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Executive Assistant
St Albans
Fixed term contract
£31,389 - 34,313 pa
SUMMARY OF POST
To provide and lead a comprehensive and professional PA/administrative service to the SLT, contributing to the overall efficiency and effectiveness of the College. To provide cover to the Principal’s PA whenever required. Management of meeting administration, email handling and solving day to day issues independently.
Executive Assistant - KEY RESPONSIBILITES
* Support the effective and efficient operation of the Principal’s office working closely with teams across the College.
* Organise own work schedule taking account of priorities within the College to ensure effective service delivery
* Provide support to the Corporation and the Clerk
* Provide administration support for the Senior Leadership Team including effective logging and filing of management data
* Attend meetings as required to take minutes and produce and follow up on action points.
* Respond as required to requests to support the Senior Leadership Team in a range of ad-hoc duties as need arises
* Develop an understanding of the business and College Strategy within the FE sector to be able to interpret information and assist with preparation of presentations, statistical data and reports as required
* Provide an administrative support function to Senior Manager(s), including managing the diary, email filtering, filtering and screening of telephone calls, taking appropriate action on enquiries, complaints and problems as they arise
* Liaise effectively with internal and external stakeholders and arrange and minute meetings as appropriate
* Ensure that the Senior Manager is fully aware and prepared for all appointments, work in progress and deadlines
* Ensure appropriate confidentiality and professionalism are maintained at all time
* Support with the College enrolment process, open days, parents evenings and other key events, which may include additional hours that occur in the evening or at weekends
* Participate in professional development and undertake training as required including being up to date with all mandatory training, such as Safeguarding and Prevent
* Work safely, consider the safety of others and work within the guidelines states in the Health and Safety policy
* Work across all College sites when required. Updated July 2022
* Work as part of the Principal’s Office team in delivering the corporate office functions and sharing tasks as appropriate to meet the timescales required
* Perform other duties as may be required by the Principal and CEO, Senior Leadership Team or manager to ensure the effective functioning of the College.
Executive Assistant - PERSON SPECIFICATION, SKILLS, EXPERIENCE AND QUALIFICATIONS
Good standard of education/qualifications or appropriate work experience
Good range of qualifications and CPD relevant to job role including level 2 in English and Maths
Experience of working in an office or equivalent environment and compliance with Health and Safety, Safeguarding, Prevent, Equality, Diversity and Inclusivity or other legal requirements
Extensive knowledge of Microsoft office package and experience of data systems
Confident and clear communicator possessing excellent organisational, verbal and written skills.
Team player
Customer orientated with a positive, driven, enthusiastic and professional outlook Updated July 2022
Desire to develop in professional field
Hands on and solution focused with an attention to details
Experience of dealing with difficult people situations
Ability to prioritise and organise in a demanding, busy environment and ability to work effectively under pressure and without direct supervision
High level use and integration of IT skills in a practical situation
Evidence of ability to manage diaries and the broader office environment effectively
Experience of producing reports and presentations and proofreading with meticulous attention to detail
Ability to produce accurate minutes within tight deadlines and effectively follow up actions
Excellent interpersonal skills that include patience, tact, understanding and discretion/confidentiality, with both internal and external stakeholders, so good relationships are formed
The ability to act at all times in a confidential and professional manor in support of your duties as a member of the executive administration team.
The ability to support key College functions such as enrolment, open days, parents evenings and other key events, which will include additional hours that occur in the evening or at weekends
The ability to work flexibility across College sites in order to support the Principal and CEO and SLT team effectively.
Updated August 2024
This job description is current as at the date shown above. In consultation with the postholder it is liable to variation by the Principal to reflect or anticipate changes, in, or to, the post and the organisation.
The job description gives an overview of the main responsibilities of the role. The daily job will also involve any other duties and responsibilities, express and implied, which arise from the nature and character of the post.
All staff employed by Oaklands College need to be aligned with our Values and Behaviours. Staff must be aware of and follow College policies and procedures, with particular attention to Health and Safety, Safeguarding, Prevent, Wellbeing, Risk Management, Equality, Diversity and Inclusivity, Quality, Cyber Security