PA to the Chief Executive

Contract type: Permanent

Working pattern: 22.5 hours/week, which should be worked over at least 3 days. We are happy to talk flexible working!

Reports to: Chief Executive 

Start date: 1 April 2021

About the role

Working Families is the UK’s work-life balance charity. Our mission is to remove the barriers that people with caring responsibilities face in the workplace. 

This role will provide high-quality administrative support to the Chief Executive, as well as performing general operational, HR, and finance duties. 

Key responsibilities

Support to Chief Executive:  

  • Arranging regular and ad-hoc Board and committee meetings, as well as all-staff meetings. This includes setting up a virtual meeting or sourcing a physical venue, liaising with invitees, ensuring IT is operational, and all other logistics.  

  • Diary and email management, travel / accommodation bookings, electronic filing, and other general administrative duties 

  • Drafting and dispatching correspondence (emails, letters, Christmas cards, etc.) on behalf of Chief Executive, liaising with Trustees as appropriate 

  • Researching key contacts and briefing the CEO appropriately before external meetings 

  • Preparation of minutes of internal meetings and bi-monthly Board meetings 

Human Resources administration:  

  • Assisting with the upkeep of HR policies and the writing/updating of processes. Helping to ensure that all new processes are clear and are implemented consistently across the organisation 

  • Working with the CEO to ensure that processes are clear and consistent   

  • Responsible for the administration of general HR records on the HR platform 

Operations 

  • Assisting in the management of company telephony.  

  • Assisting in the organisation and running of Senior Leadership Team meetings 

  • Updating the charity's internal wiki page 

  • Assisting in the implementation of internal policies

  • Managing day-to-day IT systems (including telecoms) and software; working with suppliers and consultants as appropriate and troubleshooting as required 

  • Liaising with our IT provider and assisting with the setup of IT for new starters 

 Office administration:  

  • Serving as the first point of call for all telephone enquiries and responding to generic email enquiries in a consistent, informative, and professional manner 

  • Managing the general office email inbox  

  • Dealing with incoming post in an efficient manner 

  • Managing the process for ordering stationery 

  • Supporting the CEO to ensure all statutory and legal filing is up to date and well managed.  

 Finance administration: 

  • Liaising with the charity’s accountants 

  • Managing the finance and fundraising e-mail inboxes 

  • Saving and storing files and data as appropriate 

  • Assisting with the writing/updating of finance processes. Working with the CEO to ensure that processes are clear and implemented consistently across the organisation

  • Processing invoices as required 

  • Processing the CEO’s expenses 

 Other duties:  

  • At the discretion of the CEO, assisting with staffing occasional events and conferences, some of which may take place outside of normal office hours.  

  • Organising social events for the staff team 

  • Any other reasonable duties and responsibilities as directed by the Chief Executive. 

Essential Experience / Attributes / Skills

  • Minimum of 4 years' administrative experience and/or working with customers/stakeholders in a service capacity 

  • Experience in management of telephony and IT, as well as basic HR and finance administration 

  • Adept at and proactive about working in a paperless office on a variety of different IT platforms

  • Good computer skills including all Microsoft office packages and an understanding of CRM systems 

  • Excellent interpersonal, oral and written communication skills  

  • Ability to deliver accurate minutes in a timely fashion 

  • Ability to provide liaison between service providers (e.g. IT, accountants) and staff team 

  • Practical and flexible in approach to workload and able to prioritise

  • Highly organised and meticulous with a high-level attention to detail 

  • Self- motivated and able to work without constant direction  

  • Able to work diligently under pressure.  

  • Diplomatic and sensitive to the confidential nature of HR within the context of a small team  

  • Able to work to deadlines 

Desirable Qualifications

  • Experience working within the charity or not-for profit sector  

  • Experience working closely with Senior Management and Board Level colleagues  

  • Previous recruitment coordination  

  • Knowledge and interest in developing policies and practices 

Right to Work

Working Families is unable to sponsor work permits or visas. All candidates must have the right to work in the UK. 

Diversity

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as these groups are currently under-represented in our workforce.

Role posted - 2021-01-01T19:03:57Z 7:03pm, 1st Jan 2021 GMT