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Senior PA

3 months ago

South Benfleet, United Kingdom USP College Full time

Job Overview:

As a crucial member of the USP College support structure within the Executive Support function, this role holds significant importance. The primary responsibility of this position is to provide comprehensive and professional support to the College Principal and Vice Principal Quality & Innovation. The post holder is also expected to extend support to the wider Executive Leadership Team (ELT) and Senior Management Team (SMT) whenever necessary. In some instances, the post holder may be required to deputise for the Executive Assistant to the Chief Executive Officer (CEO). Additionally, the post holder will be responsible for office organisation, project management specific to the College Principal, ensuring deadline compliance, and managing important documentation.

Duties & Responsibilities

Solely manage the diaries of the College Principal and Vice Principal Quality & Innovation allowing sufficient working time for working priorities.Coordinate college committee meetings including preparation of agendas and relevant paperwork and capturing minutes and actions where appropriate.Act as the point of contact between the SMT and staff/external parties, giving accurate advice and guidance where required.Maintaining and supporting the Clerk to Corporation with management of signed papers and Corporation files.Maintain the College wide Policies and Procedures database, ensuring compliance and effective monitoring of policies management, College website, student platforms, liaising with Clerk to Corporation as to the mandatory and statutory updates in line with Corporation meeting calendar.Drafting accurate, professional communications on behalf of the relevant Senior Management Team members and sending communications to College Management Team (CMT) and Team Leaders, and act as deputy to send to all staff in the absence of Executive Assistant to CEO.Proactively support with College Principal’s impending deadlines and project management, monitoring set actions via log/ tracking system.Managing internal logging and reporting processes as allocated within the team.Ensure ELT and SMT coverage and presence is in place cross-campus, liaising with the wider management team and executive support where required, updating the ELT/SMT whereabouts on a regular basis (inc. Campus Management rota) and ensuring this is communicated to CMT, Team Leaders and Front of House in a timely manner.Produce documents, briefing papers, reports, and presentations in line with both executive and college house-style.Support to College Principal and CPD Co-ordinator on College Staff CPD Days.

Specific Responsibilities and Duties

Deputise for the Executive Assistant to CEO on specific set tasks and/or in the absence of, supporting the CEO and supervision of staff where appropriate.Act as Corporate Project Governance Support to Project Governance Lead as follows: Collaborate with project teams to integrate compliance measures into project plans as agreed with the Lead.Produce and maintain standardised project governance processes, templates, and documentation.Support in the preparation of regular executive reports on project progress, compliance status and key performance indicators.Foster strong relationships with stakeholders and project leads.Identify opportunities for process improvement within the project governance framework.

Job Requirements:

Minimum of 5 years Personal Assistant experience with diary management at a senior level, preferably C-Suite level.Supervisory or previous support management experience of leading 1-1s and annual appraisals.

The right candidate will have:

High standards of communication and interpersonal skills.The ability to work as a team.A strong attention to detail.The ability to work towards deadlines.The ability to motivate both students and your peers.Highly motivated and enthusiastic.Excellent attendance and punctuality.Experience innovating to deliver the curriculumStrong problem-solving and customer service skillsAbility to deal with sensitive information with discretion and to maintain confidentiality.Ability to interpret, analyse and present information.

Digital Environment

We are the leading college in Essex for technological advancements in education. We are driving the path to integrating technology within our teaching methods and the student experience and development.

Career-Focused

Our strategic career-focused approach means our relationship within our community, local and regional employers are at the heart of everything we do.

Individual Training

All staff have access to personalised training packages, whether this is to support settling in to a new role, or leadership and management training to support with progression opportunities.

Why choose us:

Our strategy is to create a Career Focused, Digital Learning environment, ensuring that the learner experience and our relationship within our community, local and regional employers, are at the heart of everything we do. We are proud to be selected as finalists for the AoC Beacon awards for effective use of digital Technology in FE. Providing a high achieving, focused learning environment allowing our students to achieve the grades they need for higher educations, or the skills and aptitude required to secure a suitable role in their chosen career. Our college is set in the leafy suburbs of Essex, with easy access to surrounding areas and amenities, we are based in a well-connected location both by road and rail.

What we offer:

A dedicated and friendly team of professionals who are keen to develop and learn.Excellent pension provisionAnnual Staff AwardsCPD days - opportunities to grow and development through mentorship and coachingFree onsite parkingStaff appreciation daysEye care vouchersOnsite Starbucks & RestaurantWell-being days & activities Electric Vehicle Scheme*Discounted gym membership.Fully immersive teaching rooms allowing online teaching simultaneously at multiple locations.Hybrid Working available.Free Employee Assistance Programme available 24/7, days offering legal & financial advice, as well as general support & guidance.

*subject to terms & conditions