Executive Assistant

The Executive Assistant, known internally as the Curriculum Office Personal Assistant (PA) and Manager, works as part of the Curriculum Office team. They will be required to provide PA and secretarial support to the Deputy Head (Curriculum) (DHC) and two Director-level members of their team. In addition, they will manage the Curriculum Office which will involve preparation of letters, reports and data, general administration, and dealing with a wide range of people. This is a fast-paced, demanding, role which requires you to remain ‘one step ahead’ of the DHC’s day-to-day activities, whilst juggling other priorities in the Curriculum Office.

First stage Teams interviews will be held on Thursday 10th July

Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.

Main Duties

• Managing the diary of the DHC and two other Director-level positions, ensuring they are aware of their commitments and are well prepared – e.g. they have all necessary documents they need for their meetings, they have attended relevant pre-meetings where necessary etc.
• Preparing meeting agendas, taking accurate minutes of meetings, and supporting the DHC and their team with any action points.
• Writing first drafts of letters, reports and presentations for the DHC and the wider Curriculum Office.
• Providing general administrative support, such as typing reports, amending documents and policies, creating presentations, proofreading paperwork etc.
• Supporting the Curriculum Office with the Curriculum Staff appraisal systems and working with the Academic Data Analyst in preparing appraisal documentation using Microsoft Power BI.
• Supporting the Curriculum Office with administration associated with the Graduate Teacher Development Programme.
• Assisting the DHC with the production of publicity material (printed and online) about the academic life of the school. This may include drafting documents and working closely with the Communications Team where relevant.
• Supporting the Curriculum Office with the analysis of data, for example, data relating to workload across the teaching population at the College and writing up recommendations that are informed by this data.
• Proactive management of all incoming communications into the Curriculum Office which include, but are not limited to, email, post and telephone enquiries. You will be required to filter communications, draw attention to urgent or time-bound issues, draft responses and respond directly where appropriate.
• Meeting and greeting all visitors at various levels of seniority, providing refreshments where necessary.
• Managing expenses for the Curriculum Office.
• Undertaking regular filing, ensuring there is an effective filing system in operation at all times.
• Maintaining all relevant office systems, including data management, and ensuring the office facilities are in order to enable the efficient functioning of the Curriculum Office. This includes ordering and maintaining stationery, toner and office equipment.
• Working closely with the other PAs to ensure the senior management of the school have appropriate administrative support in place at all times.
• Undertaking any other reasonable tasks as requested to ensure the effective running of the Curriculum Office and school as a whole.
• All employees of Eton College are also expected to:
  • Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as ‘regulated activity’.
  • Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures and ensuring any safeguarding updates issued by the College are read and understood.
  • Understand and comply with procedures and legislation relating to confidentiality.
  • Display a commitment to and promotion of equality, diversity and inclusion.

The Ideal Candidate

To be successful in this role, you will need:

• Demonstrable prior experience working in an Executive Assistant or Personal Assistant role within a fast-paced organisation. If you also have experience as a supporting more than one individual, this would be particularly advantageous.
• Advanced level expertise in the Microsoft Office suite of applications is essential, with particular strengths using Outlook, Word, and Excel.
• Experience of working with Microsoft Power BI is desirable, and if not then a willingness to learn how to use Microsoft Power BI is essential.
• The proven ability to write reports, and to produce accurate documentation, including letters and emails, with the ability to proof-read and edit others’ work.
• Experience of analysing data and drafting reports based on findings from this data.
• The proven ability to successfully manage a variety of competing priorities whilst ensuring that nothing ‘slips through the cracks’.
• Experience of taking minutes; shorthand would be desirable.

You may also enjoy this role if:

• You have a ‘can-do’ attitude – you love getting stuck in and you’re not phased by a heavy volume of work and fast changing priorities.
• You’re flexible – you’ll have to juggle lots of competing tasks, so you’ll enjoy having lots of different things on the go, and you’re able to organise your time and to prioritise your to do list so nothing slips through the cracks.
• You have an eye for detail – you will be writing letters and reports for the Curriculum Office as well as proof-reading, and attention to detail will be vital.
• You’re a great communicator – you enjoy engaging with a variety of different people, and you have excellent written and verbal communication skills.

Benefits

Eton College offers a wide range of benefits, includingan 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the College’s sport and leisure facilities and discounts at local retailers and businesses.

About the College

We are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds.We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation or socio-economic background.

If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help.Should you require anyreasonable adjustmentsto be made or facilitiesprovided to enable you to apply online, please do not hesitate to contact us on recruitment@etoncollege.org.uk so we can make adjustments accordingly.

DISCLOSURE CHECKS

Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online searchand, where applicable, Prohibition checks.If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as “spent” under the Act) must be declared, subject to the DBS filtering rules.It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College.

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