consistent with the level and purpose of the position.
Person Specification Knowledge
- Knowledge of executive support and senior office administration.
- Understanding of diary management, executive correspondence, and stakeholder coordination.
- Knowledge of academic governance structures and committee administration.
- Understanding of HR administrative processes including recruitment, onboarding, and records management.
- Knowledge of confidentiality, data protection, and information management principles.
- Understanding of UK Higher Education governance frameworks.
- Knowledge of Indian higher education regulatory requirements.
Technical Skills
- Advanced diary and calendar management.
- Excellent meeting coordination and event planning skills.
- Ability to prepare high-quality reports, presentations, and briefing papers.
- Strong minute-taking and action-tracking skills.
- Excellent document management and record-keeping capability.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Ability to manage multiple priorities and meet competing deadlines.
- Experience using HR, ERP, student information, or document management systems.
General Competencies
- Excellent organisational and planning skills.
- Exceptional written and verbal communication.
- High level of professionalism and discretion.
- Strong interpersonal and stakeholder management skills.
- Excellent attention to detail and accuracy.
- Ability to work independently and proactively.
- Sound judgement and problem-solving ability.
- Ability to maintain confidentiality while handling sensitive information.
- Adaptability and resilience in a fast-paced academic environment.
- Continuous improvement mindset.
Experience
- Experience providing executive or senior administrative support.
- Experience supporting committees, governance meetings, agenda preparation, minute taking, and action tracking.
- Experience managing office administration and executive correspondence.
- Experience supporting HR functions including recruitment, onboarding, or payroll administration.
- Experience working within higher education or another highly regulated environment.
Qualifications
- Bachelor's degree or equivalent professional experience in Business Administration, Office Administration, Management, or a related discipline.
- Qualification in Human Resources, Business Administration, Governance, or a related field.
- Professional certification in Executive Administration or Office Management.
Key Relationships
- Provost
- Academic Board
- Executive Leadership Team
- Faculty and Academic Staff
- Human Resources
- Finance
- Information Technology
- Professional Services Teams
- UK Awarding Body Representatives
- Regulatory Authorities
- Vendors and Service Providers
- External Academic Partners
- Visitors and Stakeholders
Pay: ₹50,000.00 - ₹70,000.00 per month
Application Question(s):
- Mentioned your current ctc.
Experience:
- Executive Assistant: 4 years (Preferred)
Work Location: In person
