Executive Administrator

You will thrive in a deadline focused, organized and efficient environment, and be proven in managing the expectations of others. No two days will be the same, but the routine of an academic cycle joins the whole together.

The post holder will provide confidential, effective and efficient administration service to Beaumont College Principal, to enable them to undertake more focused work across the various Beaumont College locations. The role will include diary management, and prioritization of tasks, whilst becoming confident in managing low level decisions and information governance.

Key aspects of the role include assurances that documentation is accurate, notes or minutes of meetings are appropriate and reflect the college business, and the support and challenge records should reflect. As part of the wider Business Support Function, you will work with other colleagues to ensure deadlines are met, and information from others is made available in a timely way. At times this will require the postholder to hold others to account to ensure organizational deadlines or met, and other role holders have the information they need to undertake their job role.

Key attributes include high levels of professionalism, excellent communication skills, a real team ethos and have excellent attention to detail. Post holders must be able to maintain confidentiality and respond to the needs of others with sensitivity. Accurate records and minutes of meetings, as well as the production of a wide range of documents is key to success in this role.

This list outlines the duties required at the current time to indicate the level of responsibility. It is not a comprehensive or exhaustive list and may vary to include other reasonable requests as directed by Beaumont College Managers which do not change the general character of the job or the level of responsibility entailed.

1. Provide executive administration support to Beaumont College Principals, working collaboratively with the College Senior Leadership Team and the wider Business Support Team.
2. Ensure all necessary policies and procedures underpin the work of the college through business support services, and ensure visitors to the site understand what is expected of them to comply with health safety and safeguarding requirements whilst on site.
3. Plan, organize and manage to invitations for a range of internal and external visitors, ensuring effective visitor management arrangements
4. Work in partnership with the College Principal to ensure they have a well-managed diary, and both on and off site activity allows for the needs of the business to be met, whilst ensuring achievable working arrangements for the principal
5. Have oversight of the College Senior Leadership Team Meetings and College Governance Meetings, taking minutes and translating specific, measurable, achievable, realistic and time-bound action plans are well managed, and updated regularly by stakeholders.
6. Manage records to support the external demands of the organisation, from data protection, and complaints through to funding compliance documentation
7. Lead on ensuring data protection schedules are accurate and acted on.
8. Fulfil administrative functions effectively and to a high standard, and be able to prioritise competing priorities to ensure deadlines are met and colleagues feel supported. Undertake audits of the administrative functions of colleagues across the college, and support the drive to improve quality and efficiency and reduce the use of paper based records.
9. Produce evaluative reports from approved organisational system, develop superuser status for commonly used Microsoft software includes Outlook, Word, Excel, Teams, Power Automate and Power Bi. Demonstrate confidence in the use of all other organisational software systems.
10. Provide administrative support where in exceptional circumstances college staff cannot use or access self-service systems such as incident reporting software.
11. Support leaders and managers in communicating key messages to students, parents/carers and other stakeholders
12. Provide professional, effective financial and administrative support to meet the needs of the business; and ensure effective, timely arching of associated records
13. Undertake any other duties as required, commensurate with the role.

• Professional administrator, able to work at pace and maintain a detail orientated approach
• Proven user of commonly encountered IT software; be a competent user of Teams and Excel
• Proven communicator, with an ability to manage others at all levels with integrity and professionalism
• At ease learning new software systems, and adept at using data input to produce reports to inform changes to practice
• Proven inter-personal skills, ability to put others at ease and hold to account as required
• High standards of customer care, and ability to build a sound, detailed understanding of the college to support enquirers quickly and efficiently
• Positive, can do approach which supports others to feel able to communicate their needs
• Empathy, understanding and patience when engaging with stakeholders.
• Completer-finisher, at ease working to deadlines.
• Comply with Keeping Children Safe in Education Guidelines