Senior Executive Assistant

An exciting opportunity has arisen at Oaklands for a Senior Executive Assistant to provide comprehensive executive support to the Senior Leadership Team and Principals Office including complex diary and inbox management accurate minutetaking and delivery of key projects.

In this position you will coordinate and minute high level meetings lead and track ad hoc projects and actions. You will also be responsible for organising key college events and preparing high quality reports presentations and correspondence.

Key Responsibilities

• Support the effective and efficient operation of the Principals 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 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 produce the reports and statistical data required by the Senior Manager(s) proof reading and checking documents when required.
• Receive and process all correspondence for Senior Manager(s) and to progress or chase responses both internally from direct reports and externally from key contacts.
• Take ownership and lead on projects or reports directed by the Senior Manager(s) or Head of Administration.
• Coordination of College events including open evenings/days internal staff events and external stakeholder events.
• Coordinating and providing support with external visitors which can include managing car park reservations greeting and hospitality.
• Working with the Quality department to ensure that all Strategies Policies and other key documents are up to date within their departments.
• Providing assistance and cover for the wider administration team.
• Act as Fire Assembly Point Coordinators.
• Coordinate and oversee the publication of key information given to staff which can include the Oaklands Focus Duty Rota Meet and Greet Rota and other rotas and databases.
• Taking ownership of the Principals Office and making sure that this is stocked with stationary and also is tidy and presentable.
• Assisting with the daily meet and greets for students across the campuses.
• Help develop new processes procedures and helping with any innovation to improve the efficiency of the role departments and College.
• 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(s) are fully aware and prepared for all appointments work in progress and deadlines.
• Draft high-level correspondence and reports on behalf of Senior Leadership Team members ensuring clarity and professionalism.
• Proactively identify and resolve administrative and operational challenges ensuring the smooth running of the Senior Leadership Teams activities.
• Champion the adoption of new digital tools and processes to enhance team efficiency.
• 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. 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.
• Work as part of the Principals 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.

Is This You

• 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.
• Ability to work within a team and desire to develop in professional field.
• Customer orientated with a positive driven enthusiastic and professional outlook.
• 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 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.
• 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.

Your Future Starts at Oaklands

At Oaklands College we value our staff and are committed to your wellbeing and development. When you join us you become part of a vibrant and forward-thinking team that supports innovation creativity and learner-centred teaching.

Heres what you can look forward to:

• Generous holiday allowance 30 days plus bank holidays.
• Local Government Pension Scheme with excellent employer contributions.
• Ongoing CPD and free access to Adult Community Learning courses.
• Free onsite permit parking.
• Onsite gym at St Albans campus and wellness treatments at discounted rates.
• Cycle to Work Scheme and discounted travel through UNO Bus Scheme.
• Eye care vouchers and employee assistance programme.
• Mental health and wellbeing support including peer supporters.
• Staff development days and annual awards celebrating your achievements.

Oaklands College is proud to be a Disability Confident Employer and we actively welcome applicants from all backgrounds. We are committed to safeguarding and promoting the welfare of young people and vulnerable adults and expect all staff and stakeholders to share this commitment.

We review applications on a rolling basis and may close this advert early if we receive high interest. Dont miss your opportunity to join a college thats shaping futures and transforming lives.

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