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Job Reference ST6377
Location Cardiff
Salary / Hourly Rate £23,625 per annum
Sector Assistant
Job Type Permanent
Details Full Time
Date Posted 4 Dec 2018

Job Description

Executive Assistant to the Chief Executive
£23,625 per annum
Permanent, Full Time

The successful candidate must facilitate all aspects of the Chief Executive’s work by:

• Providing an effective and timely diary management service;
• Proactively driving forward processes and actions on which the Chief Executive is leading;
• Organising and facilitating meetings;
• Drafting letters and papers and acting as first point of contact for the Chief Executive; and
• Providing Personal Assistant functions.


Working under the direction of the Chief Executive, the Executive Assistant will:

Support to Chief Executive

• Co-ordinate the Chief Executive’s diary, liaising with external parties on their behalf e.g. Welsh Government officials and Assembly Members, teaching unions, other educational organisations, other teaching councils, EWC Council members, Senior Management Team and officers;
• Be proactive in tracking the Chief Executive’s commitments and bringing forward items for their attention in a timely manner;
• Plan and diarise for discussion features of the Chief Executive’s work programme, including long-term cyclical processes e.g. Annual Report and Accounts;
• Organise regular diarised meetings (e.g. Senior Management Team Meeting, Welsh Government Progress Monitoring Meeting) as well as ad hoc meetings at the Chief Executive’s request;
• Co-ordinate above meetings by: liaising with external parties, canvassing for dates, booking venues, sending invitations, drafting agendas, collating and dispatching papers, taking minutes at meetings and following up agreed action points, as required;
• Facilitate the Chief Executive’s attendance at external meetings, including the management and prioritisation of invitations, the acquisition of relevant information and the preparation of papers and presentations;
• Attend external meetings with the Chief Executive and take notes, as requested;
• Provide other Personal Assistant functions, including: making travel and accommodation arrangements, meeting and greeting visitors, arranging refreshments and other practical arrangements as necessary;
• Produce initial drafts of letters, articles, speeches and PowerPoint presentations, as requested;
• Undertake research work on behalf of the Chief Executive, as requested;
• Act as a first point of contact for the Chief Executive via telephone, taking messages and answering queries from callers;
• Maintain an up-to-date filing system of Chief Executive correspondence and relevant publications; and
• Undertake any other duties as directed by the Chief Executive, as commensurate with the post and grade.

Support the work of Council

• Accompany and support the Council Secretary at external Council meetings;
• Cover work of the Council Secretary in their absence;
• Ensure compliance with relevant legislation including the Welsh language, Equality and General Data Protection regulations; and
• Support colleagues with arrangements for other EWC initiatives and events.

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St David Recruitment Services is an Employment Agency providing work-finding services to our clients, candidates and work-seekers. Our Company must process personal data so that we can provide these services and in doing so, the Company acts as a Data Controller.
As a candidate, you may provide personal details to our Company directly in CV form or via our website. Alternatively, we may collect them from another source such as a third party jobs board. As a business, we must have a legal basis for processing personal data and in turn providing work-finding services. In the event that you are a candidate who has formally registered with St David Recruitment Services, please be advised that personal data is processed on the legal basis of ‘Contractual Obligation;’ the processing is necessary for the performance of a contract. In all other instances, where we receive personal data via direct or indirect means, either supplied by yourself or obtained via a public forum, we process data on the basis of ‘Legitimate Interest;’ processing is necessary for the purposes of our legitimate interest to provide work-finding services.
St David Recruitment Services will only share personal data with clients who have authorised us to source prospective candidates for permanent or temporary employment. Specific company names will be disclosed in advance of any data being shared.
As a business, we will retain personal data only for as long as is necessary, on a secure CRM system. The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from the date of their creation or after the date on which we last provide work-finding services. Where applicable, we must also keep payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.
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