This role will suit a proactive, discreet and professional PA with proven experience of supporting at Director or senior leadership level. You will thrive in a varied and demanding role and use your excellent organisational skills to support in the effective management of the Executive Office, liaising with all levels of staff and management, together with external stakeholders. The post holder must be able to plan and prioritise a busy and varied workload and contribute to a range of key projects and activities for the Senior Leadership Team, as well as provide expert, proactive secretarial support.
- Provide an effective and efficient personal assistant role to the SLT including secretarial, clerical and administrative support.
- To be responsible for the SLT's diaries including scheduling of reoccurring routine meetings, planning and preparations of events, working in collaboration with the other departments and teams as required.
- Be the first line of contact for enquiries from internal or external sources handling queries in full, in many cases without reference to SLT.
- Liaise effectively with the College's external stakeholders on behalf of the SLT.
- Make necessary preparations for meetings and undertake relevant committee work including
- convening meetings, drafting agendas, minute taking, tracking actions and collating and distributing documentation required for meetings.
- Arrange room bookings, organise and/or prepare hospitality, and order stationery supplies, as required.
- Prepare and produce detailed presentations, correspondence, reports and any other documents asrequested by the SLT.
- Support and deputise for the EA to the Principal and Chief Executive as required.
- Undertake a range of general office duties to ensure the efficient delivery of administrative services including raising of orders, the procurement of stationary etc.
- Organise, co-ordinate and attend college events such as high-profile visits and awards ceremonies.
- Commit to, promote and operate in accordance with the college's values and goals including but not limited to: safeguarding; health and safety; equality, diversity and inclusion.
- Participate in a range of cross college activities including but not limited to: enrolment and open events; business planning; development.
- Undertake appropriate in-service training when required to do so.
- Ensure a high level of confidentiality at all times.
- Provide a professional, supportive and polite service to support the Senior Leadership Team in line with college systems and processes; acting as the first point of contact for visitors to the College, stakeholders, students, parents and guardians.
- Liaise with and proactively collaborate with the Executive Office team to ensure the team provide the best support to SLT.
- Maintain an accurate and efficient electronic and paper filing system and be responsible for record management including archiving whilst improving paperless working by scanning to the secure network.
- Organise and prioritise work efficiently to ensure smooth running of the office on a day-to-day basis, including identifying opportunities to improve administrative procedures and taking the initiative to suggest ways of working more efficiently.
- Adhere to the Risk Management Policy and notify SLT of any risks identified.
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