Executive Assistant

Protocol; Greater London; On-site; GBP 36,000 - 39,000; Full time

Job summary

West London College is seeking an Executive Assistant to join the Data Protection & Information Governance team. You will work closely with the Data Protection Officer and Chief Operating Officer, providing executive and administrative support while coordinating data protection and information governance activities.

This is a full-time role (36 hours per week) based at Hammersmith Campus with hybrid working (1 day a week WFH).

Qualifications

• Highly organised with the ability to manage competing priorities and deadlines.
• Experienced administrator who can work independently and take ownership of tasks from start to finish.
• Confident handling confidential, sensitive and personal information.
• Strong written and verbal communication skills.
• Comfortable working with data, digital systems and large volumes of information.
• Able to build effective working relationships with colleagues and stakeholders at all levels.
• Discreet, dependable and able to exercise sound judgement when dealing with sensitive information.
• Proactive and solution-focused, with the ability to identify what needs to be done and follow matters through to completion.

Responsibilities

• Coordinate and administer FOI requests and data protection rights requests, including SARs, ensuring deadlines are met.
• Manage shared information-rights inboxes, liaising with colleagues to gather information and support timely responses.
• Handle personal, confidential and sensitive information with discretion and in line with College policies and legal requirements.
• Support the Data Protection Officer with administration of the College's data protection responsibilities.
• Support secure processing, storage, retrieval, retention and disposal of information in line with governance and data protection requirements.
• Support effective management and retrieval of College records, electronic and paper-based.
• Use e-discovery and information management systems (Google Vault, Microsoft Purview) to support records management and audit readiness.
• Maintain high standards of confidentiality, data integrity and information security across Executive and College records.

Skills

Highly organized

Attention to detail

Independent worker

Confidential data handling

Communication skills

Data & digital systems

Relationship building

Proactive & solution-focused

Tools

Google Vault

Microsoft Purview

Job description

Executive Assistant - Data Protection & Information Governance

£35,827 - £38,754 per annum

Full time | 36 hours per week | Hammersmith Campus | Hybrid (1 day a week WFH)

About the Role

We are looking for an organised, proactive and highly capable Executive Assistant to join our Executive Services team at West London College.

Working closely with the Data Protection Officer and Chief Operating Officer, you will provide executive and administrative support while coordinating key data protection and information governance activities.

This is an excellent opportunity for someone who enjoys working with confidential information, managing competing priorities and ensuring work is completed accurately and on time.

Responsibilities

Data Protection & Information Governance

• Coordinate and administer Freedom of Information (FOI) requests and data protection rights requests, including Subject Access Requests (SARs), ensuring statutory and internal deadlines are met.
• Manage shared information-rights inboxes, liaising with colleagues across the College to gather information and support accurate, timely responses.
• Handle personal, confidential and sensitive information with discretion and in line with College policies and legal requirements.
• Support the Data Protection Officer with the administration of the College's data protection responsibilities.
• Support the secure processing, storage, retrieval, retention and disposal of information in line with information governance and data protection requirements.
• Support the effective management and retrieval of College records, including electronic and paper-based documentation.
• Use e-discovery and information management systems, including Google Vault and Microsoft Purview, to support records management, information retrieval and audit readiness. Full training will be provided.
• Maintain high standards of confidentiality, data integrity and information security across Executive and College records and communications.

Executive Office Support

• Provide effective administrative support to the Data Protection Officer, Chief Operating Officer and wider Executive Team.
• Monitor and coordinate requests and important matters from internal and external stakeholders, ensuring information is communicated accurately and actions are followed up.
• Prepare, organise and maintain correspondence, documents and records, ensuring information is appropriately filed and readily accessible.
• Liaise confidently and professionally with colleagues and external contacts, handling sensitive matters with tact and discretion.
• Support the coordination, production and distribution of the termly College magazine, including liaising with contributors, collating content and managing deadlines.

About you:

We are looking for someone who is:

• Highly organised, with excellent attention to detail and the ability to manage competing priorities and deadlines.
• An experienced administrator who can work independently and take ownership of tasks from start to finish.
• Confident handling confidential, sensitive and personal information.
• A clear and professional communicator, with strong written and verbal communication skills.
• Comfortable working with data, digital systems and large volumes of information.
• Able to build effective working relationships with colleagues and stakeholders at all levels.
• Discreet, dependable and able to exercise sound judgement when dealing with sensitive information.
• Proactive and solution-focused, with the ability to identify what needs to be done and follow matters through to completion.

Desirable experience

Experience of any of the following would be advantageous:

• Data protection, GDPR or information rights.
• Freedom of Information (FOI) or Subject Access Requests (SARs).
• Information governance, records management or compliance.
• Google Vault, Microsoft Purview or similar information management systems.
• Working in a public sector, education, regulated or similarly complex environment.

Education sector experience is not essential. We are interested in candidates who can demonstrate strong transferable administrative, organisational, teamwork and information-handling skills.

Safeguarding of Children and Vulnerable Adults

In line with Keeping Children Safe in Education all employment offers are subject employment checks. These include (some of which are dependent on the role and the individual): Enhanced DBS including Children's Barred List check, DfE teaching/management Barred List check, on-line searches, overseas criminal record check, evidence of identity and Right to Work in the UK, satisfactory references, confirmation of medical fitness, evidence of relevant qualifications and a check of previous employment history.

The College is committed to safeguarding and promotes the welfare of all learners and expects its staff to share this commitment. You will be required to become familiar with the College's policies, and comply with the requirements to safeguard and protect the welfare of children and young people and vulnerable adults. All staff are asked to complete mandatory training in relation to KCSIE and other key areas, and to read the relevant policies.

Equality, Diversity and Inclusion

The College has a strong commitment to working towards the implementation of equality of opportunity in both service delivery and employment. The College's mission and strategic objectives directly support this aim. All employees are required to actively support the development, dissemination and implementation of this aim and related policies and programmes.