About the role

This new role will be responsible for day-to-day management of the charity’s executive administration and related processes. Importantly, the post holder will also manage the Chief Executive’s diary and co-ordinate internal and external meetings.

Responsible for executive administration management on behalf of the Head of Office, the focus will be to: manage and maintain executive administration, ensuring this is effective and fit for purpose; efficiently and effectively manage the Chief Executive’s diary and meeting arrangements; arrange staff meetings and events; draft template letters and documents on behalf of the Head of Office and Chief Executive; communicate executive related information with staff in a way that is relatable and easy to absorb; and provide monthly reports on executive administration compliance levels.

The post holder will also work closely with the Head of Office to support them with the delivery of: equality, diversity, and inclusion [EDI] polices, initiatives and ways of working; recruitment of paid staff; and the charity’s internal wellbeing programme.

Dedicated to continuous improvement of executive administration services, you will be ensuring the Head of Office and Chief Executive are well supported in their everyday roles. As a motivated self-starter, your ability to think laterally and view administration management holistically will be critical. You will be highly interested in and committed to improving EDI and promoting employees’ mental health. Working at Executive level, you will be able to demonstrate the personal skills required to successfully navigate situations that are sensitive, confidential and at times uncertain. You will handle challenges and sensitive situations effectively, with tact and fairness, and you will also have excellent self-awareness of when to ask for guidance. You will be able to evidence your ability to respectfully challenge existing ways of working and demonstrate positive outcomes in relation to this. You will be an independent, collaborative, reliable administration manager with proven experience of information management.

You will possess excellent problem-solving skills, be highly organised, methodical in your work plans, and able to work at the highest levels of confidentiality. You will be an experienced diary co-ordinator and minute taker, preferably at Executive and Board level. Though excellent written skills are vital for this role, we can provide minute-taking training if this is not something you have previously delivered at Board level.

Main duties and responsibilities

• Manage the administration of executive information and co-ordinate the Chief Executive’s diary.

• Arrange SMT and all staff meetings, to include minute taking and maintaining and driving action logs.

• Ensure executive administration systems operate smoothly and efficiently, including: 1) Recruitment

1) Recruitment

• Assisting with short-listing, arranging interviews, issuing employment offers and contracts.

• Carrying out pre-employment and DBS checks for charity staff and trustees.

• Co-ordinating the staff onboarding and exit processes and system entries.

• Working with the Head of Office and Head of Communication to create job packs and executive collateral.

2) Equality, Diversity and Inclusion (ED), and Wellbeing

• Systematic consideration of EDI improvement across all workstreams and interactions.

• Assisting with targeted development of EDI and wellbeing initiatives as required.

• Assisting with measuring success, including the development of KPIs for executive initiatives.

• Co-ordination of wellbeing meetings, arranging the annual activity schedule and managing the internal wellbeing email inbox. 1)

• Monitoring the progress of wellbeing initiatives, ensuring activity aligns with the agreed schedule and monitoring, and reporting to the Head of Office on an agreed budget.

3) Administration systems

• Maintaining executive administration, actively improving systems as standard.

• Ensuring consistent compliance with data retention requirements.

• Reporting on HR administration compliance levels, including chasing for completion.

• Improving staff understanding of administration functions, processes, and requirements.

• Making recommendations for administration software, systems, processes, and procedures.

• Maintaining employee personal files and data relating to annual appraisals, learning and development and staff onboarding and exit. 4) Policy and associated process

4) Policy and associated process

• Assisting with maintenance and review of the Employee Handbook, policies and procedures.

• Effective communication of policies and procedures as required, including assisting with the delivery of internal information sessions.

• Providing knowledgeable support and guidance for line managers and line reports in the context of accessing and understanding the employee handbook content.

• Keeping up to date with changes to business administration best practice and legislation.

• Making regular suggestions for improvement and alignment of charity policy and procedure, ensuring all staff are treated equally and fairly.

5) Executive support

• Supporting the Chief Executive as required, including diary management.

• Organising events, such as staff away days and socials.

• Minute taking for Board of Trustee meetings and other key committees and groups, ensuring follow-up actions are completed.

• Systematically collating and dispatching meeting papers, arranging catering, inviting guests and external speakers.

• Representing the Head of Office as requested, during instances of grievance or on sensitive matters, seeking advice and guidance.

• Acting as fire marshal, first aider and key holder for the charity’s main office.

• Providing cover for the Office Services Manager as required.

General Duties

• Maintain accurate records for stakeholders, including communication history, adhering to our data protection obligations and records management principles

• Take an active part in department and whole charity team meetings, contributing agenda items and undertaking assigned actions as required

• Take an active part in and collaborate with colleagues across the charity’s work, bringing your own experience and perspective so that we harness the value of our shared contributions

• Participate in regular supervision, objective-setting/monitoring and actively engage in your own job-related development throughout the year

• Champion the charity’s Code of Behaviour and act as a role model, ensuring that our safeguarding and other key policies and procedures are adhered to at all times so as to protect the people we work with and our reputation.

A job description does not constitute a ‘term and condition of employment’. It is provided only as a guide to assist the employee in the performance of their job. The charity is a fastmoving organisation and therefore changes in duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the post holder.

Personal development

The Head of Office will agree annual objectives and a personal development plan, which will include training as an essential part of the job. All staff are required to complete mandatory training online