Executive Assistant

Responsible to: Chief Executive

Salary: £32,000 pa

Terms: Full-time 37.5 hours per week Monday to Friday with occasional evening and weekend work

Place of work:  St Luke's Community Centre, 90 Central Street, London EC1V 8AJ

 

Other terms and benefits include: Group Stakeholder pension, 26 days holiday per year plus bank holidays, Death in Service Cover, 6 months probation

Job Purpose

The Executive Assistant will work primarily to the Chief Executive, supporting him and the Senior Management Team in all aspects of day-to-day administration and executive functioning of the charity.

Main Responsibilities:

EXECUTIVE MEETINGS AND GOVERNANCE:

  1. Arranging the meetings, events, induction and training of the SMT, Board and its sub-Committees/Working Groups, and staff groups.
  2. Drawing together the various agenda, minutes and papers, ensuring they are despatched on time. Taking accurate and concise minutes at meetings and keeping minute books up to date.
  3. To support the CEO in ensuring the Board complies with the requirements contained within the Governance Manual requirements by issuing and collecting required documents e.g. Trustee agreements and review questionnaires etc. Keeping the Trustee register up to date. Compiling and issuing up to date organisational information to newly recruited Trustees as part of their induction.

NEIGHBOURHOOD INFORMATION:

  1. Keeping key information about the local neighbourhood accurate and up to date, producing occasional reports, drawing from other organisations available data e.g.  population, demographic, education and health statistics, local groups and organisations, and key stakeholders.  Keep the relevant section of the charity's website up to date.

PERFORMANCE AND QUALITY MANAGEMENT SYSTEMS:

  1. To help ensure that performance across the organisation is being tracked, by monitoring the established measurement and recording systems, and inputting data when necessary. To take responsibility for ensuring that the key performance indicator chart and the impact measures system which go to the SMT and Board, are ready and completed on a quarterly basis.

HR ADMINISTRATION:

  1. To ensure that the  filing systems are kept up to date and legally compliant. To develop and maintain a central recording system of employee training needs and that undertaken, and absences (maternity, holidays, sickness).
  2. To be responsible for ensuring all staff and volunteers are issued with an induction pack upon starting, and to monitor progress and completion of their induction training received and ensuring vetting checks are carried out where required.  Providing some of the induction training when necessary.
  3. To keep a register and stock of all staff and organisational policies, and, having done some research, ensure that the organisation is keeping them compliant with best practice or legislation, up to date and under review as needed, and ensuring all staff are consulted and informed.  To be autonomous for making changes to all policies as a result of consultation with staff, trustees and current legislation. 
  4. To support the SMT in staff recruitment (e.g. administration tasks), and to help source advice from external HR consultants if required. 
  5. To process all DBS checks, keep a log of such checks, keep up to date with the DBS latest practice and policy and to answer all queries on DBS checks.

 

  1. INSURANCE

To arrange annual meetings with insurers and inform insurers of any changes to the organisation affecting insurance which may take place during the year; to liaise with the insurance broker in relation to all claims and incidents;  to gather all information requested by insurance companies and/or brokers.

 

  1. WORRAL AND FULLER

To support the board of Worrall and Fuller in all aspects of the organisations and meetings:  preparing of papers for meetings; taking and disseminating minutes and information;  publicise the grants programme and liaise directly with applicants on behalf of the charity;  work closely in partnerships with other organisations including St Luke's Trust;  regularly update promotional materials including the website

 

  1. WARDS PARTNERSHIP MEETINGS

To work in partnership with the Local Authority, the Peel Centre and colleagues from St Luke's Centre to advertise and promote the quarterly Wards meetings and ensure all preparations are made in advance for meetings at St Luke's (room set-up, catering etc).

 

  1. OFFICE AND RECEPTION SUPPORT TASKS:
  • Help to produce various publications including the annual report, newsletters, website, marketing materials, press releases  To train in maintenance of the website and update the section About Us in particular, on a regular basis.
  • Promoting attendance by residents and stakeholders of events and meetings (e.g. notice boards, database management, leafleting, telephoning, email, social media)
  • Managing St Luke's storage of file archives.
  • Taking a lead role in making sure St Luke's is compliant in all aspects of Data Protection
  • Developing and maintaining Customer Relationship/Stakeholder Management systems to ensure that St Luke's meets its reporting obligations to funders, Charity Commission, Companies House and local authority.
  • Maintaining accuracy of details in the Business Continuity Plan
  • General office management: e.g. ordering  new ink toners, making sure there are sufficient  leaflets in stock, reminding all staff to keep the office tidy.
  • Supporting the Internal Communications Group with regular meetings and newsletters
  • Servicing the SMT meetings by preparing agendas for all meetings and taking notes at all meetings.

Whilst the above list provides a comprehensive description of the tasks involved, the post-holder may be expected to undertake any other tasks which reflect the nature of the job, which in some cases may require them to work elsewhere for short periods.

Person spec and closing date for applications to be confirmed shortly. Email [email protected] for further details.