Administrative Assistant To The Senior Management Team

POST TITLE: Administrative Assistant to the SeniorManagement Team

Please submit your resume along with a cover letter detailing your relevant experience. Only shortlisted candidates will be contacted for an interview.

Due to the nature of the role this post is open to women only under the Equality Act 2010, Schedule 9, Part 1 and subject to enhanced DBS checks.

Please note that if you have previously accessed support from WALL, you will need to have completed your support two years ago or more before you can apply for a role.

(Communications, Marketing and Events, Procurement and Donations, support to the Board of Trustees)

1. BASE Leicester and Leicestershire

2. SALARY £23,953-£24,920 per annum pro rata, dependent on experience.

3. HOURS OF WORK Part time position working 30 hours, Monday – Friday.

Some evening and weekend work will be required from time to time, including attending Board Meetings. Notice will be given for when this is required.

4. MAIN TASKS To provide comprehensive office administrative, support to the CEO, Senior Management team and the Board of Trustees.

5. KEY RESPONSIBILITIES

Administrative Support to the CEO

· Sending / receiving emails on behalf of the Chief Executive

· Supporting the Chief Executive at multi agency meetings, taking and distributing accurate minutes

· Assisting the Chief Executive in preparing tenders and funding applications

· Arranging and facilitating Senior Management and Operational Management team meetings, including the taking and distribution of accurate minutes

· Organising and arranging staff away days and staff events

· Supporting the Chief Executive with the completion of Board reports

· Arranging and facilitating Board meetings, collating papers, taking and distributing minutes

· Assisting with the recruitment of Board Members and Volunteers

· Being the key point of contact for the Board of Trustees, when arranging events and activities, liaising with Board Members as required

· Assisting the Senior Management team with the interview and selection processes of new staff

· Supporting HR processes across the organisation, in the absence of the HR Manager, and at the request of the Chief Executive or Head of Operations

Marketing & Communications

· Acting as the single point of contact for all social media platforms and developing content to promote the work that we do and to raise awareness of domestic abuse

· Updating & maintaining social mediasites, including Facebook, Instagram, X (Twitter) and LinkedIn

· Developing the organisation’s communication and marketing plan

· Managing and maintaining the organisation’s website

· Coordinating fundraising / awareness events, in line with the organisation's events planner

· Representing the organisation at external events

· Coordinating external talks for the Board of Trustees

· Designing and coordinating the organisations merchandise and marketing materials, including the printing of leaflets / posters / business cards etc

· Management of organisational email inboxes, dealing with all general enquires to the organisation

Donations

· Coordination of incoming donations, sending donation acknowledgment letters and managing donation requirements for the organisation, across all services

· Maintaining the organisation’s donation logs

· Collecting donations for the organisation, as deemed as appropriate, in liaison with the Chief Executive and Head of Operations

Procurement

· Assisting the Finance Manager in the purchasing of items for staff and refuges

· Placing orders for the organisation for all service areas, in liaison with the Head of Operations and Chief Executive

Monitoring

· Assisting the Chief Executive, and Head of Operations, in extracting reports for monitoring purposes, including the collation of information for the Chief Executive’s Board Report and Contract Monitoring Reports

· Data extraction, evidencing the organisation’s Communication and Marketing (via our website and social media platforms) for monitoring purposes, including the completion of the Board Report

IT and Telecommunications

· Ordering of all IT and telephony equipment for the purposes of the organisation

· Arranging for all new starters to the organisation to be issued with appropriate equipment; IT, phones and SkyGuard

· Organise and maintain the organisation’s asset log for equipment

· Management of the SkyGuard online system, inputting new starters, updating current staff and removing ex staff details

Line management relationship

Post holder will be line managed by the Chief Executive.

The duties and responsibilities in this job description are not exclusive or exhaustive and the post holder will be required to complete such duties as may reasonably be expected within the scope and grade of this post.

Person Specification

Qualifications:

Essential:

- GCSEs in English and Maths A*-C

Desirable:

- Level 4 or above, relevant qualification

- Membership of a professional Body

Method of Assessment: Application Form & copies of certificates taken

Experience:

Essential:

- Substantial experience in a similar role

- Experience of using Microsoft packages, including Word and Excel

- Experience of managing an organisation’s social media and marketing

- Experience of taking detailed minutes and producing accurate recordings of meetings

- Experience of dealing directly, and indirectly, with members of the public

- Experience of developing and maintaining systems for information storage and retrieval

Desirable:

- Experience of working in the voluntary sector

- Experience of servicing committees

- Web editing and writing skills

Method of Assessment: Application Form, Interview and References

Knowledge & Skills:

Essential:

- Commitment to anti-discriminatory practice and equal opportunities

- Able to work on own initiative and as part of a team

- Organisational skills and ability to plan, manage and prioritise a varied and complex workload, including working to tight deadlines

- Knowledge of Data Protection principles and GDPR

- Ability to write accurate and concise reports

- Ability to maintain and develop an efficient and effective office environment including developing systems for the administrative needs of the Senior Management Team function

- Adaptable, good at managing projects which span multiple teams

- Calm under pressure

- Excellent use of spreadsheets; diligent, ordered and well-practiced at monitoring and evaluation

- Understanding of the need to maintain confidentiality in all areas of work

- Diplomatic and confident verbal and written communication skills, including an excellent telephone manner

- Attention to detail

Desirable:

- An understanding of funding arrangements within the voluntary sector

Method of Assessment: Application Form, Interview, References & Test

Personal Attributes

Essential:

- Ability to troubleshoot difficult situations, calls etc and deal with such situations calmly, efficiently and effectively

- Honest, reliable and a good timekeeper

Method of Assessment: References

Other Requirements

Essential:

- These posts are exempt from the Rehabilitation of Offenders Act 1976 under (Exemption Amendments Order 1986)

- Able to work to Policies and Procedures

- Available to work occasional evenings and occasional weekends

- A willingness to be flexible and adapt to changing needs

- Full Driving Licence and access to own transport for work

- Office based role (Leicester and Leicestershire office bases)

Method of Assessment: DBS Application, ID Documents, References

Job Types: Part-time, Permanent

Salary: From £23,953.00 per year

Benefits:

• Additional leave
• Casual dress
• Company pension
• Free parking
• On-site parking
• Sick pay

Schedule:

• Day shift
• Monday to Friday

Education:

• GCSE or equivalent (required)

Experience:

• Administrative experience: 1 year (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 08/04/2024
Reference ID: OFFICE AD COMMS 30HR