Executive Assistant

Job Title  Executive Assistant
Reports To Principal
Working Pattern  Full Time ( 40 hours per week)
Salary  £32,000 -£35,000 depending on experience

ArtsEd is committed to safeguarding and promoting the welfare of children and young people; all staff and volunteers must share this commitment

Summary of  the Role 

The Executive Assistant will provide a confidential administrative service to the Principal office ensuring that they effectively brief the Principal for all meetings with relevant correspondence, documents/presentations, liaise with or refer relevant matters to the Deputy Principal and the Registry/Admin office and/or members of the Senior Leadership Board for action.

They will be responsible for the day-to-day management of the Principal’s diary, and emails requiring a thorough knowledge of all office procedures, including dealing with visitors to the office including students, staff, welcoming visitors, filing, mailing, e-mailing, word processing, photocopying etc. and will undertake any other appropriate duties, as requested to ensure the efficient running of the School’s administrative support services.

Main duties and responsibilities:

  • To provide a confidential secretarial, clerical and administrative service to the Principal’s Office.
  • To ensure the Principal is briefed for all meetings with relevant correspondence, documents/presentations and in their absence refer matters to relevant person for action
  • To screen and deal with Principal’s telephone calls
  • To receive and welcome visitors to the Principal in a professional manner
  • To deal with incoming and outgoing correspondence, primarily emails, reviewing, prioritising and drafting responses, where necessary.
  • To liaise with Trustees, Staff, Students and visitors to the school
  • To manage the Principal’s electronic diary and make appointments in line with agreed procedure
  • To maintain the electronic and paper filing system, as appropriate and in line with GDPR
  • To have a detailed working knowledge of the relevant database
  • To take minutes of SLB meetings and distribute papers as required
  • To take Board minutes and scheduling of Trustee/Subcommittee meetings
  • To organise and prepare for meetings including gathering documentation and attending to the logistics of the meeting.
  • To coordinate the Principal’s travel arrangements
  • To liaise with the Deputy Principal in the preparation and maintenance of various records and documents pertaining to the Principal’s office.
  • To collaborate in the coordination of meetings, papers and information to ensure the smooth running of the Principal’s office.
  • To provide Project Board assistance as required
  • To manage Intranet calendar for whole school
  • To organise Away Days
  • To act as first contact for the Sam Wanamaker Festival
  • To organise the annual Graduation Ceremony
  • To take minutes of HE Subcommittee and distribute papers as required
  • To support the Covid – 19 Administration when required.

Secondary duties

  • To contribute with guidance to HESA and other data returns
  • To contribute to the preparation and annual update of student handbooks
  • Participate as appropriate in staff development activities
  • Represent ArtsEd to outside bodies
  • Participate in training as required
  • Participate in the annual appraisal process

All Staff

  • All staff must carry out their responsibilities with due regard to all ArtsEd policies and procedures, ensuring inclusivity, equality of opportunity, and compliance with Health and Safety in the workplace.
  • All staff must respect the confidentiality of data stored electronically and by other means in line with the Data Protection Act.
  • All staff must adhere to the staff Code of Conduct
  • All staff are required to regularly undertake Safeguarding, Keeping Children Safe in Education, Prevent, and GDPR training and to maintain their own professionalism and job-related knowledge through ongoing CPD.
  • All members of staff are required to be professional, co-operative, and flexible in line with the needs of the post and the school.
  • All Job Descriptions are reviewed annually and will change to reflect the needs of the School and the post.
  • ArtsEd is committed to the safety, wellbeing and safeguarding of all pupils and students and expects all staff to share this commitment. Staff in all posts are required to hold a clear, enhanced DBS.
  • You may also be required to undertake such other comparable duties as your line manager requires from time to time.

PERSON SPECIFICATION

 

To be successful in this role you will require:

  • Excellent verbal and written communication skills
  • The ability to act professionally and diplomatically
  • The ability to build clear professional boundaries and maintain confidentiality
  • Strong command of the English language
  • Ability to prioritise and multitask effectively
  • A high level of organisational and people management skills
  • An ability to pick up IT skills and internal processes quickly
  • Excellent attention to detail
  • Excellent time management skills
  • An interesting in working with people of all ages
  • An ability to form and maintain appropriate relationships and personal boundaries with young people
  • Excellent interpersonal skills
  • An ability to be adaptable and flexible

You will have experience of:

  • Working in an office environment
  • Providing administrative support at Executive/Board level
  • Detailed Minute-taking
  • Organising events
  • Standard word processing, spreadsheet and other productivity software tools
  • Collaborating and coordinating with various departments