Executive Officer: Projects and Planning

• Hybrid role – two / three days per week office based in South West London, remaining time remote *

PURPOSE OF ROLE

Working to the Director of College Administration, the Executive Officer: Projects and Planning will provide high-level project management and administrative support to the Head of College and Director of College Administration’s offices, ensuring the delivery of an effective and efficient strategic management function.

With experience of operating at a strategic level, the postholder will be responsible for planning, managing and maintaining the administration of the College Executive Group and other key College meetings. Taking a lead on tracking the implementation of our strategic annual operating plans and other College projects the role will demand effective project planning and management, report writing and research skills.

Duties And Responsibilities

Leadership and co-ordination

• To act as the first point of contact for the College executive function.
• To manage the scheduling of College management meetings, including determining an annual cycle of activities to be addressed, setting agendas, overseeing the preparation and distribution of supporting papers, recording the outcome of each meeting and tracking and ensuring agreed follow-up actions are undertaken.
• To provide comprehensive support to the Head of College and Director of College Administration and project management support for a range of College projects.
• Drafting, monitoring and tracking of the strategic Annual Operating Plan, collating regular reports to be reviewed by the Executive Group.
• To work with the team on the drafting, development, monitoring and tracking of other college plans, collating regular reports to be reviewed by the Executive Group.
• To plan and deliver College events including communication, operational oversight and evaluation of the activity.

Communication

• To assist with the delivery of a high standard and diverse programme of communications.
• To assist with planning and delivery of meetings, events and projects.
• To coordinate engagement plans including organising meetings, roundtables and consultations, specifically liaising with industry, public and third sector partners.
• To produce high quality visual material including the design and delivery of presentations, research, monitoring and evaluation.
• To undertake desk-based research, including preparation of plans, projects and data analysis to prepare any internal and external reports.
• To maintain records of project information and documents including database and contact management records.
• To prepare written communications on projects.
• To develop and maintain efficient evaluation/measuring systems in order to report on specific projects and workstreams keeping appropriate partners, and wider networks informed.

Operational

• To work with the Executive Support Team to plan and prioritise workloads, ensuring that deadlines are met, work is appropriately distributed and that there is adequate cover for unexpected activity and absences.
• Draft and send all-staff communications on behalf of senior role holders.
• To establish and ensure the maintenance of systems for key areas of activity including: committees; calendar; senior management rota / cover arrangements; organisational charts; distribution lists; staff handbook etc.
• To liaise with the College’s Public Engagement and Communications & Marketing teams to coordinate events such as staff meetings, away days, retirement/leaving events and private view receptions and working with others on their delivery as appropriate.

PERSON SPECIFICATION

• Demonstrable knowledge, and experience, of project management methodology.
• Advanced knowledge of Microsoft Word, Excel and PowerPoint and advanced level of digital and data literacy.
• Experience of working in a higher education setting and knowledge of issues relating to Higher Education administration.
• Experience of working in a busy office environment, with excellent administration skills and experience of using administration systems, setting up systems and protocols, scheduling and database management.
• Experience of project and information management and use of planning tools.
• Experience of servicing high-level board and committee meetings.
• Experience of managing stakeholder engagement with both internal and external partners at a senior level.
• Experience of conducting primary and secondary research and using the internet as a source for gathering relevant research information.
• Communicates effectively orally and in writing adapting the message for a diverse audience in an inclusive and accessible way.
• Excellent report writing skills, ensuring accuracy of qualitative and quantitative information.
• Excellent influencing skills Leadership and Management Motivates and leads a team effectively, setting clear objectives to manage performance.
• Ability to plan and generate training and development opportunities to meet team members’ current and future learning needs, evaluating outcomes and putting learning into practice.
• Proven ability to undertake effective appraisals, evaluating performance and efficiency.
• Plans, prioritises and organises work to achieve objectives on time.
• Works collaboratively in a team and where appropriate across or with different professional groups.
• Proven track record of working as a self-starter, using initiative or creativity to resolve complex problems and demonstrating a commitment to continuous improvement of processes and systems.

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.