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Provost Office Assistant (Maternity Cover)

Please Note: The application deadline for this job has now passed.

Role Introduction

The Governing Body of Eton College is known as ‘the Provost and Fellows’. It consists of a Provost (appointed by the Crown), a Vice-Provost, and ten other Fellows. The Provost attends to the good government of the college and exercises a general superintendence over the property and affairs of the college.  The Provost is Lord Waldegrave of North Hill, a former scholar of Eton and Oxford with a wide-ranging academic, political and business background.

The Office Assistant to the Provost provides administrative support to the Provost’s Secretary for a variety of functions in the Provost’s Office, primarily events. The key requirement is for someone who the Provost and the Secretary trust implicitly and who is capable of proactively planning and co-ordinating activities of the Provost’s Office. The Office Assistant will need to build excellent relationships with a range of internal and external stakeholders.

Please note, this position is a fixed term maternity cover, starting in December 2021. 

Main Duties

To provide proactive organisation and management of events arranged through the Provost’s Office

  • Researching addresses for guest lists
  • Issuing invitations
  • Creating spreadsheets of invitees to log replies and guest details
  • Noting special dietary requirements
  • Conveying details to caterer and florist
  • Creating place cards, menu cards, final guest lists, table plans etc.
  • Updating spreadsheets to record attendees (external guests and staff)
  • Logging information for entertainment returns
  • Meet and greet visitors at all levels of seniority

General Office Administration

  • Ordering invitations and office supplies
  • Sending maintenance requests to the Buildings department
  • Sending replies to invitations
  • Checking set up requirements for events in Election Hall
  • Filing and archiving
  • Understanding of office procedures in order to provide cover, if required
  • Dedication to developing strong external relationships and networks with key stakeholders
  • Commitment to equality, diversity & inclusion
  • Commitment to safeguarding and promoting the welfare of children

The Ideal Candidate

To be successful in this role, the incumbent should:

  • Be literate and numerate with experience of using Microsoft Office and databases, preferably in an events context
  • Have strong organisational skills and be able to prioritise their own workload
  • Have excellent attention to detail
  • Be self-motivated
  • Have the desire to work using their own initiative
  • Have a flexible, positive and proactive approach to the role
  • Be amenable and courteous
  • Show confidentiality and discretion
  • Be able to liaise effectively with a wide range of people, and to quickly develop relationships and effective networks with key stakeholders
  • Be flexible, including on hours

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

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, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sexual orientation or socio-economic background.

 

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

Eton College

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