Executive Assistant

**Description**:
**Reporting to**: Principal and Chief Executive (PCE)

**Responsible for**: This role’s focus is to provide Personal Assistant and the highest quality administrative support to the Executive Team of QAC (Principal/CE, Director of Finance & Estates and the Deputy Principal). You will represent the Principal/CE (PCE) to professional colleagues and all stakeholders at the highest level. You will exercise the utmost confidentiality and discretion in respect of reports, records, meetings and all other communications many of which are of a sensitive, controversial or personal nature.

**Contract**:Permanent

**Hours**: 37 hours per week/52 weeks

Queen Alexandra College is charity that operates a national residential College, with a large, regional day-education provision and, a Birmingham based Community charity. We provide education, therapies, support services and much more for students and clients with learning difficulties and other disabilities. We have specialisms in supporting people with a VI and ASD although support a diverse range of disabilities and abilities.

**Key Responsibilities**:
**Personal Assistant to the Principal & CE (PCE)**

1. Manage the PCE’s diary, contacts and commitments, ensuring papers and meeting information are prepared to a very high standard and circulated in a timely way. Ensure the PCE is kept well informed of key information/ documentation relating to meetings and events requiring their input or attention.

2. Manage internal and external communication for the PCE, and as required, by the Executive Officers, taking a high level of authority in screening calls and responding or progressing to other managers where appropriate.

3. Organise high level corporate visits for international, national and local visitors to QAC and arranging a programme as necessary.

4. Organise online meetings (Zoom, Google Meet) and face-to-face meetings with external organisations as well as internal meetings. Take, produce and disseminate accurate minutes of meetings on behalf of the executive team in a timely manner.

5. As required, produce to a high standard, correspondence, communication and reports for the governors and others, on behalf of the PCE and as required, by the Executive Officers.

6. Collate and coordinate information relating to audit actions, policy reviews, risk registers and KPIs in order to report to the PCE/Executive Officers and ensure awareness of actions is reported for the SMT/CMT (see pages 3/4).

7. Provide diary management, minute taking support and communications for the Executive Officers of the College as and when required.

**College Management Team (CMT) duties**

8. This role is recognised as being a member of the QAC CMT.

9. Take ownership of CMT administration: to ensure CMT meeting agendas align with governance meetings and cover all essential recurring items; undertake accurate minuting of meetings, anticipating and preparing agenda items, scheduling actions/matters arising, monitoring progress, advising and liaising with CMT about reporting requirements.

10. Take ownership for updating organisational action plans and external benchmark plans such as Leaders in Diversity, Sustainability, Wellbeing and Investors in People in a timely manner for presentation to CMT and following CMT.

11. Update the strategic plan, KPIs, Policy Overviews and Risk Register (and other as many be requested) in a timely manner for presentation to the CMT & Board and make updates post these meetings; liaising with wider CMT and other staff as may be necessary. (See pages 2/3).

12. Manage the QAC Values Awards on a bi-annual basis, to include information and advice to staff, managing the nomination process, co-ordinating the review of nominations and arranging purchase of winners’ awards and presentations.

13. Draft QAC Term Dates for circulation; ensuring liaison with HR representatives as relevant (ensuring dates reflect LA dates where possible and staff training days, contractual requirements of term-time (e.g. 39 weeks/6 week break).

14. Work with managers or on own initiative on specific college-wide issues or initiatives, as directed by the PCE. Maintain an awareness of statutory and legislative requirements of the FE/charitable and disability sectors.

15. Research topics and reports relevant to the work of QAC to support the PCE, Executive Officers and the College Management Team’s work.

16. Assist in the preparation of papers, supporting evidence and other materials for inspections and other external quality audits.

**Risk Management**

17. As delegated by the PCE, take a lead on the collation and updating of the Risk Management register; ensure Risk Registers are maintained and updated, liaising with managers and staff and ensuring documentation is up to date for presentation to CMT and Governor Committees. Produce update reports as required.

18. As delegated by the PCE, support the co-ordination of the external audit process with the DFE/