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About us
The Tudor Trust is a grant-making organisation with a long-standing commitment to funding smaller, grassroots organisations. With an endowment of around £220m, our annual commitment to grants has averaged £20 million. We are winding down our current grant-making strategy, and are reevaluating and developing a new strategy centred around racial, social and economic justice.
In tandem with our strategy review, we are undergoing a comprehensive change process, which includes refreshing our Board and rebuilding our staff team. This transformation extends to the redevelopment of our internal people culture policies and practices with Justice, Equity, Diversity and Inclusion at its heart.
About the role
As the Executive Assistant and Operations Manager at Tudor Trust you will be pivotal in ensuring the smooth operation and effective management of both administrative and operational functions within the organisation.
With a focus on providing comprehensive support to the Board and CEO, the role encompasses a diverse range of responsibilities, including executive assistance, operations management, HR administration, and financial support.
Key Responsibilities
Board and CEO Support
- Provide comprehensive administrative support to the CEO, Chair of the Board and Trustees, including proactively managing calendars, scheduling meetings, and handling travel arrangements.
- Assist in the preparation of reports, presentations, and correspondence.
- Attending meetings for notetaking, to capture actions for next steps.
- Assist in organising events, workshops, and training sessions.
- Coordinate logistics, invitations, and follow-up activities for meetings, and in particular, board and committee meetings.
Operations Management
- Oversee the day-to-day operations of the organisation, including facilities management, office supplies procurement, and equipment maintenance.
- Develop and implement efficient processes and procedures to enhance operational effectiveness and streamline workflows.
- Coordinate with suppliers, contractors, and service providers to ensure smooth operations and timely resolution of any issues.
- Ensure compliance with relevant regulations, policies, and procedures related to health and safety, data protection, and organisational governance.
- Support the review and planning of opening up the use of the building to external stakeholders for social and creative purpose.
- Handle general administrative tasks such as managing office supplies and maintaining SharePoint.
HR and People Administration
- Assist with recruitment processes, including posting job advertisements, scheduling interviews, and candidate communication.
- Coordinate employee onboarding and induction programs, ensuring a smooth transition for new hires.
- Maintain accurate and up-to-date employee records, including personal information, employment contracts, annual leave and sickness absences.
- Support the organisation in implementing policy changes and fostering a positive people culture, addressing routine employee inquiries and offering guidance as needed.
- Liaise with our outsourced HR provider to ensure our HR documentation and records, including employee contracts, policies, staff handbook and compliance requirements are kept up to date.
Financial Administration
- Assist with basic financial tasks, including processing invoices, expense reports, and reimbursements.
- Review all our insurances and support the Head of Resources with the administration of the charity’s bank accounts.
As our organisational change initiatives progress, the EA & Operations Manager role will evolve, facilitated and managed by ongoing reviews conducted in collaboration with the Head of Finance and Resources.
Person Specification
Skills, Experience and Knowledge
- Experience as an Executive Assistant or Administrator.
- Experience in coordinating with suppliers, contractors, and service providers to maintain smooth operations and address any operational issues promptly and effectively.
- Proactive and detail-oriented, with the ability to anticipate and address the CEO's needs
- Forward thinking, organisational and project management skills
- Organisational skills and the ability to effectively manage multiple tasks and priorities.
- Proficiency using Microsoft 365 tools, including PowerPoint, excel, SharePoint and teams,
- Communication and interpersonal skills, with the ability to interact with stakeholders at all levels within the organisation.
- Understanding of best practices in operations administration, including facilities management, procurement, and health and safety regulations.
- Discretion and ability to handle confidential information.
- Knowledge of / interest or understanding of Justice, Equity, Diversity, Inclusion and Belonging.
At Tudor Trust, we value and celebrate the differences that make us who we are. We respect the unique differences that each individual brings to the table, whether it's age, cultural heritage, disability and mental health, ethnicity, race, gender, gender identity and expression, sexual orientation, or social background.
Tudor Trust is fully committed to equity, diversity and inclusion in our sector. We want this to be reflected in the diversity of the people who work for us and we are particularly interested in applications from people from all backgrounds.
If you would like to apply for this role, please submit a CV and supporting statement outlining how you fulfil the person specification (experience, skills and knowledge, key attributes and values) for this role.
The client requests no contact from agencies or media sales.
Executive Support Officer
Contract: Permanent
Hours: Part time, 2-3 days per week subject to your availability
Salary: £25,454 (pro rata to 2 days - £10,181.60; 3 days - £15,272.40)
Location: Holyoake House, Manchester
We are delighted to share this new and exciting opportunity for an Executive Support Officer to join our dynamic organisation.
As the voice of the UK’s co-operative movement, we empower and support co-operative enterprise with specialised knowledge and expertise, to grow the co-operative economy and create a fairer society. From football clubs and farms to convenience stores and pubs, there are more than 7,000 co-operatives in the UK, each owned and controlled by their members and based on a set of shared principles and values. By promoting shared wealth through member ownership, we are committed to enable anyone in the UK to form, or join, thriving and sustainable co-ops.
As Executive Support Officer, you will provide executive support in a one-on-one working relationship, undertake a variety of special projects for the CEO, working independently from conception to completion.
As an organisation we are led by our unwavering values of solidarity, self-responsibility, equity, and honesty, therefore if you share these core values, we would be delighted to receive your application.
Core responsibilities
We invite all interested parties to learn more about the role and our organisation within the recruitment pack, which can be downloaded from the recruitment documents section.
- Undertake a variety of special projects for the CEO, some of which may have organisational impact.
- Independently gather research for the CEO and translate the findings into completed written and visual reports.
- Undertake data analysis where needed.
- Lead on the end-to-end project management of projects from the CEO.
- Present findings, data and reports to key stakeholders as needed to gain organisational backing to pursue funding and strategic opportunities.
- Edit and prepare Board papers and presentations for the CEO in advance of Board meetings and working groups.
- Provide detailed briefs for the CEO in advance of key meetings and events.
- Maintain a high degree of confidentiality regarding issues concerning members of staff and all stakeholders, and those of organisational and strategic importance.
- Organise workload and prioritise daily using own initiative and knowledge of the work with minimum supervision from the CEO.
- Anticipate the CEO’s needs and exercise judgement based on those needs understanding the politics of a situation and understanding how the organisation functions.
- Ensure the timely preparation and delivery of all briefing information and preparing papers and presentations required by the CEO.
- When required, take accurate notes of meetings, ensuring that matters arising are dealt with by the appropriate person within agreed timescales.
- To undertake other appropriate duties and responsibilities as required from time to time.
Essential skills:
- Administration experience
- The ability to proactively manage and coordinate conflicting priorities, work independently, and meet deadlines
- Handling sensitive situations, recognising confidential issues and dealing with them appropriately
- Attention to detail, good organisational and administrative skills
- Excellent verbal and written communication skills with the ability to prepare clear correspondence, minutes, reports and briefing papers
- Highly developed IT skills with the ability to use a variety of computer systems, and proficient in Microsoft Office applications
Benefits
At Co-operatives UK we are a mindful, inclusive, and equal opportunities employer. As an organisation that is owned and controlled by its members, we put our people at the forefront of all that we do. We offer:
- Flexible working options
- Pension scheme
- Discounted travel to work scheme
- Employee wellbeing assistance programme including free eye tests
- Personal and professional growth and development, including coaching
- Trade union
To apply please follow our application process and complete the application form on our website.
Application deadline: Midnight, Wednesday 10 April 2024
Interviews: Week commencing 22 April 2024, in Manchester.
The client requests no contact from agencies or media sales.