Executive Assistant - #JBD08231

Executive Assistant Job Description

Location: St Albans

Contract Type: Fixed term contract

Salary: £31,389 - £34,313 pa

SUMMARY OF POST
To provide and lead a comprehensive and professional PA/administrative service to the Senior Leadership Team (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.

KEY RESPONSIBILITIES

1. Support the effective and efficient operation of the Principal's office, working closely with teams across the College.
2. Organise own work schedule taking account of priorities within the College to ensure effective service delivery.
3. Provide support to the Corporation and the Clerk.
4. Provide administration support for the Senior Leadership Team including effective logging and filing of management data.
5. Attend meetings as required to take minutes and produce and follow up on action points.
6. Respond to requests to support the Senior Leadership Team in a range of ad-hoc duties as needed.
7. Develop an understanding of the business and College Strategy within the FE sector to interpret information and assist with preparation of presentations, statistical data, and reports as required.
8. Provide administrative support to Senior Manager(s), including managing the diary, email filtering, and screening of telephone calls, taking appropriate action on inquiries, complaints, and problems as they arise.
9. Liaise effectively with internal and external stakeholders and arrange and minute meetings as appropriate.
10. Ensure that the Senior Manager is fully aware and prepared for all appointments, work in progress, and deadlines.
11. Maintain appropriate confidentiality and professionalism at all times.
12. 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.
13. Participate in professional development and undertake training as required, including being up to date with all mandatory training, such as Safeguarding and Prevent.
14. Work safely, considering the safety of others and working within the guidelines stated in the Health and Safety policy.
15. Work across all College sites when required.
16. 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.
17. Perform other duties as may be required by the Principal, CEO, Senior Leadership Team, or manager to ensure the effective functioning of the College.

PERSON SPECIFICATION, SKILLS, EXPERIENCE AND QUALIFICATIONS

1. Good standard of education/qualifications or appropriate work experience.
2. Good range of qualifications and CPD relevant to job role including level 2 in English and Maths.
3. 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.
4. Extensive knowledge of Microsoft Office package and experience of data systems.
5. Confident and clear communicator possessing excellent organisational, verbal and written skills.
6. Team player.
7. Customer-oriented with a positive, driven, enthusiastic, and professional outlook.
8. Desire to develop in professional field.
9. Hands-on and solution-focused with attention to detail.
10. Experience of dealing with difficult people situations.
11. Ability to prioritise and organise in a demanding, busy environment and work effectively under pressure and without direct supervision.
12. High level use and integration of IT skills in a practical situation.
13. Evidence of ability to manage diaries and the broader office environment effectively.
14. Experience of producing reports and presentations and proofreading with meticulous attention to detail.
15. Ability to produce accurate minutes within tight deadlines and effectively follow up actions.
16. Excellent interpersonal skills that include patience, tact, understanding, and discretion/confidentiality with both internal and external stakeholders.
17. The ability to act at all times in a confidential and professional manner in support of your duties as a member of the executive administration team.
18. 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.
19. The ability to work flexibly across College sites in order to support the Principal, CEO, and SLT team effectively.

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.

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, and Cyber Security.