Executive Office Assistant

This role is based in the UK and will be working on site in our UK based College. In order to comply with our mandatory pre-employment checks, the successful candidate will be required to provide original identification documents in person to our UK based People Services Team. Please note travel to other sites will be required.

Any offers of appointment will be subject to a Disclosure and Barring Service (DBS) check, a certificate of good conduct if applicable, plus receipt of satisfactory references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within 'Regulated Activity' within a specific place (i.e. the College). This role is classed as working within Regulated Activity. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children. By applying for this position, you agree to an Enhanced DBS check in line with DBS regulations.

The purpose of the role is to provide strong administrative support to WCG's Executive Leadership Team (ELT) which consists of the CEO/Principal, Deputy Principal, CFO, CIO and COO. Administrative support will also be required on an ad-hoc basis to the wider College Leadership Team. The post-holder will be based in the Executive Office at Royal Leamington Spa College and will report to the CEO/Principal. The Executive Office is a busy environment and the post-holder will be required to support the senior managers outlined above as well as effectively and efficiently managing the Executive Office. The post-holder will be expected to travel to support the senior managers in Warwickshire and Worcestershire at any of the WCG sites where necessary.

The post-holder must have an assertive personality with excellent organisational and administrative skills, enjoy working in a fast-paced environment, and have the ability to work unsupervised to meet deadlines. The post offers significant variety and would suit someone with a good mix of both administrative and communication skills. It is essential that the post-holder is able to operate in a busy environment, with high levels of professionalism and integrity, since the nature of the position requires appropriate handling of information of a sensitive and confidential nature.

• Professionally represent ELT, demonstrating college core values at all times.
• Provide general, high level administrative support which includes diary and email account management for ELT.
• Organise cross-college meetings that are chaired by senior managers including calling for papers, arranging accommodation, taking minutes and distributing them.
• Proactively manage time and plan for upcoming meetings and events.
• Support ELT with the production of reports for governors, internal or external audiences within agreed timescales.
• Support the ELT in preparing communications, emails and presentations as requested within agreed timescales.
• Organise, print and collate reports for ELT when they attend meetings.
• Produce documents, briefing papers, reports and presentations to a high-quality standard.
• Research, summarise and distribute government documents and changes to the external environment so that senior managers are kept up-to-date with the latest developments.
• Organise travel arrangements & prepare travel expenses for ELT.
• Coordinate Internal Audit visits, actions log and monitoring Risk Register.
• Manage the Executive Office email account and associated follow up as required.
• Any other duties commensurate with the role.

In order to support during busy exam periods, you may be asked to undertake exam invigilator duties. The College will provide training. The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.

For the successful candidate a conditional offer of work will be made. Our offer of work will be conditional upon a number of mandatory pre-employment checks, to include but not limited to: DBS, Barred List check, right to work check, internet search, TRA check (academic posts).

• Comprehensive training programme.
• The opportunity to apply for Hybrid working.
• Generous leave entitlement plus up to four free College Closure days a year.
• WCG offers all employees who are carers the option to request a period of Carers Leave that is equal to their usual working week, paid at their normal pay.
• Leadership & Management training programme to develop our next generation of managers.
• Superb health and wellbeing support with Wellbeing at WCG.
• The opportunity to join our voluntary health cash plan run by Health Shield.
• Discounted Full Cost Recovery courses.
• Cycle to work scheme.
• Free on-site gym.
• Discounted hair and beauty treatments in our College salons.
• Pension schemes.
• Free will writing service.
• Free flu vaccination voucher (available annually).
• Free eyecare voucher (available annually).
• Free car parking on-site.

• Level 2 or above in English and Mathematics.
• High level of literacy, preferably at level 3 or above.
• Excellent knowledge of information technology such as e-mail, the internet and other software applications.
• Managing and organising multiple diaries at once.
• Managing and responding to multiple email accounts.
• Minute taking experience in a professional setting at Boardroom level.
• Excellent administrative and organisational skills.
• Excellent communication skills, both verbal and written.
• Experience of working in an office environment.