Eton College
Windsor, Berkshire
The Executive Assistant, known internally as the Curriculum Office Personal Assistant (PA) and Manager, works as part of the Curriculum Office team. They will be required to provide PA and secretarial support to the Deputy Head (Curriculum) (DHC) and two Director-level members of their team. In addition, they will manage the Curriculum Office which will involve preparation of letters, reports and data, general administration, and dealing with a wide range of people. This is a fast-paced, demanding, role which requires you to remain 'one step ahead' of the DHC's day-to-day activities, whilst juggling other priorities in the Curriculum Office. First stage Teams interviews will be held on Thursday 10th July Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply. Main Duties Managing the diary of the DHC and two other Director-level positions, ensuring they are aware of their commitments and are well prepared - e.g. they have all necessary documents they need for their meetings, they have attended relevant pre-meetings where necessary etc. Preparing meeting agendas, taking accurate minutes of meetings, and supporting the DHC and their team with any action points. Writing first drafts of letters, reports and presentations for the DHC and the wider Curriculum Office. Providing general administrative support, such as typing reports, amending documents and policies, creating presentations, proofreading paperwork etc. Supporting the Curriculum Office with the Curriculum Staff appraisal systems and working with the Academic Data Analyst in preparing appraisal documentation using Microsoft Power BI. Supporting the Curriculum Office with administration associated with the Graduate Teacher Development Programme. Assisting the DHC with the production of publicity material (printed and online) about the academic life of the school. This may include drafting documents and working closely with the Communications Team where relevant. Supporting the Curriculum Office with the analysis of data, for example, data relating to workload across the teaching population at the College and writing up recommendations that are informed by this data. Proactive management of all incoming communications into the Curriculum Office which include, but are not limited to, email, post and telephone enquiries. You will be required to filter communications, draw attention to urgent or time-bound issues, draft responses and respond directly where appropriate. Meeting and greeting all visitors at various levels of seniority, providing refreshments where necessary. Managing expenses for the Curriculum Office. Undertaking regular filing, ensuring there is an effective filing system in operation at all times. Maintaining all relevant office systems, including data management, and ensuring the office facilities are in order to enable the efficient functioning of the Curriculum Office. This includes ordering and maintaining stationery, toner and office equipment. Working closely with the other PAs to ensure the senior management of the school have appropriate administrative support in place at all times. Undertaking any other reasonable tasks as requested to ensure the effective running of the Curriculum Office and school as a whole. All employees of Eton College are also expected to: Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as 'regulated activity'. Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures and ensuring any safeguarding updates issued by the College are read and understood. Understand and comply with procedures and legislation relating to confidentiality. Display a commitment to and promotion of equality, diversity and inclusion. The Ideal Candidate To be successful in this role, you will need: Demonstrable prior experience working in an Executive Assistant or Personal Assistant role within a fast-paced organisation. If you also have experience as a supporting more than one individual, this would be particularly advantageous. Advanced level expertise in the Microsoft Office suite of applications is essential, with particular strengths using Outlook, Word, and Excel. Experience of working with Microsoft Power BI is desirable, and if not then a willingness to learn how to use Microsoft Power BI is essential. The proven ability to write reports, and to produce accurate documentation, including letters and emails, with the ability to proof-read and edit others' work. Experience of analysing data and drafting reports based on findings from this data. The proven ability to successfully manage a variety of competing priorities whilst ensuring that nothing 'slips through the cracks'. Experience of taking minutes; shorthand would be desirable. You may also enjoy this role if: You have a 'can-do' attitude - you love getting stuck in and you're not phased by a heavy volume of work and fast changing priorities. You're flexible - you'll have to juggle lots of competing tasks, so you'll enjoy having lots of different things on the go, and you're able to organise your time and to prioritise your to do list so nothing slips through the cracks. You have an eye for detail - you will be writing letters and reports for the Curriculum Office as well as proof-reading, and attention to detail will be vital. You're a great communicator - you enjoy engaging with a variety of different people, and you have excellent written and verbal communication skills. Benefits Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the College's sport and leisure facilities and discounts at local retailers and businesses. About the College We are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds. We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation or socio-economic background. If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on so we can make adjustments accordingly. DISCLOSURE CHECKS Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online search and, where applicable, Prohibition checks. If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as "spent" under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College.
The Executive Assistant, known internally as the Curriculum Office Personal Assistant (PA) and Manager, works as part of the Curriculum Office team. They will be required to provide PA and secretarial support to the Deputy Head (Curriculum) (DHC) and two Director-level members of their team. In addition, they will manage the Curriculum Office which will involve preparation of letters, reports and data, general administration, and dealing with a wide range of people. This is a fast-paced, demanding, role which requires you to remain 'one step ahead' of the DHC's day-to-day activities, whilst juggling other priorities in the Curriculum Office. First stage Teams interviews will be held on Thursday 10th July Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply. Main Duties Managing the diary of the DHC and two other Director-level positions, ensuring they are aware of their commitments and are well prepared - e.g. they have all necessary documents they need for their meetings, they have attended relevant pre-meetings where necessary etc. Preparing meeting agendas, taking accurate minutes of meetings, and supporting the DHC and their team with any action points. Writing first drafts of letters, reports and presentations for the DHC and the wider Curriculum Office. Providing general administrative support, such as typing reports, amending documents and policies, creating presentations, proofreading paperwork etc. Supporting the Curriculum Office with the Curriculum Staff appraisal systems and working with the Academic Data Analyst in preparing appraisal documentation using Microsoft Power BI. Supporting the Curriculum Office with administration associated with the Graduate Teacher Development Programme. Assisting the DHC with the production of publicity material (printed and online) about the academic life of the school. This may include drafting documents and working closely with the Communications Team where relevant. Supporting the Curriculum Office with the analysis of data, for example, data relating to workload across the teaching population at the College and writing up recommendations that are informed by this data. Proactive management of all incoming communications into the Curriculum Office which include, but are not limited to, email, post and telephone enquiries. You will be required to filter communications, draw attention to urgent or time-bound issues, draft responses and respond directly where appropriate. Meeting and greeting all visitors at various levels of seniority, providing refreshments where necessary. Managing expenses for the Curriculum Office. Undertaking regular filing, ensuring there is an effective filing system in operation at all times. Maintaining all relevant office systems, including data management, and ensuring the office facilities are in order to enable the efficient functioning of the Curriculum Office. This includes ordering and maintaining stationery, toner and office equipment. Working closely with the other PAs to ensure the senior management of the school have appropriate administrative support in place at all times. Undertaking any other reasonable tasks as requested to ensure the effective running of the Curriculum Office and school as a whole. All employees of Eton College are also expected to: Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as 'regulated activity'. Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures and ensuring any safeguarding updates issued by the College are read and understood. Understand and comply with procedures and legislation relating to confidentiality. Display a commitment to and promotion of equality, diversity and inclusion. The Ideal Candidate To be successful in this role, you will need: Demonstrable prior experience working in an Executive Assistant or Personal Assistant role within a fast-paced organisation. If you also have experience as a supporting more than one individual, this would be particularly advantageous. Advanced level expertise in the Microsoft Office suite of applications is essential, with particular strengths using Outlook, Word, and Excel. Experience of working with Microsoft Power BI is desirable, and if not then a willingness to learn how to use Microsoft Power BI is essential. The proven ability to write reports, and to produce accurate documentation, including letters and emails, with the ability to proof-read and edit others' work. Experience of analysing data and drafting reports based on findings from this data. The proven ability to successfully manage a variety of competing priorities whilst ensuring that nothing 'slips through the cracks'. Experience of taking minutes; shorthand would be desirable. You may also enjoy this role if: You have a 'can-do' attitude - you love getting stuck in and you're not phased by a heavy volume of work and fast changing priorities. You're flexible - you'll have to juggle lots of competing tasks, so you'll enjoy having lots of different things on the go, and you're able to organise your time and to prioritise your to do list so nothing slips through the cracks. You have an eye for detail - you will be writing letters and reports for the Curriculum Office as well as proof-reading, and attention to detail will be vital. You're a great communicator - you enjoy engaging with a variety of different people, and you have excellent written and verbal communication skills. Benefits Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the College's sport and leisure facilities and discounts at local retailers and businesses. About the College We are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds. We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation or socio-economic background. If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on so we can make adjustments accordingly. DISCLOSURE CHECKS Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online search and, where applicable, Prohibition checks. If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as "spent" under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College.
University of Glasgow
Glasgow, Renfrewshire
Job Purpose The Learning and Teaching Administrator will deliver the underpinning administrative tasks associated with key initiatives that directly impact the undergraduate and postgraduate taught student journey. This will involve providing information, advice, and front-line service to prospective, new, and continuing students, and to support academic staff and professional services colleagues involved in teaching administration. Working collaboratively with colleagues across the College of Science and Engineering, the post holder will be responsible for key student support activities and process improvements that will enhance the student experience and environment for students. Main Duties and Responsibilities The main duties and responsibilities listed below provide an indication of the generalist scope of tasks associated with a role of this nature within the College of Science and Engineering. Specific duties and responsibilities for the role may vary locally dependent on School placement and/or calendar specific priorities but may include: 1. Provide comprehensive end to end administrative support for the College/ School'sportfolio of Undergraduate / postgraduatetaught courses. This will include the maintenance and accuracy of course documentation and specifications, in consultation with academic staff. 2.Take a lead role in the administration of examinations and the publication of results. This will include the preparation of exam papers ensuring the moderation process is followed; uploading exam papers to relevant portal(s), the design and processing of exam scripts, servicing of exams whether in exam venues or online, clerking the Board of Examiners, liaising with external examiners, and preparing all information required by them for pre-exam board scrutiny. 3. Assist with the recruitment and registration process of School Extended workforce (Demonstrators and Graduate Teaching Assistants) and associated administration of the allocation of work and processing/verification of timesheets as required throughout the academic year. 4.Be responsible for the coordination of student mobility activity including study abroad and exchanges, placements, and field classes. Work closely with academic members of staff, students and suppliers on course matching, progression and monitoring, compliance with budget and financial processes and keeping student records up to date. 5. Support registration and enrolment of undergraduate and postgraduate students, updating MyCampus as required to ensure all students are fully registered. Proactively resolve enquiries in a timely manner and provide excellent customer service. 6. Deliver the administration associated with attendance monitoring of international students, with responsibility for ensuring effective communication with Registry on up-to-date UK Visa & Immigration (UKVI) policy and developments. 7.Be responsible for the timely collection of student work samples for use by the appointed External Examiners and Accreditation bodies (where relevant). 8.Attend and clerk internal School meetings, including Staff Student Liaison Committees and Subject Committees. 9. Using judgement, in a proactive way, deliver a quality service to students: answering queries, providing information and guidance, resolving issues and allaying concerns as they arise. 10. Actively contribute ideas and initiatives that ensure an excellent student experience for the taught student community across the College. 11. Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience and participate in wider improvement projects. 12. Undertake any other reasonable duties that the Line Manager or Head of Professional Services may request in pursuit of excellence in administrative services. Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential: A1 Scottish Credit and Qualification Framework level 7(Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role. Desirable: B1 Knowledge of administrative and procedures within a governance or legislative framework. B2 Understanding of university systems and structures, in particular learning and teaching B3 Knowledge of the University of Glasgow's key business systems supporting learning and teaching, such as MyCampus, Moodle and Evasys. Skills Essential: C1 Able to ensure adherence to policies, procedures and administrative frameworks. C2 Able to ensure effective and efficient processing of tasks and activities relating to people and data, and to ensure they comply with policies, procedures and administrative systems. C3 Able to work independently with minimal supervision, be proactive, use initiative and resolve problems to deliver an excellent service. C4 Excellent interpersonal and communication skills (verbal and written), demonstrating tact, diplomacy and discretion, and the ability to deal with a wide range of stakeholders. C5 Excellent time management and planning skills, and a proven ability to prioritise workload, multi-task, and work to deadlines. C6 Ability to work as part of a team, make positive contributions to the College Office and schools, and deliver excellent support to students and staff. C7 Ability to deliver high levels of accuracy, attention to detail and professionalism. C8 Excellent IT skills, covering the Microsoft Office suite (Access / Excel / Outlook / PowerPoint / Word). Experience Essential: E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). E2 Experience of delivering high quality administrative support services to a variety of stakeholders with differing requirements and expectations. E3 Experience of ensuring that delivery of administrative support complies with organisational policies, procedures, and timescales. E4 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues. E5 Experience of working in a multi-tasking environment while meeting deadlines, anticipating and meeting stakeholder needs. E6 Experience of working in and contributing to the effectiveness of the wider team while also meeting own goals and objectives. E7 Experience of working with and handling large volumes of administrative data, records and information. Desirable: F1 Experience of working within the Higher Education sector supporting learning and teaching activities. F2 Experience of delivering administrative support services within a compliance and governance framework. Terms and Conditions Salary will be Grade 5, £26,038 - £30,505 per annum. This post is full time (35 hours per week) and open ended (permanent). Closing Date: 26 February 2025 at 23:45
Job Purpose The Learning and Teaching Administrator will deliver the underpinning administrative tasks associated with key initiatives that directly impact the undergraduate and postgraduate taught student journey. This will involve providing information, advice, and front-line service to prospective, new, and continuing students, and to support academic staff and professional services colleagues involved in teaching administration. Working collaboratively with colleagues across the College of Science and Engineering, the post holder will be responsible for key student support activities and process improvements that will enhance the student experience and environment for students. Main Duties and Responsibilities The main duties and responsibilities listed below provide an indication of the generalist scope of tasks associated with a role of this nature within the College of Science and Engineering. Specific duties and responsibilities for the role may vary locally dependent on School placement and/or calendar specific priorities but may include: 1. Provide comprehensive end to end administrative support for the College/ School'sportfolio of Undergraduate / postgraduatetaught courses. This will include the maintenance and accuracy of course documentation and specifications, in consultation with academic staff. 2.Take a lead role in the administration of examinations and the publication of results. This will include the preparation of exam papers ensuring the moderation process is followed; uploading exam papers to relevant portal(s), the design and processing of exam scripts, servicing of exams whether in exam venues or online, clerking the Board of Examiners, liaising with external examiners, and preparing all information required by them for pre-exam board scrutiny. 3. Assist with the recruitment and registration process of School Extended workforce (Demonstrators and Graduate Teaching Assistants) and associated administration of the allocation of work and processing/verification of timesheets as required throughout the academic year. 4.Be responsible for the coordination of student mobility activity including study abroad and exchanges, placements, and field classes. Work closely with academic members of staff, students and suppliers on course matching, progression and monitoring, compliance with budget and financial processes and keeping student records up to date. 5. Support registration and enrolment of undergraduate and postgraduate students, updating MyCampus as required to ensure all students are fully registered. Proactively resolve enquiries in a timely manner and provide excellent customer service. 6. Deliver the administration associated with attendance monitoring of international students, with responsibility for ensuring effective communication with Registry on up-to-date UK Visa & Immigration (UKVI) policy and developments. 7.Be responsible for the timely collection of student work samples for use by the appointed External Examiners and Accreditation bodies (where relevant). 8.Attend and clerk internal School meetings, including Staff Student Liaison Committees and Subject Committees. 9. Using judgement, in a proactive way, deliver a quality service to students: answering queries, providing information and guidance, resolving issues and allaying concerns as they arise. 10. Actively contribute ideas and initiatives that ensure an excellent student experience for the taught student community across the College. 11. Contribute to a culture of continuous improvement through identifying and supporting the implementation of process improvements to enhance the student and staff experience and participate in wider improvement projects. 12. Undertake any other reasonable duties that the Line Manager or Head of Professional Services may request in pursuit of excellence in administrative services. Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential: A1 Scottish Credit and Qualification Framework level 7(Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role. Desirable: B1 Knowledge of administrative and procedures within a governance or legislative framework. B2 Understanding of university systems and structures, in particular learning and teaching B3 Knowledge of the University of Glasgow's key business systems supporting learning and teaching, such as MyCampus, Moodle and Evasys. Skills Essential: C1 Able to ensure adherence to policies, procedures and administrative frameworks. C2 Able to ensure effective and efficient processing of tasks and activities relating to people and data, and to ensure they comply with policies, procedures and administrative systems. C3 Able to work independently with minimal supervision, be proactive, use initiative and resolve problems to deliver an excellent service. C4 Excellent interpersonal and communication skills (verbal and written), demonstrating tact, diplomacy and discretion, and the ability to deal with a wide range of stakeholders. C5 Excellent time management and planning skills, and a proven ability to prioritise workload, multi-task, and work to deadlines. C6 Ability to work as part of a team, make positive contributions to the College Office and schools, and deliver excellent support to students and staff. C7 Ability to deliver high levels of accuracy, attention to detail and professionalism. C8 Excellent IT skills, covering the Microsoft Office suite (Access / Excel / Outlook / PowerPoint / Word). Experience Essential: E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). E2 Experience of delivering high quality administrative support services to a variety of stakeholders with differing requirements and expectations. E3 Experience of ensuring that delivery of administrative support complies with organisational policies, procedures, and timescales. E4 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues. E5 Experience of working in a multi-tasking environment while meeting deadlines, anticipating and meeting stakeholder needs. E6 Experience of working in and contributing to the effectiveness of the wider team while also meeting own goals and objectives. E7 Experience of working with and handling large volumes of administrative data, records and information. Desirable: F1 Experience of working within the Higher Education sector supporting learning and teaching activities. F2 Experience of delivering administrative support services within a compliance and governance framework. Terms and Conditions Salary will be Grade 5, £26,038 - £30,505 per annum. This post is full time (35 hours per week) and open ended (permanent). Closing Date: 26 February 2025 at 23:45
