Executive Assistant to Deputy Warden and Chief - Perth, United Kingdom - Teacheroo

Teacheroo

Verified Company

Perth, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The Role

This position represents an excellent opportunity for an experienced and motivated individual to contribute to the day-to-day running of a busy boarding school.

The individual will need to provide strong administrative and organisational support to the Deputy Warden and Chief Operating Officer, (COO), in all aspects of College life.

The post is full-time, with a standard working week of 35 hours per week, Monday to Friday. This role, however, will be driven by operational needs and will require some evening activities and occasional weekend working. Holidays should be taken during school holiday periods, or by prior agreement by the Deputy Warden and/or COO.

The post holder should understand the aims of the School and as an important and senior member of staff within the School community, should take general responsibility for promoting the wellbeing of pupils and be a positive and helpful member of the School support team.
Main Responsibilities

The EA will:

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Provide high level and efficient administrative and confidential secretarial support to the Deputy Warden and COO
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Act as "gatekeeper" for the Deputy Warden and COO, being the main point of contact for staff, pupils and parents; often taking decisions in his absence in respect of meetings and commitments.
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Maintain diary and travel arrangements and co-ordinate the Deputy Warden and COO's commitments
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Manage budgets controlled by the Deputy Warden and COO and support reconciliation of expenses as required.
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Organise meetings (including minutes when required) and significant events, ensuring that all aspects of these events are managed appropriately, ensuring that timings are correctly planned and following up post-event to provide feedback.
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In conjunction with the HR function, ensure that the appraisal process is maintained for teaching staff and senior managers, and that the Deputy Warden and COO meet their commitments to their teams in respect of regular (monthly, quarterly and annual) meetings.
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Where administrative tasks are shared with other College departments, take the lead for the management of holidays, cover and shared admin tasks
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Assist with Council Business to support the COO and maintain strong and confidential relationships with Council members.
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Build relationships with all stakeholders, act as a key point of contact for the Deputy Warden and COO and develop and maintain key relationships.
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Prepare any correspondence, presentations or other documentation.
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Organise regular communication meetings, liaise with other departments where necessary to be a voice for the Deputy Warden and COO in respect of employee relations' responses, parent enquiries and complaints and external enquiries and complaints.
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Ensure the use, storage and disposal of data within the Deputy Warden and COO's offices is carried out according to GDPR regulations.
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Undertake additional duties as reasonably requested by the Deputy Warden and COO, including provision of support at functions.

This is not an exhaustive list and will vary as the College's requirements change. Flexibility regarding working hours will be expected from time to time in consultation with the job holder.
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An understanding of and empathy with the school's ethos and the nature of the business
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Excellent secretarial skills; shorthand an advantage
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Excellent communication skills (verbal and written)
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Up to date and relevant IT skills; familiarity with Google Suite preferred
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Previous experience of a School management information system would be an advantage
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A willingness to be adaptable and engage in reflection and improvement
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Scrupulous attention to detail
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Discretion, confidentiality and complete trustworthiness
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Ability to prioritise, to judge situations (see the "bigger picture")
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Assertiveness and a "can do" attitude
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Ability to work at pace
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Ability to take the initiative; be proactive as well as reactive
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Flexibility and an ability to handle continuous change and shifting priorities
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Forward planning with the ability to anticipate the Deputy Warden's/Coo needs
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Excellent organisational and time management skills
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Ability to stay calm in stressful situations and to cope well with interruptions
About the school/organisation
Glenalmond College is an inspiring place to live and work.

The community atmosphere and warmth of welcome are matched by the commitment and professionalism of our staff, who are key to the success of the school.

Glenalmond welcomes boys and girls, aged 12 to 18, as boarders or day pupils.

Most of our pupils are British, but we also have a number of pupils from up to 16 different countries around the world.

There are up to 400 pupils at Glenalmond College, an almost even balance of boys and girls.

Our purpose at Glenalmond is to help make the world a better place. Th