Role Introduction

We are looking for an Office Assistant to support the Head Master’s PA on a fixed term maternity cover. The Head Master's Office Assistant will work closely with the PA to the Head Master to proactively plan and co-ordinate all activities of the Head Master’s Office.

The successful candidate will have the ability to build excellent relationships with a range of internal and external stakeholders and be someone who the Head Master and his PA trusts implicitly.

Main Duties

• Management of events arranged through the Head Master’s Office, as directed by the PA to the Head Master such as: producing and maintaining a calendar of events for the school year and updating internal departments as necessary; timely production and distribution of invitations, printed or otherwise; collating and acknowledging responses; sourcing and liaising with catering teams; sourcing and set up of venue to include place name cards, menu cards, table plans, flower arrangements, table decorations, pa systems, transport arrangements, running order of the event etc.
• Proactive management of incoming communications into the Head Master’s Office including emails, post, telephone enquiries etc.  Filtering, responding directly where appropriate and drafting responses where appropriate;
• Timely completion and return of Entertainment and Gift Returns to Finance;
• Arranging and booking venues for meetings and assemblies;
• Taking accurate minutes of meetings when required;
• Supporting the arrangement of travel and accommodation;
• Meeting and greeting visitors at all levels of seniority;
• Ensuring the timely distribution of birthday cards to all boys and staff;
• Maintaining all office systems including data management and reliable and efficient filing;
• Ordering and maintaining stationery and office equipment.

The holder of this post may be asked to perform other related duties to meet the on-going needs of the Head Master’s Office and the College. As such, the role may evolve and duties may be amended, in consultation with the post-holder, to allow for changes to the protocols by which the College functions.

The Ideal Candidate

• Excellent communication skills (both verbal and written);
• Very strong organisation and planning skills with excellent attention to detail;
• Problem solving skills;
• The ability to work effectively with others;
• A calm and confident manner, especially in a crisis;
• Efficiency and initiative;
• Integrity, honesty and reliability;
• High levels of motivation, resilience and energy;
• Confidentiality, discretion, tact and empathy;
•  Self-awareness and willingness to learn;
• A sense of humour.

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, free eyecare vouchers, a cycle to work scheme, subsidised lunches during term time, free access to the College’s sport and leisure facilities and discounts at local retailers and businesses.

About the College

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 checks with past employers and an Enhanced Disclosure from the Disclosure and Barring Service.

We are committed to creating and sustaining an environment that values and celebrates the diversity of both staff and pupils. We believe in equal opportunity for everyone, irrespective of age, disability, gender, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sexual orientation or socio-economic background.

Eton College