Senior Executive Assistant London, England
Job description
1. Main purpose of job:
1.1. To assist the Principal and Committee/Board Chairs to arrange the good running of meetings and recording and presentation of Minutes.
1.2. With the Registrar to provide an efficient and effective service to Chairs of Boards and organisers of events taking place in accordance with the College Academic Calendar.
2. Department:
2.1. Registry
3. Line Manager
3.1. Registrar
4. Location/Branch
4.1. Headquarters Barclay Hall Campus and all campuses
5. Annual Salary
5.1. Grade D, General Officer, minimum £28,044 maximum £30,848, depending on experience
6. Key Functions
6.1. To ensure that Committee and Board meetings are properly administered. Registrar assistance
To assist the Registrar, who is responsible for the management of all meetings within the College’s Academic Calendar.
6.1.1. To act as the point of contact for all Chair’s and key members. 6.1.2. To ensure that where necessary, student representatives are invited 6.1.3. To establish an excellent working relationship with the Chairs (Internal and External) of all Boards and Committees that you service. 6.1.4. To keep membership records up-to-date (unless there is a membership secretary as well).
6.1.5. To monitor Board/Committee member action points.
6.1.6. To support the Registrar in carrying out the duties of the Registry. Duties and Responsibilities
6.1.7. Plan and prepare the senior Boards, Committees, PEG and other Meetings as appropriate under the direction of the Registrar and/or the Quality Assurance Officer. 6.1.8. Planning meeting dates, booking rooms, sending out notifications, Minutes and other papers;
6.1.9. Drawing up agendas together with the Chair;
6.1.10. Prepare draft Minutes of Committees, Boards and Group Meetings as required; 6.1.11. Present Minutes to Chairs for signing and Quality Assurance for accuracy. The Minutes are to accurately record decisions, discussions and actions;
6.1.12. Report to the next Meeting on the progress of actions and the result of decisions.
6.1.13. Maintain accurate and up-to-date membership records within the Terms of Reference (ToRs); issuing renewal notices as required.
7. Person Specification Qualifications
7.1.1. Academic and/or professional qualifications to minimum BA Degree level in a relevant academic discipline. Relevant experience
The following are essential
7.1.2. Has minimum five (5) years’ experience in a secretarial field with a proven, successful track record as executive secretary or similar administrative role;
7.1.3. Has participated in significant areas of activity, which include communication, record-keeping, planning and implementation;
7.1.4. Has significant experience of working in the business or educational environment;
7.1.5. Can demonstrate an active approach to continuing professional development; 7.1.6. Has an ability to work as a team member and take individual responsibility for areas of involvement;
7.1.7. Has a thorough command of the English language and is able to evidence this in writing
7.1.8. Is able to be self-motivated
7.1.9. Has excellent organisational and time management skills
7.1.10. Has a high level of integrity and confidentiality
7.1.11. Can handle confidential documents ensuring they remain secure
7.1.12. Is proficient in MS 365 Office use, including MS Word and MS PowerPoint.
The following are desirable
7.1.13. Has undergone majority education / training in the UK.;
7.1.14. Has received training in a professional capacity which requires secretarial services
7.1.15. Knowledge of and operating MS Excel spreadsheets;
7.1.16. Knowledge of and operating Google Drive, Google Documents and Google Email accounts
7.1.17. Has multi-tasking abilities.
End
Job Types: Full-time, Permanent
Salary: £28,044.00-£30,848.00 per year
Schedule:
- Monday to Friday
Reference ID: LCCSEA13022022
