executive assistant - job description · 2017-06-16 · • supporting senior managers on...
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ExecutiveAssistantDoyouwanttohelpempowerpeopletohaveafullrangeofchoicesavailabletothemattheendoflife?DoyouwanttoworkcloselywiththeChiefExecutivedrivingforwardoneofthemosthigh-profilecampaignsintheUK?Ifyes,wewantyoutojointheteamsatCompassioninDyingandDignityinDying.Weareseekingadynamicindividualwithstrongadministrativeskillswhowouldenjoycontributingtoahigh-profilecampaignandrapidly-growingcharity.Therolewouldbeidealforsomeoneseekingtobecomemoreactivelyinvolvedinthenot-for-profitsector,whilegainingagreaterunderstandingofhoworganisationsworkatboardandstafflevels.Youwillhaveauniqueopportunitytogainaholisticoverviewofleadingacompanyandacharity;acomprehensiveintroductiontohumanresources;andaclose-upoftheworkinglifeofaChiefExecutivewithinsightintomanagingandmotivatingteams,fundraising,andleadingoneofthehighestprofilecampaignsintheUKtoday.TheroleworksacrossbothDignityinDyingandCompassioninDying.Bothorganisationsshareadesiretoseeindividualchoiceattheheartofend-of-lifedecision-making.However,whereasDignityinDyingseekstoextendpatientchoiceattheendoflife,CompassioninDyingworkstoraiseawareness,andfacilitatetheuptakeofexistinglegalrights.TheorganisationshaveseparateboardsbutshareaChiefExecutive,somestaffandpremises.RoleTitle: ExecutiveAssistantSalary: £25,081-£30,307 Thesalaryofferedisbasedonskills,knowledge&experience.ReportsTo: ChiefExecutiveHours: Fulltime(35hoursperweek)Contract: Permanent(subjectto6monthprobationaryperiod)DirectReports: NoneMainPlaceofWork: OxfordStreet,W1D2JT
Thebuildinghasasmallliftwhichisonlyaccessiblefrom1stfloorlanding.ToapplypleasesendarecentCV,acoveringletter(nomorethan2sidesofA4)andacompletedequalopportunitiesmonitoringformtothefollowingemailaddressrecruitment@dignityindying.org.uk.ApplicationDeadline: 10am,3rdJuly2017Interviewdate: 13thJuly2017(TBC)ForfurtherinformationonDignityinDyingpleasevisit:www.dignityindying.org.ukForfurtherinformationonCompassioninDyingpleasevisit:www.compassionindying.org.uk
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PurposeoftheRole
• ToprovidehighleveladministrativeandprojectmanagementandresearchsupporttotheChiefExecutiveandworkcloselywiththeseniormanagementteamtosupporttheexecutionoftheorganisations’strategy.
• WorkalongsidetheChiefExecutivetoprovideproactivegovernanceandsecretarialsupporttoDignityinDyingandCompassioninDying’sBoardsofDirectorsandTrustees.
• Toplayanactiveroleinthedevelopmentandmaintenanceofefficientandeffectiveadministrativeandhumanresourcesystemsintheoffice.
• Tomaintainconfidentiality,usediscretionandsoundjudgementinundertakingallareasofresponsibilities.
Benefits
• Competitivesalaryandpensionplan• 30dayspaidannualleaveperyear• Scopetotakeownershipoveradiverserangeofprojectsincollaborationwithatalented
andpassionateteam• Opportunitiestobuildskillsonhumanresources,campaigning,fundraisingandproject
management• ReceivementorshipfromtheChiefExecutiveandhelpleadahigh-profileprogressivecause
KeyResponsibilitiesBoardGovernanceTheBoardmembersandTrusteesofDignityinDyingandCompassioninDyingarededicatedprofessionalswhobringwiththemdiverseexpertiseinsupportofthecampaignandcharity.YouwillworkalongsidetheChiefExecutivetofacilitatetheirstrategicinputby:
• LeadingontheorganisationofBoardmeetingsandevents(suchasAwaydays)includingpreparationofagendas,papers,andvenuesandtakeminutesofmeetings
• ActingasafirstpointofcontactforBoardmembersandTrusteesonorganisationalmatters• Undertakingappropriatepost-meetingactiontoensureimplementationofdecisionsarising
frommeetingsandensureanappropriateforwardplanforthework• ProvidingadministrativesupporttotheOrganisationalDevelopmentCommittee(ODC)and
assistintherecruitmentofnewBoardmembers,includingadvertisingposts,screeningCVs,arranginginterviewsandextendingoffersandensureallBoardmembersreceiveadetailedinduction
• EnsuringannualelectionstotheBoardofDignityinDyingarerunefficiently• SupportingtheFundraisingandMarketingteamtoensuretheAnnualGeneralMeetingof
DignityinDyingiswellmanaged
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HumanResourceAdministrationBehindawinningcampaignandacutting-edgecharityisamotivatedandpassionateteam.Youwillberesponsibleformaintainingthevibrantteamatmosphereby:
• Playinganactiveroleinthedevelopmentandmaintenanceofefficientandeffectivehumanresourcesystems
• Supportingseniormanagersonrecruitmentandselection,includingdraftingappropriatejobdescriptions,advertisingopportunities,arranginginterviews,checkingreferences,extendingjoboffers,issuingcontractsandwelcomingnewteammembers
• UpdatingandmaintainemployeefilesandtheHRdatabaseensuringthatallinformationiskeptuptodateandlegallycompliant
• ContributingtotheoverallofficeenvironmentensuringthatallareasarekeptsafeandpresentableinlinewithHealth&Safetyrequirements
• Liaisewiththebuildingmanagementcompanyandmaintenancestaff
SupporttotheChiefExecutiveandadynamicteamHarnessingrealchangeinend-of-lifechoicesrequiresrapidpracticalresponsestoarangeofissues.Youwillberesponsibleforcontributingtothisfast-pacedenvironmentby:
• ManagingspecificprojectsonbehalfofandunderthegeneraldirectionoftheChiefExecutive
• EnsuringthesmoothandefficientrunningoftheChiefExecutive’soffice:includingmanagingtheChiefExecutive’sdiaryandrespondingtoenquiriesandcorrespondenceasdelegatedbyChiefExecutive,channellingsubsequentcorrespondence
• MonitoringandrespondingpromptlytoenquiriestothegeneralDignityinDyingemailaccount
• ArranginghospitalityandtravelformeetingsasrequestedPersonSpecification
Experienceandknowledge• Experienceofadministrativeworkinafast-movingenvironment.• Experienceofworkingwithandcoordinatingcommitteemeetings,includingexperience
takingcomplexminutes• Experienceofimplementingandmaintainingadministrativesystemsandprocedures
Desirable• ExperienceofsupportingseniormanagementlevelstaffinaPA/SeniorAdministrativeRole• Anyexperienceofgovernanceandhumanresourcewouldbeanadvantage• Aninterestinpoliticsandcurrentaffairs• ExperienceofoccupationalHealthandSafety
Skillsandabilities• Withabsoluteprofessionalism,havetheabilitytomaintainahighdegreeofdiscretionand
confidentialityatalltimes• Bemeticulousandaccuratewithan“eyefordetail”• Abilitytoplan,organiseandprioritiseownworktodealwithconflictingprioritiesandensure
deadlinesandobjectivesaremet• Abilitytoworkonowninitiativewithminimaldirection,andastrongproactiveapproachto
ensuringthesupporttheChiefExecutiveneedsisinplaceaheadoftime• Personalwarmthandconfidenceindealingwithseniorstakeholders,andacan-doattitude• Strongverbalandwrittencommunicationskills,withanabilitytoconveyideasclearlyand
succinctly
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• Behelpfulandcooperative,includingbeingabletolistenandengagesensitivelywithmembersofthepublicwhomaybeillordistressed
• StrongworkingknowledgeofMicrosoftofficeapplications,includingWord,ExcelandPowerPoint
Values• CommitmenttoCompassioninDying’svisionandmission• CommitmenttoDignityinDying’svisionandmission
OrganisationalBehavioursLeadingbyexample:Youleadbyexamplethroughyourbehavioursandmotivateothersthroughyourprofessionalapproachtowork.
TrustandrespectothersYouareawareofyourimpactonothersandtreatotherpeoplewithkindnessandrespect.Youvaluediversityandlistencarefullytounderstandtheviewsofothers.
ProactiveandsupportiveteammemberYouworkwithotherstoreachacommongoalbysharinginformationandsupportingcolleagues.
StrivetobethebestWithapositiveattitude,youworktoahighstandardtomeetpersonalandorganisationalexpectations.
ResponsibilityandinitiativeYoutakeownershipofyourworkandtakeresponsibilityforyouractionsanddecisions.Youuseyourinitiativeandtakeprideinwhatyoudo.