Committee Secretary/ Pa to The Principal’s Office

7 months ago

London, United Kingdom ICON College of Technology and Management Ltd Full time

**JOB TITLE: COMMITTEE SECRETARY/ PA TO THE PRINCIPAL’S OFFICE**

**Reporting to**:The Principal

**Working with**:ThePrincipal and liaising with Vice-Principal (Academic Affairs), Vice-Principal (External Affairs), and the Managing Director.

**Introduction**:
The new role of EXECUTIVE SECRETARY/PA TO THE PRINCIPAL’S OFFICE has been created to ensure that senior staff have strong, high quality administrative support in fulfilling their management and communication roles as the College enters upon an exciting but demanding phase of development.

**JOB DESCRIPTION**

The EXECUTIVE SECRETARY/PA TO THE PRINCIPAL’S OFFICE will:
1. Be responsible to take minutes of different committees allocated by Principal

2. Be responsible for the smooth running of the Principal’s office by liaising with the Vice-Principals (Academic and External Affairs) and the Managing Director.

3. Establish and improve office systems to maximize efficiency, anticipating the Principal’s and Vice-Principals’ administrative needs, and ensuring that all work is produced to a high standard, and to deadlines.

4. Provide comprehensive secretarial support, including daily management of all correspondence (electronic and paper), and an extensive diary including arranging appointments, visits, interviews and other events.

5. Support the Principal’s Office in preparing and coordinating academic review processes and internal operational management across the College, including scheduling meetings for a wide range of committees, both internally and externally. He/she will need good communication skills when undertaking such tasks.

7. Compile accurate qualitative and quantitative data (with commentary) for internal and external committee meetings as required.

8. Act as Minute-taker at various College meetings.

9. Liaise, on a daily basis, with senior members of the College’s academic teaching staff and with other College staff, internally and externally, working closely with the Secretary to the Board of Governance.

10. Undertake, by arrangement, such other duties as may be assigned from time to time by the Principal, the two Vice-Principals and the College’s Managing Director.

**PERSON SPECIFICATION**

**Essential requirements**
- A degree or its equivalent (preferably in English or Business).
- A minimum of 2 years’ experience minutes taking
- A minimum of 3 years’ experience in a senior administrative/secretarial role working with an institution’s Director/ Principal/senior staff in a Further or Higher Educational setting, or possibly with a professional body.
- Experience of working with internal and external people/organizations.
- Good interpersonal skills: a team player with a flexible approach to work patterns.
- An excellent command of written and spoken English.
- High-level secretarial/administrative management skills, including drafting papers and correspondence, and complex diary-keeping combined with experience of servicing committees.
- Experience of confidential data management and storage in compliance with Data Protection legislation.
- Experience in using modern IT systems including Microsoft Word, Excel, PowerPoint and Outlook. (Knowledge of Cloud storage _e.g_. OneDrive _etc_. would be an advantage).
- The ability to manipulate spreadsheets, handle databases, and search information online.
- Good online and telephone communication skills at senior executive level.
- The ability to self-manage, priorities workload, and meet deadlines.
- A readiness to respond quickly and positively in a dynamic educational environment where development opportunities may affect priorities, workload and workflow.

**Desirable requirements**:

- Familiarity with the Independent Further/ Higher Education sector in the UK.
- The ability and confidence to make suggestions for improvements to systems and procedures will be an advantage.

**Benefits**

The College will offer a competitive salary in the range of up to £ 34,304.00- £35,326.0, depending on qualifications and prior experience. In addition, there will be 33 days holiday (including 8 Bank Holidays) per annum. During Christmas time, staff can either take three days holiday or have tasks assigned by their line manager. A range of work-life balance opportunities and family-friendly negotiated working arrangements are available, by negotiation, after satisfactorily completing an initial three month probation period. A 5-8% private pension contribution may also be made by the College.

**Application process**

Applicants must be able to demonstrate their eligibility to work in the United Kingdom in accordance with the Immigration Act 2016.

Thank you, in advance, for considering working with ICON College.

**Job Types**: Full-time, Permanent

**Salary**: £34,304.00-£35,326.00 per year

**Benefits**:

- Canteen
- Company events
- Company pension
- Discounted or free food
- Sick pay

Schedule:

- Monday to Friday
- Overtime
- Weekend availability

Supplemental pay ty

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