Executive Assistant to the CEO

Location: Hammersmith Campus

About Us

We have three college sites across West London based in Hammersmith, Ealing and Southall. By bringing your skills to the College, you will have a fantastic opportunity to contribute towards our success. As a diverse College in the UK, we offer a supportive and stimulating work environment with a wide range of employment opportunities.

About the role

This position requires a proactive and detail-oriented professional who can seamlessly handle a wide range of administrative and managerial tasks. If you are a proactive and adaptable professional looking for an exciting opportunity to support the CEO and contribute to the overall success of our college, we invite you to apply for this position.

Tasks and Responsibilities:

1. Work closely with the CEO & Principal to ensure their commitments are managed and administered effectively and efficiently.
2. To plan and co-ordinate the CEO & Principal’s diary and schedule. Make informed decisions regarding priorities and objectives to strategically balance appointments and competing demands on their time with flexibility and responsiveness.
3. To act as a gatekeeper for forms of communication, expertly filtering and prioritising emails, calls, and correspondence for timely responses. Deal with incoming requests and generate action, where appropriate, on behalf of the CEO & Principal. Monitor onward progress and completion by proactively dealing with a wide range of people, issues and deadlines.
4. To arrange internal and external meetings, prepare papers, produce presentations, minutes and notes whilst ensuring that all necessary arrangements are in place for the events which are chaired or hosted by the CEO & Principal or their representative.
5. To proactively support queries from external stakeholders, i.e. ESFA, Ofsted, Public Service Agencies, Trade Unions and other sector organisations.
6. To facilitate staff engagement and promote College values by supporting the CEO & Principal with communicating key messages organising forums and events with staff and other stakeholders to enable the flow of two-way information and involvement across the whole College.
7. To create opportunities for the CEO & Principal to engage with students/learners through formal and informal activities across each Campus.
8. To work with the members of the Executive and Senior Leadership Teams to ensure that draft papers and reports are submitted on time to the CEO & Principal to review in accordance with the Governance Meeting Schedule.
9. To develop and enhance the Executive Support Team’s skills and competencies by carrying out appraisals and identifying and organising training and learning opportunities.
10. Maintain accurate and up to date records and files and all other relevant data supporting the CEO & Principal and the College Executives.
11. To support the Data Protection Officer in ensuring that the College meets its statutory, regulatory and contractual information governance and data protection obligations.
12. To support the full lifecycle of Freedom of Information and Subject Access Requests, including managing and maintaining accurate logs and ensuring the appropriate redactions/exemptions are applied in accordance with UK GDPR.
13. To assist with coordinating projects, ensuring that tasks are organised, timeframes set, and actions met. Work on initiative to research, prepare and present information, as needed.
14. To check and update policies and procedures electronically and proactively prompt policy owners on policies near and due to expire.
15. To undertake any other duties reasonably falling within the remit of the post.

Method of Working

The College expects all members of staff to work effectively as part of a team, or teams, supporting staff and students, improving lives through, educaion, training, skills and development and fostering social and economic success, in line with the College’s overall mission.

Public Relations

Considerable importance is attached to the public relations aspect of all work undertaken by Ealing, Hammersmith & West London College staff. It is a prime objective therefore, that all staff will at all times project to the public the image of the College as being keen to assist wherever possible, and committed to the highest standards of delivery and service.

Equality and Diversity

West London College regards the promotion, embedding and effective implementation of the College Equality and Diversity Policy as a shared fundamental responsibility for all colleagues.

Safeguarding

West London College is committed to safeguarding and prioritising the welfare of children, young people and vulnerable adults and expects all staff to share this commitment at work.

What we offer

Our team is important to us, and we offer a wide range of benefits to recognise the hard work put into supporting our learners. As a member of the support team, you can access:

• Eye care vouchers
• Cycle to Work scheme
• Season ticket loan
• Computer loan
• Local Government Pension Scheme (LGPS)
• Continuous Professional Development
• Access to the Colleges Employee Assistance Programme (EAP)
• Discount at the college's on-site hair and beauty salon
• Access to Perkbox, our employee rewards and benefits platform

Important Information

The safety and welfare of our learners and staff are extremely important to us, so we pride ourselves on our safeguarding procedures. As part of our commitment to safeguarding, successful candidates will be subject to an enhanced Disclosure and Barring Service check.

Please note it is an offence to apply for this role if you are barred from engaging in regulated activities relevant to children. Please visit our website for further information about our Safeguarding and Prevent policy.

Please ensure you also include a supporting statement as part of your application. We may close the application deadline earlier than expected, so please ensure you submit your application as soon as possible.