Executive Assistant Jobs
Job purpose
This is a pivotal senior administration role in a charity that is passionate about making a difference to the veterinary care that animals receive. You’ll be working closely with the Chief Executive Officer, with the trustee board and with all members of the staff team of about 20 people. The role is responsible for co-ordinating essential governance activities, including preparing, collating and distributing meeting information packs, writing minutes and managing actions following trustee and committee meetings. You’ll also provide diary management support to the Chief Executive and carry out a varied range of administrative tasks – from arranging team meetings to organising the charity’s award and grant-giving programmes.
Responsibilities
Governance and executive support
- Provide administrative support to the Chief Executive Officer, including proof reading and formatting documents, diary management, coordinating meetings and production of agendas and minutes
- Take minutes for trustee board and committee meetings, and any other meetings as requested by the Chief Executive Officer
- Organise in-person and virtual trustees meeting as well as other governance meetings as required
- Work with the trustees, Chief Executive Officer, RCVS finance team and legal advisors, ensuring legal returns and RCVS Knowledge governing documents are in order and submitted in good time to Companies House and the Charity Commission
- Maintain declaration of interest documentation and ensure that governance and compliance-related records are up-to-date
- Own the charity’s policy register, ensuring all policies are reviewed regularly and are up to date
- Carry out finance administration for the Senior Team as required, including purchasing items, collating receipts, assigning budget codes, and processing expense claims for trustees
- Provide administrative support around donations and gifts-in-will
- Manage the diary of the Chief Executive Officer, including arranging travel and accommodation when necessary
Project support
- Organise RCVS Knowledge awards (Plowright Prize, Quality Improvement Awards, Antimicrobial Stewardship Awards, etc.), including liaising with award panels, processing applications, and administration around the review and identification of award winners
- Arrange associated meetings and events for the awards
General administration
- Act as the first point of contact for RCVS Knowledge, monitoring generic inboxes and taking phone calls as required
- Manage the administrative functions of the office, for example arranging guest access for visitors when required and administering and dealing with room bookings
- Maintain and develop administrative systems, such as record management and document control
- Update records on our customer relationship management (CRM) system
- Organise and schedule meetings and awaydays, including setting the agenda and taking minutes
- Support the recruitment of new staff, including training and induction
- Provide administrative and project support to the wider RCVS Knowledge team as required
Skills, knowledge and experience
Required
- Relevant experience in an administration or governance support role
- Excellent written communication skills, with experience of writing committee meeting minutes and preparing meeting papers
- An excellent working knowledge of MS Office
- Strong interpersonal skills, with ability to work well with a wide range of stakeholders
- Experience of diary management
- Experience of electronic record keeping and file storage
- Excellent attention to detail, with good proof-reading skills
- Experience of working effectively in a team
- Proactive and organised approach, with an ability to work on own initiative
- Numerate with an aptitude for figures
- Excellent time management skills, with an ability to work to prioritise and work to tight deadlines
- Ability to handle confidential information with sensitivity
- Understanding of and commitment to the principles of equity, diversity and inclusion
- A good understanding of the need to work with effective policies and procedures
Desirable
- Experience of supporting charity governance
- Experience of using a customer relationship management (CRM) system
- Experience of administering finances, including budget coding and managing expenses
The client requests no contact from agencies or media sales.
The Diocesan Safeguarding Team supports parishes and senior clergy to safeguard children and adults who may be at risk of abuse and neglect, and those in abusive relationships.
As a vital part of the safeguarding team, the Training Administrator supports the department through a variety of tasks from the booking and administration of safeguarding training courses run by the Diocese and content management for the training webpages through to the maintenance of the personal safeguarding training record database.
If you have excellent IT skills, the ability to effectively prioritise and manage your workload, matched with a conscientious and flexible approach, then this may be the opportunity for you.
In return, you can expect to receive a generous annual leave entitlement, inclusion in a non-contributory pension scheme and season ticket loan.
Please refer to the Information Pack available on the link below for the full job description, person specification and information on the Diocese.
Main Duties And Responsibilities
Training
- In conjunction with the Diocesan Safeguarding Adviser, facilitate a safeguarding learning and development programme for the diocese aligned with the national church Learning and Development Framework, Church Safeguarding Standards, reflecting the specific safeguarding responsibilities of those in role.
- To administer all lay and clergy safeguarding training run by the Diocese in line with above, in approximately 80 sessions a year. This includes: producing a deadlines document; administers the sessions on Zoom / Teams, posting courses on Eventbrite and operating as content manager for publicity on the Diocesan website.
- To administer bookings for training courses; copy course materials and respond to emails and queries on training matters, ensure compliance of work submission required before and after courses.
- Log entry of all course participants onto a database to ensure each person has a personal safeguarding training record, and each parish has a safeguarding training profile.
General Administrative
- Work with IT and Information and Data Manager position to produce reports for the Diocesan Safeguarding Adviser on safeguarding training issues and trends, and annual statistics represented in charts and graphs for inclusion in the annual safeguarding review.
- Produce quarterly reports on training compliance for Archdeacons and the Diocesan Safeguarding Advisory Panel meetings.
- Helping to organise and minute meetings when the safeguarding administrator is not available/on leave.
- Support the safeguarding team with other tasks and projects as identified by the Safeguarding Administrator or Diocesan Safeguarding Adviser.
If you are interested in applying, please download the full job information pack, which contains the person specification
The client requests no contact from agencies or media sales.
About you
We are seeking an organised individual with demonstrable experience in providing professional HR support, and a desire to grow and develop in a varied and interesting generalist role.
You will have a background in HR, and ideally, additional experience supporting in wider business support, such as office administration, IT or operations.
You will need to have good interpersonal skills, and be confident in your IT skills, and have experience using Microsoft Office and a database or People Management software.
About the role
Reporting to the Head of People, the HR Officer will primarily:
- Act as first point of contact on general HR & operational queries for the staff team and administer relevant files and email inboxes
- Champion staff well-being, delivering our staff well-being events and socials, and supporting in the deliver of new well-being ventures
- Support in the recruitment of diverse and effective staff
- Support in the onboarding, training and development of our staff team
- Ensure that the operations contractors, including, cleaning, IT, security and facilities are fulfilling agreed service levels
- Look to where the People team may further develop and improve its processes and support for the staff team and Society, either to improve their own capabilities or those of other staff
Working pattern
35hrs, Mon-Fri | We are currently running a trial of the 4-day work week; staff can opt to work 32hrs over 4 days each week at no loss of salary.
Location
Hybrid | We ask that staff spend at least 60% of their time at our London office.
To find out more about the role, please download the job description and job pack, or visit our website.
We are working towards a world inspired by #Ecology in which nature and people thrive.
For a job description and details of how to apply please visit our website.
This post will work closely with the Director of Participation, producing all shows which originate from the Participation team, setting up and managing participation projects and working closely with young people and community groups.
There is also an opportunity to instigate and creatively lead on participation projects.
The Participation Producer will manage the Participation Coordinator and the Participation Assistant, as well as any work placements and freelancers. They will manage show and project budgets and contribute to the writing of funding applications and evaluation reports.
Application deadline: 9AM, Wednesday 29 May 2024
Interviews will take place: Thursday 13th June & Thursday 20th June 2024.
The client requests no contact from agencies or media sales.