Role Introduction

The Secretary to the Vice-Provost provides crucial support to the Vice-Provost in their activities both in and outside Eton through diary management and providing secretarial and administrative support. This includes correspondence, minute taking, dealing with telephone calls and emails, management of events, guest lists and invitations and receiving visitors.  A key requirement for this role is for someone who the Vice-Provost trusts implicitly and who is capable of proactively planning and managing his workload and diary in what will inevitably be a busy and close professional relationship. You will need to build excellent relationships with a wide range of internal and external stakeholders.

(Please note - if you wish to combine this position with an existing part time role, there may be flexibility on how these hours could be worked. This can be discussed at interview).

Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.

Main Duties

• Ensure the proactive management of incoming communications into the Vice-Provost’s Office, which include, but are not limited to, email, post and telephone enquiries. This includes filtering communications, drawing attention to urgent or time-bound issues, drafting responses and responding directly where appropriate; 
• Manage the Vice-Provost’s diary, ensuring they are aware of their commitments and are well prepared – e.g. they have all necessary paperwork required for meetings;
• Liaison with key individuals and offices within Eton: Fellows, The Provost, Head Master’s Office, The Bursar’s Office, members of teaching staff, Old Etonians, Eton families and friends, and College Collections Team;
• Management of guest lists and invitations, for Lunches and Dinners both in the Vice-Provost’s Lodge, or other venues as required; full co-ordination of catering and communicating with guests for their arrangements and requirements;
• Management of large individual events such as Memorial Services, OE Remembrance Service, Annual or biannual events such as the Gladstone Lecture/Dinner; and Retired Staff Tea Party ensuring catering is fully organised together with security, parking and aspects involved in the co-ordination of large numbers of visitors;
• Co-ordination of Meetings and liaising with Fellows, External Visitors and Internal Staff for Heritage Meetings (Collections, Historic and Landscape), and Regulatory and Compliance Committee.  Preparation of papers and distribution and minute taking where required;
• EPET: Co-ordination of Eton Porny Parish Trust Grant allocations. Liaising with Head Teachers of local schools, collate Applications and circulate to the committee, arrange and facilitate the Committee meetings, and all paperwork involved in the awards given and distribution of Funds;
• Fourth of June: Issue of invitation to all staff with young children and administration of tickets, to watch the procession of boats on the fourth of June from Fellows Eyot, on behalf of the Vice-Provost, liaising with grounds department and security for the set up;
• Commitment and promotion of equality, diversity and inclusion;
• All positions at Eton are classed as ‘regulated activity’ as per the Keeping Children Safe in Education 2021 guidance, therefore a good understanding of safeguarding procedures is essential;
• Commitment to safeguarding and promoting the welfare of children, including by not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood;
• Understand and comply with procedures and legislation relating to confidentiality. 

For full details, please see attached job description.

The Ideal Candidate

To be successful in this role, you will need:

• Demonstrable prior experience working in a secretarial or administrative role;
• A minimum of Intermediate level expertise in the Microsoft Office suite of applications, with particular strengths using Outlook, Word, and Excel;
• The proven ability to successfully manage a variety of competing priorities whilst ensuring that nothing ‘slips through the cracks’;
• Excellent communications skills (both written and verbal) with the ability to flex your style depending on the needs of the audience;
• A willingness to ‘muck in’ and support with whatever tasks are required;
• A flexible approach to completing the task in hand occasionally after the end of a normal working day;
• The proven ability to produce accurate documentation, including letters and emails place cards, menus, and table plans;
• A high level of discretion;
• Tact and diplomacy, and the ability to communicate with all levels across the College, parents and others from outside the College.
• Experience of taking minutes;
• A naturally positive, confident and proactive approach;
• The ability to prioritise and work well under pressure.

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.

If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on recruitment@etoncollege.org.uk so we can make adjustments accordingly. 

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 reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service and, where applicable, a Barred List, Prohibition and EEA checks. 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