Senior Executive Assistant To Ceo And Board Of Trustees

Police Care UK traces its roots back to 1926 as the merger of the charities Police Dependants’ Trust and the National Police Fund. Our mission is to reduce the impact of harm on police and their families. Our offices are in Woking, Surrey. 

The Charity is undergoing a period of change which has seen us transform from a traditional benevolent status to a leader in the blue light sector. We work throughout the UK to deliver groundbreaking research, innovation and evidence-based action to help the police community cope with the impact of policing. Some of our work consists of individual projects in the police forces to help improve well being, practical, emotional and financial support to serving and veteran officers, staff and their families.

We are currently looking for an exceptional individual to join our team in this newly created role:

Senior Executive Assistant to the CEO and Board of Trustees:

Reports to: Chief Executive Officer  

Application: Submit CV and a detailed cover letter directed to the duties, needs and experience of the role 

Interview: In person interviews expected week commencing 18th March 2024 

Availability: Full-time position available with immediate effect 

Term: Initially for a period of 12 months, depending on performance and need. This  may become a permanent appointment 

Context 

This is a role focused on precision, speed and effectiveness. The Senior Executive Assistant will lead the development and delivery of an effective and high-quality CEO and leadership support function. You will support the CEO to oversee strategic business initiatives under the guidance of the Senior Leadership Team and Board of Trustees. You will work in close collaboration with the Senior Leadership Team and the Board of Trustees. 

The Senior Executive Assistant will be experienced in dealing with multiple stakeholders, have vast experience of governance, highly proficient in protocol (inclusive of liaison with Ministerial Offices at national and international level), have outstanding office management skills, high levels of discipline and impeccable conduct. You will work rigorously and with precision and at speed, never compromising on quality. You will support the strategic objectives and operational tasks as delegated by the CEO.  

You will play an important role in oversight of good governance practices. In keeping with the needs of a period of change and the charity values, you will be flexible and have a can-do attitude. 

 Role, Responsibilities and Duties 

• Lead the development and delivery of an effective and high-quality executive function. 
• To provide strategic and administrative support to the CEO and Senior Leadership Team giving advice and guidance to ensure the effective and efficient performance of their functions and the delivery of the Charity’s mission and vision. 
• To act as a strategic partner and key interface with the Senior Leadership Team, building positive and effective relationships with the members of the board, and other teams across the organisation. 
• To understand the CEO’s priorities and agenda, and to ensure the CEO’s time and attention are used to maximum effect, making sound judgements, taking action, escalating and prioritising and communicating with different stakeholders as required. 
• Maintain and develop the CEO’s operational and strategic calendar and scheduling, including liaising with relevant stakeholders and should it be required, to have oversight of anything that may impact on the CEO’s safety and security.  
• Provide support to the CEO with research, briefing papers and presentations as and when required. 
• Support the Chair with the trustee recruitment process, inductions and monitoring that trustees are undertaking the relevant training in a timely fashion.   
• Working closely with the CEO and Chair to provide support with succession planning for board and committee members, trustee skills audit and management and or creation of relevant committees, terms of reference and action logs.  
• Review and maintain the Trustee Handbook. 
• Support the Chair and CEO to resolve any issues within the Board. 
• Support the CEO in managing relationships between the Board and Senior Leadership Team. 
• Support by tracking and reporting on actions arising from Board and Senior Leadership Team meetings, ensuring that questions are dealt with efficiently.  
• Support the CEO to develop the Board/Senior Leadership Team communication plan so all feel well-informed between meetings. 
• Organising the governance calendar and providing support at all board and committee meetings in terms of meticulous, precise and fast minutes of meetings.  
• Direct the plan and organisation of the Trustee and Staff away days/meetings. 

General  

1. To always maintain confidentiality and to ensure respect for, rigorous observance of and adherence to the charity’s confidentiality policy for all staff. 
2. To attend regular supervision sessions with your line manager, regular team meetings and undertake relevant training as and when required. 
3. To take all reasonable care of your health and safety and of other people who may be affected by your acts or omissions.  
4. To report either serious risks or your concerns over safety and security issues. 
5. To work collaboratively with staff and charity volunteers to ensure that their contribution enhances quality of service provision and support across the Charity. 
6. To maintain high standards of conduct and discipline at all times. 
7. To undertake any other duties which are consistent with the post. 

Hours of work 

The basic hours of work are 35 hours per week, Monday to Friday. There will be a need for flexibility due to travel and occasional change of deadlines. The amount of out-of-hours work will be agreed with the line manager on an on-going basis. Time off in lieu will be allowed in agreement with the line manager and in the charity policies.

Person Specification

EXPERIENCE  

• Ambition with a high degree of initiative and proactivity, strong business acumen, growth mindset, and demonstrable analytical skills.  
• Previous governance/company secretarial experience in the charity sector. 
• Extensive experience of dealing with boards, committees, and external stakeholders.  
• Proven, demonstrable and recurring success and experience in C-suite work as an Executive Assistant/Executive Officer or similar role. 
• Experience of managing people. 
• Experience of developing effective systems and ways of working in support of organisational objectives and activities.  
• IT proficient and experienced using management software/databases. 
• Pristine time management with the ability to work under pressure and meet tight deadlines. 

QUALIFICATIONS 

• Educated to degree level or equivalent, or relevant experience. 
• The Institute of Leadership and Management qualifications (desirable).

KNOWLEDGE AND SKILLS 

• Excellent attention to detail, outstanding precision and high levels of discipline. 
• Knowledge of governance in the charity sector. 
• Excellent communication and interpersonal skills, including report drafting, patience and tact in how to influence to engage a diverse range of audiences.  
• Ability to inspire others by delivering high standards, providing direction, mentoring, and coaching. 
• Ability to think and act strategically, to develop innovative solutions to address key charity priorities.  
• Ability to translate discussion into achievable plans and support their effective implementation in a timely fashion.  

PERSONAL QUALITIES

• Strong sense of integrity, impeccable manners and conduct. 
• Positive attitude with ‘can do’ approach. 
• Enjoys being part of a team. 
• Self-starter, happy to work independently. 
• Works well under pressure and to tight deadlines. 
• Open minded. 
• Flexible and adaptable to change. 

Limitations 

This job description is neither exclusive nor exhaustive and the duties and responsibilities may vary from time-to-time in the light of changing circumstances and in consultation with the jobholder. The jobholder will be required to work within the rules and regulations of the Charity and accept the authority of the line manager, who has discretion to delegate authority to the jobholder and to withdraw it.   

Equal Opportunities Policy 

The Charity is committed to eliminating any discrimination and promoting diversity and equality of opportunity in all it does. The Charity is committed to providing equal opportunities in employment and we will not unlawfully discriminate against job applicants, employees of the Charity, volunteers, workers or contract workers on the grounds of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation.