Bath & Wells Multi Academy Trust
Job Title: / Executive Assistant
Location: / Central team, Wells
Salary Range: / £20,661 - £23,398 (subject to job evaluation)
Reports To: / Chief Executive Officer
Full/part time / Part time. Term time only
The Aim of The Bath & Wells Multi Academy Trust:
To ensure that every school within the Trust provides an outstanding education for every child, rooted in its distinctively Christian ethos.
Bath & Wells Multi Academy Trust Mission Statement: John 10:10 ‘That they may have life, life in all its fullness’
The Bath & Wells Multi Academy Trust’s mission is to provide an education which is life-enhancing for every child. We promise an experience which is lovingly inclusive to all pupils.
Job Purpose
To provide comprehensive, efficient and confidential administrative support to the Chief Executive Officer (CEO) and Senior Leadership Team (SLT) of the Multi-Academy Trust.
Main Responsibilities and Duties
  • To provide a full personal secretarial, organisational and administrative support service to the CEO and SLT, including responsibility for maintaining confidential records and for other support to ensure the efficient running of the Trust.
  • Proactively maintain and monitor the CEO’s electronic diary, making appointments, co-ordinating appointments and ensuring overall effective allocation of time.
  • Manage the CEO’s e-mails, telephone calls and visitors including providing refreshments as required.
  • Organise travel and accommodation arrangements for the CEO as appropriate.
  • Exercise judgement in dealing with the CEO’s correspondence and telephone calls, responding to routine enquiries and drafting correspondence for the CEO’s approval. Answer non-routine queries appropriately, referring more complex and/or sensitive matters to the appropriate member of staff.
  • Manage the CEO’s communications including the Blog and website ensuring CEO messages and content are accurate, relevant and up to date.
  • To be conversant with the CEOs workload and actively support them in discharging their role.
  • To include acting on initiative to ensure the CEO has sound background knowledge of organisations, events, activities and individuals to assist them in their communications and interactions.
  • Prepare reports, compile and collate papers, information and statistics for meetings and reports.
  • Provide support for a range of meetings, including Trustee meetings.
  • To include the timely production and circulation of agendas, minute-taking, the noting of action points and following these up.
  • Support the Chair of the Board of Trustees with meeting arrangements and individual queries.
  • Develop excellent working relationships with all internal and external stakeholders, in particular the team Administrators, to help ensure an integrated approach across the organisation.
  • Develop and maintain effective administrative processes and records management systems.
  • Assist with the co-ordination and delivery of Trust events such as conferences and high profile visits.
  • Undertake projects and initiatives as directed by the CEO, including leading on small scale projects.

Supervision and Management
The postholder may supervise junior office staff such as an Apprentice Administrator. Additionally, s/he will be expected to coach and mentor more junior members of office-based staff.
Problem Solving and Creativity
To deal with changing and conflicting deadlines. Frequent interruptions to work, routines requiring response and resulting in reordering of task.
Key Contacts and Relationships
Daily contact with Chief Executive Officer; Senior Leadership Team; Trust Directors; Headteachers and external organisations such as the Bath & Wells Diocese to provide information.
Daily contact with team Administrators to ensure effective communication across different teams.
Decision Making
To deal with changing priorities relating to the work of the Chief Executive Officer and Senior Leadership Team.
To produce high quality documentation.
To work to deadlines and to prioritise own work to answer some non-routine queries and refer other matters to the appropriate member of staff.
Resources
General office equipment (e.g. laptop, photocopier, telephone)
Working Environment
Working in busy office with frequent use of IT & communications equipment, including attendance at meetings.
Travel to other sites may be an infrequent part of the role.

PERSON SPECIFICATION

Job Title: / Executive Assistant
Location: / Central team, Wells
KEY CRITERIA / ESSENTIAL / DESIRABLE
Qualifications and Experience /
  • Previous experience as an Executive Assistant or Personal Assistant to member(s) of a senior management team.
  • Significant work experience in an administrative capacity.
  • Experience of supporting senior level meetings.
  • Minimum level of qualification is 5 A*-C GCSE's or equivalent.
/
  • Experience of working in the Education sector.
  • Knowledge and experience of Sharepoint or other cloud-based applications.
  • Experience of supporting meetings including organising logistics, minute-taking and following up on agreed actions.

Knowledge /
  • Knowledge and experience of common IT applications including Microsoft Office.

Skills and Abilities /
  • Strong interpersonal, organisational and communication skills, to cope with a varied and frequently changing portfolio of work.
  • The postholder should show discretion and a professional approach.
  • The postholder should be able to treat matters with sensitivity and confidentiality.
  • Ability to work on own initiative and proven pro-active approach to work.
/
  • Ability to communicate confidently with a wide variety of stakeholders.

Work-related Personal Requirements /
  • Ability to work in busy office environment with frequent interruptions.

I agreed that I have read the job description which is fair and accurate statement of the requirement of the position:

Job Holder: …………………………………………………………. Date: …………………

Line Manager: ……………………………………………………… Date: …………………