EA

Overall Purpose of the Job

Provide an efficient administrative service to the Director of Operations, Director of Finance, Clerk to the Board of Governors & Director of Academic Governance and the Director of Research. A high level of confidentiality is required in all aspects of work for, and support to, Directorate.

Key Responsibilities, Accountabilities or Duties

1. Diary Management: Maintain the Director of Operations, Director of Finance, Clerk to the Board of Governors & Director of Academic Governance and the Director of Research diaries and schedule appointments, meetings and engagements. Receive guests and provide briefing notes and papers for each appointment/meeting, as appropriate. Make travel and personal arrangements for external meetings. Organise interviews with staff and students, as necessary.

2. Communications: In the absence of the Directors, use initiative and judgement to deal with correspondence and enquiries, and direct callers, where appropriate, to relevant staff within or outside of the College. Receive all emails for the Directors and filter/deal/reply as necessary. Process all internal and external mail and receive and filter incoming 'phone calls. Gather information and prepare drafts of various documents including standard reports to the Board of Governors and its sub committees; and other reports as required. Produce written correspondence either dictated by the Directors or from own notes and using own judgement.

3. Directorate Team Support: As part of the Directorate support team, work with other members of the team to support joint activities such as, special events and special projects as directed by Directorate.

4. Committee Servicing: Liaise with members of Directorate in preparing agenda for committees, taking and distributing notes/action plans. Service the Board of Governors meetings and sub committees including liaison with senior managers regarding agenda items, and papers. Service the other committee meetings as required.

5. Relationship Management: Liaise with professional contacts external to the College, often at the highest levels of seniority, using discretion and judgement over information received. Liaise closely with Principals/PAs of other institutions/organisations where the Directors are part of a network or Board and ensure that all relevant papers are available prior to the meetings

6. Special Initiatives: Manage activities or projects relating to special initiatives (eg scoping the development of new systems or processes relating to a new area of activity within the College, managing a review of an activity area (eg procurement), managing the introduction of a business continuity process, etc) by developing timelines, identifying tasks to be undertaken by self or others, ensuring appropriate resources are identified and available, gathering information, analysis, drafting reports/documentation and making final recommendation to Directors. Undertake other duties as required which reasonably fall within the scope

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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