This Form Summarises the Purpose of the Job and Lists Its Key Tasks s3

JOB DESCRIPTION

This form summarises the purpose of the job and lists its key tasks. It may be varied from time to time at the discretion of the College in consultation with the post-holder.

Job Title: Executive Team Assistant Job ref no: PSD/0011/17

Grade: 3 Department: Professional Services (PSD)

Accountable to: Head of Governance, Planning & Compliance Responsible for: n/a

Job summary: To provide effective and efficient professional administrative support to the Executive Team, their Personal Assistants, and Vice-Principal’s Group (VPG) as required. To assist with the administration of the Vice-Principals diary commitments and expenses. To assist with the collating of papers for the Senior Management Group (SMG) monthly meetings. To assist with the administration of meetings and events for the Executive Team in support of the governance and management of the college.

Competency: Service Delivery Key tasks: 1. Booking of Meeting Rooms (internal and external) 2. Maintain the booking system for the Executive Meeting Room 3. Booking of Travel – looking into best/comparable prices 4. Production of SMG meeting papers 5. Diary Management & Telephone cover 6. Booking of visitors onto VisitorNet 7. Arranging catering/ AV and general support for meetings 8. Office administrative tasks: EOSS/photocopying/scanning/greeting visitors 9. Typing of reports/presentations 10. Taking minutes/ notes of meetings 11. Some diary administration for VPs 12. Raising of Purchase Orders using Agresso 13. Processing expense claims

Competency: Communication Key tasks: 1. Communicating/working with the PAs to ensure tasks are being carried out efficiently and effectively. 2. Communicating with Vice-Principals in PAs absence to ensure day to day continuation of daily tasks.

Competency: Liaison and Networking Key tasks: 1. To build and maintain effective working relationships with other departments within the College. 2. To develop good working relationships with colleagues and maintain good communication with external suppliers/ bodies and individuals as required Competency: Teamwork and Motivation Key tasks: 1. Provide cover during periods of absence. 2. Pro-actively work with the Executive and the Executive Support Team to provide invaluable support and assistance Competency: Planning and Organising Resources Key tasks: 1. To contribute towards the successful organisation and administration of events, both internally and externally, under the management of the Principal’s Executive Assistant. 2. To assist in ensuring the papers for the SMG meetings are received according to deadlines set and are in the appropriate format for the meeting.

Flexibility: To deliver services effectively, a degree of flexibility is needed, and the post holder may be required to perform work not specifically referred to above.