UCAS - DRAFT JOB DESCRIPTION

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					                                                               Private and Confidential


                                UCAS - JOB DESCRIPTION
JOB TITLE:                         Executive Officer to the Chief Executive
DEPARTMENT:                        Chief Executive’s Office
POSTHOLDER:
GRADE:                               5
REPORTS TO (JOB TITLE:               Chief Executive
ROLE SUMMARY

To provide support for the Chief Executive in relation to external relationships, corporate
events and his public and external roles. To provide support to the Chief Executive in fulfilling
his policy making and executive functions.


AUTHORITY LEVEL

General

The Executive Officer is responsible for:

   1. Day to day management of the Chief Executive’s Office on behalf of the Chief
      Executive.
   2. Management and co-ordination of the Company’s corporate social responsibilities and
      activities.
   3. Planning and co-ordination of events for the Chief Executive and UCAS relating to the
      wider HE and business communities.
   4. Representing the Chief Executive and UCAS as appropriate, both internally and
      externally.

Financial

   1. Management of the CEO Departmental budget of up to £500,000.


Staff

   1. Line management of Executive Officer’s Secretary.


ORGANISATIONAL STRUCTURE

Below is an organisational chart showing where the job sits within the department.
                                       Private and Confidential


                     Chief Executive
                    Anthony McClaran




Executive Officer                          Adm inistrative and
                                        Personal Assistant to the
                                            Chief Executive
                                              Helen Smith



   Secretary                             Adm inistrative Support
  Jan Wathen                                     Officers
                                               Fiona Ford
                                               Sally Teakle
                                          Charlotte Easterbrook
                                                                    Private and Confidential

KEY ACCOUNTABILITIES                                 KEY PERFORMANCE INDICATORS

1. Day to day management of the Chief                Timely product of outputs to agreed timetable.
   Executive’s office on behalf of the Chief
   Executive to include:                             Reliable attendance at and contribution
   Preparation and monitoring of departmental       to relevant meetings.
    budget
   Preparation of and monit oring of progress       Departmental budget, operating plan,
    against the departmental operational plan and    PPPs/PPRs, risk assessments and
    risk register                                    monthly meetings all delivered
   Ensuring departmental compliance with all        according to corporate and
    company HR and other practices, policies and     departmental schedules.
    procedures.
   Chairing departmental meetings.
   Representing the CEO on cross-company
    working groups

2.    Management and co-ordination of the            Sponsorship budget agreed and distributed in
      company’s corporate social                     accordance with Company policy.
      responsibilities and activities to
      include:                                       Appropriate representation at relevant local
    In conjunction with the Director of Business    events.
     Development, overseeing the development
     and implementation of the corporat e            Sound relationship with local community
     sponsors hip policy and budget.                 maintained for benefit of the Company and
    Managing invitations to and Company             individual employees.
     representation at community-based events.
    Acting as the UCAS contact for Business in
     the Community and local charities and
     community groups
    Overseeing the staff volunteering programme.

3. Planning and co-ordination events for
   the Chief Executive and UCAS in                   Delivery of events to an agreed plan
   relation to the wider HE and business             and schedule and within budget.
   communities to include:
   Maintenance of database of key contacts          Delivery of events to an agreed plan and
   Sourcing of venues, drawing up of guests lists   schedule, and within budget.
    and planning of events relating to the higher
    education community, the Gloucestershire         Positive feedback from those invited to UCAS
    business community, the                          events.
    Gloucestershire Millennium celebrations,
    the Cheltenham Festivals etc.                    Positive press/media coverage when
                                                     appropriate.

4. Representing the Chief Executive and
   UCAS as appropriate both internally and           Effective cont ribution to all meetings.
   externally.
                                                     Comprehensive briefings to Chief Executive on all
                                                     meetings attended.

                                                     Positive evaluation of contributions from UCAS
                                                     senior managers and key external stakeholders.
                                                          Private and Confidential


KEY SKILLS/QUALIFICATIONS/EXPERIENCE

 Management of self and others
 Self motivated with ability to lead and direct team to deliver objectives

 Events Management
 Experience of events preparation, co-ordination and management

 Business awareness
 Detailed knowledge of UCAS’ business functions and procedures with ability to
 use Corporate Business Plan to inform development of objectives

 Thorough knowledge of the UK HE business environment with ability to
 develop and maintain networks and relationships with external organisations

 Communication
 Excellent communication skills through all media, including ability to design and
 deliver presentations and choose appropriate methods and styles for particular
 audiences

 Excellent interpersonal skills with ability to use communication to develop rapport
 with, influence and promote commitment from colleagues and other contacts

 Excellent use of English with ability to communicate difficult subjects in a concise
 manner

 Ability to communicate accurately whilst being sensitive to confidentiality and politics
 within and without the Company

 Customer Focus
 Ability to ensure satisfactory resolution of issues and, where necessary, review
 procedures to ensure issues do not reoccur

 Results and quality focus
 Ability to monitor the effectiveness of procedures and make changes whilst being
 sensitive to their impact

 Planning and organisation
 Excellent knowledge of monitoring and reporting processes with the ability to
 produce concise, timely reports and, where necessary, to escalate issues

 Qualifications
 First degree and preferably a management qualification


 Experience
                                                         Private and Confidential


 Direct experience of working in a higher education institution and/or or a closely
 related field



SIGNATURE (Postholder):                                       DATE:

SIGNATURE (Manager):                                         DATE:

SIGNATURE (Human Resources):                                  DATE: