Executive Support Officer – £16.83ph - £19.18ph plus Hol Pay – South East London

  • Job Reference: 00000432-1
  • Date Posted: 11 May 2022
  • Recruiter: Gray & Associates
  • Location: London
  • Salary: £16.83 to £19.18 Per Hour
  • Sector: Higher Education & Charity
  • Job Type: Temporary
  • Contact: Leanne Sangster
  • Email: Leanne@grayagency.com

Job Description

Executive Support Officer – £16.83ph - £19.18ph plus Hol Pay – South East London
Start immediately to the end of July 2022 initially
Hybrid role – Monday – Wednesday campus based, Thursday and Friday remote

The Executive Support Officer play a key role in supporting a member of the Senior Management Team with their responsibilities for managing directorates, services and Schools (groups of academic departments). Alongside these personal assistant duties, Executive Support Officer provide assistance for a range of initiatives and projects housed within the Executive Office.

MAIN DUTIES
  • To provide comprehensive Personal Assistant support to a senior manager including managing diaries, arranging meetings, planning travel requirements etc.;
  • To efficiently organise meeting papers for the senior manager and to arrange briefings for meetings where required, ensuring that papers are received in good time;
  • To pro-actively coordinate activities or projects related to the responsibilities of any of those supported by the Executive Office;
  • To support and contribute to the delivery of frontline services – including making arrangements for and to receive visitors to the Executive Office;
  • To act as the first point of contact for enquiries to the Executive Office;
  • To maintain a helpful and efficient public image on behalf of the Executive team in all liaisons with other staff and in all communications and encounters with the public;
  • To assist with the incoming and outgoing correspondence, e.g. sorting, prioritising, preparation of routine replies and following up on actions;
  • To deal with the expense claims and other procedural requirements;
  • To be involved as directed in the organisation of high-profile College events, such as the annual staff conference;
  • In liaison with a Committee or Working Group Chair or Secretary, to prepare agenda, papers and minutes for meetings;
  • To provide cover for other team members, including supporting another senior manager as necessary;
  • Contribute to the ongoing planning and implementation of excellent services for the enhancement of the experience of those who are supported by and interact with the Executive Office;

PERSON SPECIFICATION
  • Experience of working in a Higher Education institution
  • Experience of working in a service-oriented function and dealing with people at all levels of an organisation
  • Experience of working in a supporting role to a senior manager, particularly to include experience of diary management and effective prioritisation
  • Experience of collecting and preparing data for formal reports or applications
  • Experience of organizing and delivering events
  • Proficiencies in Microsoft Office programmes, especially Word, Outlook and Excel
  • Ability to take comprehensive notes in meetings and to compile those notes into formal minutes of a meeting
  • Experience of software (e.g. databases) for supporting administrative processes
  • Ability to edit and update information on a web platform (e.g. CMS)
  • Ability to evaluate and analyse information and documentation
  • Ability to work both independently and as an active member of a diverse professional team
  • Reliable and punctual, with a proven ability to deal with a varied and complex workload

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.
Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.