EXECUTIVE SUPPORT MANAGER
Salary band: HEA Grade E
Location: The post is based in York.
Job purpose: The Executive Support Manager will lead the professional and administrative
support services provided by the Chief Executive’s Office to support the
governance and leadership of the HEA.
Principal To ensure the Executive receives proactive, high quality administrative support
Responsibilities that anticipates need and meets expectations.
To lead the development of improved and efficient office systems, including
service standards, standard operating procedures and document management.
To proactively manage and support the team administrators, liaising closely with
Executive members to ensure effective performance.
To manage and oversee the Chief Executive’s Office budget.
To manage and monitor Office performance against objectives.
To provide management level support to the Executive in a range of key HEA
processes, including the monitoring and analysis of management information to
inform Executive discussions.
To deal with non-routine, complex correspondence and issues on behalf of
members of the Executive, referring to matters to senior managers as
To lead the organisation of selected high profile events, including external dinners
and visits including the planning of appropriate meeting schedules and acting as
host on behalf of the HEA.
To lead the co-ordination of responses to any formal complaints in relation to
To ensure that members of the Executive are full appraised of key issues arising
during the course of day-to-day management.
To lead the provision of professional secretariat support to the decision making,
consultation and advisory processes of the HEA to meet all statutory
To provide guidance on strategy, policy and procedures to internal colleagues and
external stakeholders who seek advice from the Chief Executive’s Office.
To support the implementation of a risk management framework across the
organisation including the co-ordination and review of strategic risk at executive
level on a quarterly basis.
To support the Company Secretary in completing statutory returns to the higher
education funding councils, Companies House, Charity Commission and
Information Commissioner, including the preparation of narratives to
demonstrate public benefit and the work of the HEA Board of Directors on an
To lead the development of the use of new technology across the Chief
Executive’s Office in relation to administrative support and meeting
To supervise the preparation and publication of an annual calendar of meetings
and forward plan of key decisions and strategic discussions for the Executive.
To write, review, revise and implement corporate policies as appropriate in
consultation with the Company Secretary.
To review, recommend and implement improvements to working practices in
developing the relationship between governance and management and improving
To arrange and provide suitable cover across the team during periods of holiday
or sickness and authorise requests for leave as appropriate.
To maintain a good working knowledge and understanding of the work of the
HEA and the external environment in which it operates.
To ensure strict confidentiality is demonstrated when dealing with sensitive
Responsible to: Company Secretary
Responsible for: Line management of a team of three administrators and the Secretariat Support
Management of the Chief Executive’s Office budget, including the strategic
Working Internal – with Executive members, senior managers and colleagues across the
External – External stakeholders including, Vice-Chancellors and senior
managers in HEIs, funding bodies and owners, Companies House and the Charity
i) Context/ Environment
This role leads a team of professional support staff who support the governance, leadership and
management of the work of the HEA.
ii) Planning, Organising and Review
Work is allocated to the job holder via their line manager and members of the Chief Executive’s Office.
The job holder will work proactively under their own direction and with their line manager to plan how
to deal with their workload. The job holder’s work is reviewed through regular line management
Knowledge, A good standard of education, normally reflected in a graduate level
Skills & qualification.
Knowledge and experience of risk evaluation and management and its
application would be desirable.
Proven high level administrative, organisational and planning skills.
Successful experience of developing and introducing efficient
Experience of effectively supervising staff and their workloads.
Ability to manage, co-ordinate and prioritise individual work and that of
others in a demanding environment.
Excellent customer service skills.
A desire for high quality outcomes and the ability to achieve high
standards of work through others.
Experience of supporting senior staff within an organisation.
Self-reliant, proactive and able to take responsibility for defined areas of
work and display initiative in solving problems with minimal intervention,
support and guidance.
Aptitude to respond to a wide range of new areas of work.
Knowledge and understanding of corporate governance principles.
Knowledge of organisational decision making processes, preferably in
higher education or a public sector environment.
Ability to deputise for the Company Secretary if required.
An interest in the work of the HEA and the key issues affecting higher
education and the ability to understand the HEA’s strategic role within the
Ability to work under pressure and remain calm at all times.
Ability to work proactively and under own initiative.
Excellent attention to detail with an ability to see the ‘bigger picture’.
Ability to produce clear and concise information.
Excellent attention to detail.
Ability to work with discretion and respect confidential and sensitive
Interpersonal skills that promote effective team work across varying
functions, promoting integration.
Demonstration of a ‘can do’ approach and flexibility in responding to work
A range of IT skills.
Excellent verbal and written communication skills.
Ability to liaise with senior colleagues both internal and external to the
High standards of professionalism and integrity.