Job Description

Holiday entitlement is 24 days annually, building to a maximum of 30 days. This is in addition to 14 statutory and other days. The leave year runs from April – March. The successful candidate will be subject to a probationary period of 6 months

To assist the organization to achieve its vision and deliver its strategic objectives through:- Provision of a professional administrative support function to the Executive Team and Board. Provision of a professional service in relation to ICT, accommodation, facilities, human and other resources.

DUTIES:

ADMINISTRATIVE/SECRETARIAT SUPPORT TO THE EXECUTIVE TEAM AND BOARD

• To provide high quality administrative and secretariat support to the Executive Team, including diary and meeting management and other administrative tasks as required and acting as the point of contact for the Director and other members of the Executive Team;
• To facilitate internal communication (e.g. distribute information, schedule team meetings etc.);
• To support the work of the Executive Team by preparing regular reports as required;
• To arrange Board and Committee meetings and ensure timely distribution of agenda and Board / Committee papers.
• To provide high quality administrative and secretariat support to the Board and Committees, including taking minutes as required and being the point of contact for queries and information requests.

ADMINISTRATION SERVICES

• To develop and maintain administrative processes and systems to ensure the organization functions effectively and efficiently, and in line with agreed quality standards, including data protection.
• To be responsible for human resources administration and to oversee the on-boarding of new staff.
• To be responsible for developing policies and ensuring that policies are regularly updated.
• Work with the Executive Team in producing reports as required.
• Ensure agreed processes around finance are followed.
• Provide occasional backup to front of house services.

MANAGEMENT OF FACILITIES & ICT SUPPORT SERVICES

• Working with the Financial Controller in securing adequate accommodation to meet the requirements of staff and service users.
• Working with the Financial Controller in ensuring adequate insurance cover is provided for all employees/service users/visitors/contents and property.
• To support the Financial Controller in accurately identifying ICT/equipment needs of organization and ensure these are appropriately procured;
• To identify areas for improving facilities/ICT support services and bring any relevant issues to the attention of the Financial Controller.

DEVELOPING EFFECTIVE WORKING RELATIONSHIPS

• To create, develop and maintain effective internal working relationships.
• To create, develop and maintain effective working relationships with service users/external agencies and relevant stakeholders.
• To lead, facilitate and contribute to meetings/group discussions.

Required Knowledge, Skills, and Abilities

At least 5 GCSE’s (A*-C) including English and Math or equivalent. Competent in Microsoft packages (word, excel, PowerPoint). 3+ years in a PA / administrative support role. Experience of working with senior management / Directors. Proven ability to diary manage, minute take, organize travel & meetings. Strong stakeholder management experience, internally & externally. Ideally experience of working in a professional organization / environment.