Location:  Islington

Salary:  £28,500 - £30,000 Per anum

Hours: 37.5 per week

Contract: Permanent

Vacancy Reference: S029

Closing date: 20th December 2021 at noon.

Interview date:  29th December 2021

Solace is an innovative, exciting, grassroots charity working across London. Our purpose is to bring to an end the harm done through domestic and sexual violence to all survivors, particularly women and children. Our work is holistic and empowering, working alongside survivors to achieve independent lives free from abuse.

About the Service

You will be working closely with the Executive Team and Board of Trustees, the Executive Team comprises of the CEO, COO, Director of Business Development, Director of Services.

About the Role

Busy but rewarding environment, you will be attending several meetings with or Senior Management Team where you will be responsible for taking accurate minutes and distributing accordingly.  The role entails someone who has previous experience at working at Board level and can co-ordinate several diaries.  Dealing with some sensitive information where it will require confidentiality.

This role will require some late evenings and occasional weekends, it will require someone to agile work and be able to juggle priorities.

About You

You will need to be organised, have excellent IT skills, and be a clear communicator both verbal and written.  Be a team player and be prepared to be instrumental in supporting the Executive team and Board in moving our Charity forward, alongside our Staff, Service Users and Partners. 

You will be handling sensitive information which will require you to be GDPR compliant.

Solace Women’s Aid values diversity, promotes equality and challenges discrimination. We encourage and welcome applications from people of all backgrounds. We particularly welcome applicants from black minority and ethnic communities.

This service is run by women for women and is therefore restricted to female applicants under the Equality Act 2010, Schedule 9, and Part 1. Section 7(2) e of the Sex Discrimination Act 1975 apply. The post is exempt from the Rehabilitation of Offenders Act.

As part of safer recruitment we require all successful candidates will be required to complete a satisfactory DBS (Disclosure Barring Service) disclosure.

No agencies.

We are looking for a capable, confident and experienced PA and office manager to work at a senior level in a well-respected charity. The role involves supporting the Chief Executive, SMT and Trustee Board and includes responsibility for HR and office management. The role would suit an experienced administrator who is familiar with working at a senior level. There is real scope here for making your mark and establishing new ways of working. You will be working at a high level of skill across an organisation which is working on an issue of real importance – child poverty.

About Voice 21

Voice 21 is the national oracy education charity. We exist to empower every child to use their voice for success in school and life. Our work transforms learning and life chances through talk by increasing access to a high-quality oracy education for those that need it most. 

Over the past five years, Voice 21 has grown from operating in a single school in London to a national organisation, with a network of over 600 schools across the country. We are now embarking on our new five year strategy which aims to deepen our impact on outcomes for this generation of children and young people and those to come by significantly increasing the number of Voice 21 Oracy Schools in areas of high need and mobilising a movement of teachers and schools. To help us achieve this, we are recruiting for a number of new roles designed to enable the organisation to reach and support more schools,  improve our ways of working and deliver our ambitions. 

Role purpose

We are looking for someone who loves to organise and organise others, has a keen eye for detail and can build strong relationships with people at all levels. This person will have a key role in supporting Voice 21’s continued growth and effectiveness primarily through providing administrative support to the Senior Leadership Team (SLT), to make our meetings more impactful, and ensure that decisions made are followed up on and implemented.

The Executive Assistant will also have a vital responsibility in providing administrative and logistical support to the whole team, to ensure that they have the correct equipment to enable them to work smoothly from wherever they are based; that our London Office has the right setup and supplies; and that our team meetings and socials are well planned and communicated.

Finally, The Executive Assistant will work closely with the Director of Operations to manage all the things behind the scenes which make Voice 21 work. A typical project might be working with various internal and external stakeholders to coordinate the change of Voice 21’s postal address to our new office location.

Key responsibilities

Support to SLT and CEO

• Organise and attend all SLT meetings (these will be in our office in London); take minutes and capture actions

• Coordinate the production of the SLT agenda and any other supporting documents as required

• Between SLT meetings, work with action holders to ensure that actions are completed as agreed 

• Own the production and updating of Voice 21’s annual calendar, as well as responsibility for ensuring everyone has key dates in their diaries 

• Support to CEO and Director of Operations in collating agenda items and documentation for Board and Board subcommittee meetings

• Diary management for the CEO 

• Ad hoc administrative and logistical support to the CEO and other members of SLT as required

Office management and team administration

• Act as the first point of contact for all things office-related, and ensure the office is fit for purpose, clean and tidy, with the right equipment and levels of stock to meet our needs as an organisation

• Regularly engage with the building and facilities management to ensure issues are dealt with promptly

• Coordinate the planning for whole team meetings and V21 social events, working with the SLT and other members of staff, including booking venues, accommodation and organising food

• Ensure all staff have the equipment they need to be able to work effectively

• Support the People, Data & Admin Officer in managing the administrative aspects of the employee lifecycle, from recruitment to outprocessing

Project and process management

• Act as an ad hoc project manager for organisation wide projects, such as moving our address details to our new office location

• Any other tasks as required by the Director of Operations

Role Progression 

Within 1 month, you’ll have:

• Begun attending SLT meetings, taking minutes and capturing actions

• Identified key internal and external stakeholders and started to build good relationships with them

• Taken over responsibility for office management and established yourself as the POC with the team

• Taken over responsibility for administrative aspects of the employee lifecycle and established yourself as the POC with the team

Within 3 months, you’ll have: 

• Taken on responsibility for driving SLT agenda planning and action tracking, and have made a significant impact on SLT’s effectiveness and efficiency

• Taken on ad hoc diary management responsibilities for Beccy, our CEO

• Taken on responsibility for supporting SLT with planning face to face whole team meetings, as well as any administrative or logistical support required

• Established basic requirements and guidance for our office and ordered equipment and supplies necessary to make it a pleasant place to work from

Within 6 months, you’ll have: 

• Led at least one cross-organisational project, such as changing our registered address

• Fully immersed yourself in how Voice 21 works and taken a lead in proactively suggesting ideas to enable us to scale our impact, and taken the lead on implementing agreed projects and actions

• Lead on the annual planning process, and produced an annual calendar and meeting planner for September 2022 - August 2023, as well as circulating and updating calendar invites as required

From 6 months onwards, we expect for you to be:

• Seen as the glue that knits the organisation together by the whole team, and the first point of contact for any question where people don’t know who to turn to

• Acting as a partner to our SLT to drive the implementation of our strategic objectives, and to ensure that actions agreed are tracked and followed up on, and that any potential blockers are identified and highlighted 

This job is for you if you...

• Have strong organisational and time management skills, able to stay on top of multiple, varied projects and relationships, and get a kick out of being organised and organising others

• Are tenacious at chasing down information and are skilled at following up with people to ensure actions agreed are being completed and that potential snagging points are addressed and communicated

• Are ambitious to see what a fast growth charity looks like and understand the dilemmas that the leadership are grappling with on a daily basis

• Are a natural relationship builder, able to work with and gain the confidence of people at all levels to help us collaborate across boundaries.

• Have previous start-up/ scale-up experience and are comfortable working at pace and under uncertainty

• Are excited by being given a great degree of autonomy, ownership and flexibility about how you work, but are prepared to be flexible to meet the changing needs of the charity

• You are passionate about Voice 21’s mission and helping us meet our ambitions.

Our aim is for everyone in the National Church Institutions (NCIs) to feel that they belong, and are valued for who they are and what they contribute. Together, our people contribute in different ways towards our common purpose, whichever NCI they work in and whatever their background.

The National Safeguarding Team (NST) provides professional advice to the Church of England on matters of national policy as part of its wider transformation plan, which includes the development and implementation of national training, quality assurance and audit, and work with survivors. The NST also leads complex casework and supports dioceses in their safeguarding of children and adults.

This is an excellent opportunity to lead on the provision of high-quality business and office management support to the Safeguarding Director and National Safeguarding Team.

As PA and Business Support Manager, you will contribute to information sharing, future planning and problem solving, providing strong leadership and a role model for others within the team. 

Taking responsibility for the delivery of key business priorities, including effective line management and prioritisation of projects within the administration team, you will ensure project management business support is available for high profile projects including Safe Spaces, National Casework management system, and the implementation of IICSA recommendations.

By providing high level administration support, you will give capacity to the safeguarding specialists within the team. This will include overseeing the induction of all employees, refining business processes, financial authorisation, and being the public facing response for safeguarding.

We are taking a flexible approach to work, with many colleagues opting for a hybrid approach to their working week, with a mixture of home and office-based working. Further details will be discussed at interview.

We would like to hear from you if you have the ability to learn quickly and the motivation and commitment to give to this post.

Interviews will be held on the13th and 14th December 2021.

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

MAIN RESPONSIBILITIES

Business Support and Office Management

• Direct leadership, review and management of the administration team including development of the team to the required standard.
• To lead on the coordination of NST leadership team meetings and to attend to report on key information and contribute to team planning.
• To oversee and manage a coherent administrative service to support the rapid growth of the NST and its projects and workstreams, including effective deployment of priorities and responsibilities of the team. 
• Responsibility for the management of non-salary financial processes on behalf of the Director, liaising with key colleagues regarding office expenditure, informing the senior team of any issues, maintaining all budget documentation, and monitoring and reporting on expenditure periodically.  Review, develop and streamline administrative processes such as invoice payment arrangements, as well as creating new processes to ensure efficient and accurate protocols including procurement are in place.
• To lead on reviewing and developing business systems, including creating new systems to support the needs of the whole of the NST, for example office systems and case work management systems.
• To have oversight of and manage the on-boarding of new team members including desk risk assessments as well as the appropriate processes for leavers, in liaison with the HRBP and senior management, to establish and maintain induction materials.
• Oversight of key NST meetings to ensure they are organised and facilitated appropriately, including communications with key stakeholders and any offsite visits or travel. Ensuring the admin team are creating minutes up to the required standard and papers are appropriately collated and distributed.  Including internal team meetings and team-building events.
• To have oversight of the planning and co-ordination of national events led by the National Safeguarding Team e.g. diocesan safeguarding advisor days and the annual national Safeguarding conference.
• To lead on the production, formatting and publication of National policy and practice guidance, in liaison with the Deputy Director of Development.
• To have oversight of the collection and collation of information and data from consultation activities, annual data returns and audits.
• To work with other NCI departments, such as HR, IT Services, Office Services and Finance teams to ensure the NST is up to date with current NCI processes.
• To lead on the maintenance of the National Safeguarding webpage and portal, in liaison with the Communications Officer.
• To lead on ensuring the NST is GDPR compliant and managing processes in relation to data breaches.
• To hold responsibility for reviewing and sending out communications to the national church, governing bodies and other external parties as required on behalf of the Director and NST, in liaison with the Deputy Director of Communications.
• To effectively oversee the casework inboxes and duty telephone calls and quality assure the responses given by the administrative team as well as ensuring that the team are trained and well-equipped to receive disclosures of abuse.
• To lead on recruitment processes for the NST in liaison with the recruitment BP and HRBP and to be the point of contact for survivors who are part of an interview panel.
• To lead on the coordination and organisation of safeguarding governance groups such as the National Safeguarding Steering Group and National Safeguarding Panel in liaison with the Lead and Deputy Bishops of Safeguarding and the Independent Chair of the Panel.
• To manage and review the physical environment in which the NST works in, in liaison with Office Services, to ensure the appropriate space and equipment is made available for the needs of the team.

PA

• To provide high level executive support to the Safeguarding Director and other senior team members as required, including file, mailbox and diary management, writing and reviewing documents, and sending key communications to internal and external stakeholders.
• To have oversight of travel and hotel arrangements in liaison with the Team PA and other support team members.

General

• To ensure that there is a good quality customer service response to a range of different stakeholders including senior clergy, survivors and safeguarding professionals.
• To work positively and inclusively as part of the team and take a proactive approach to personal development.
• Identify areas for improvement and change. Continuously seek to make processes and team operations more efficient. Work with other members of the whole team.

THE REQUIREMENTS

Skills/Aptitudes:

• Management skills – oversee and lead administration function and ability to develop the team.
• Proven track record in managing complex travel arrangements.
• Experience of managing budgets and experience of financial systems such as SAP.
• Influencing and negotiating skills.
• Proven track record in delivering with a high degree of accuracy.
• Ability to communicate effectively, both orally and in writing.
• Enthusiastic, organised, flexible and able to prioritise.
• High resilience with the ability to work under pressure, often to changing and competing demands.
• Ability to work autonomously, use own initiative and make decisions.
• Evidence of a high level of administrative and organisational ability including document management skills and complete understanding of the full Microsoft Office suite (e.g. Outlook, Word, Excel, PowerPoint).

Knowledge/Experience:

• Proven track record in providing executive support to senior management including experience of minute taking and drafting correspondence.
• Policy work including research and drafting.
• Experience of dealing with enquiries from members of the public.
• Evidence of dealing with confidential and sensitive material.

Personal Attributes:

• Self-motivated, proactive and committed to achieving results.
• Leadership qualities and the ability to command the respect of others.
• Collaborative and collegiate in approach.
• Flexible in order to meet the demands of the post.
• Excellent interpersonal skills including the ability to establish positive working relationships with senior stakeholders and to represent the Safeguarding Director to external partners.
• Operates with discretion and integrity – ability to be trusted with confidential information and a sound ambassador for the NST.
• Ability to deal sensitively and professionally with survivors and other vulnerable groups.
• An understanding and empathy with the structure and culture of the Church of England.

Education:

• A-level or equivalent.

Disclosure & Barring Service (DBS) Requirements:

• This role will require a basic DBS check.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith.

As a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.

As a member of the Armed Forces Covenant, we welcome applications from those of you who have served in our Armed Forces and their families.

We are committed to being an equal opportunities employer and to ensuring that everyone, job applicants, customers and other people with whom we deal, are treated fairly and not subject to discrimination.  We will do whatever is necessary to provide genuine equality of opportunity. We continuously review our policies and processes to support our aim to create a workforce as diverse as the nation the Church of England serves.

London School of Theology (LST) has been providing academic evangelical theological education since 1943. It is committed to serving the Church globally and training Christian disciples who transform wider society through their life and witness. We are at an important moment in the life of the School, with a re-envisioning process underway and a new strategy being developed.

The Role - PA to Principal and Academic Dean

LST is seeking to recruit a PA to provide administrative support for all aspects of the roles of the Principal and Academic Dean. 

This is a role requiring previous PA experience at executive level and will suit someone who will enjoy the opportunity to provide support at the most senior level with a busy and varied workload needing high levels of discretion and confidentiality.  The role needs someone who is pro-active, confident and has excellent organisational, interpersonal and communication skills.

Specific duties include diary management, administration support, research support and acting as Secretary to two Committees and the Executive Team.

Application Details

A complete Job Description, Person Specification and full details of the application process can be found at LST's website.

Applications are welcome from both full-time and part-time candidates as the tasks within the JD can be separated for those interested in a part-time position only.

All successful candidates must have the right to work in the UK.

LST is a Christian college and as such it is a requirement of the Person Specification that the postholder must be in sympathy with the Christian ethos, aims and objectives of the School.

Candidates are encouraged to apply early as applications will be considered upon submission.
 

Prospectus are delighted to be supporting our client, a specialist and research intensive postgraduate institution in London, to recruit a temporary Personal Assistant.

In this role you will provide comprehensive administrative, secretarial and business support to the Deputy Vice-Chancellor. The role involves complex diary management and arranging and servicing meetings. You will arrange, plan itineraries and co-ordinate overseas trips, and co-ordinate travel for academics arriving. You will contribute to the monitoring of the budget, particularly high value expenditure related to investment projects. In this post you will ensure a range of other administrative duties are met which contribute to the efficient operation of the office.

To be considered for this role you will have demonstrable experience of successfully working in a PA or EA role in a medium to large organisation and have experience of servicing committees including minute taking. You will have a good understanding of the higher education sector.

Please note that this role is to start as soon as possible until the end of March 2022, you will therefore need to be able to meet these time frames.

If you would like to hear more about this role, please apply with your CV (in Microsoft Word format).

As a specialist Recruitment Practice, we are committed to building inclusive and diverse organisations, and welcome applications from all sections of the community.

At a pivotal moment in United World Schools’ history, join us as we take our growth to the next level. Led by our new global CEO, Dhivya O’Connor, we are developing our bold 2030 strategy to reach more children than ever over the next decade and you can help to make it possible. 

We are looking to recruit an Executive Assistant to support the Executive office and UWS UK Board of Trustees. 

Acting as a first point of contact for the CEO, the posthold will oversee aspects such as diary management, scheduling and organising travel, external correspondence, and administration. The post holder will also provide administrative support to the Global Leadership Team (GLT), Board of Trustees, and Sub Committees as necessary, attending meetings and taking minutes. 

This will include working on developmental projects for the CEO/GLT in line with UWS’s strategic objectives, and include liaising with staff and volunteers across the organisation to progress agreed activities.

This is much more than a traditional Executive Assistant role and would suit a proactive individual with strong communication skills, an eye for detail, who is passionate about working for an ambitious and fast-growing international non-profit organisation.

Administration for CEO

• To provide a high level of support to the Chief Executive

• Proactively maintaining and managing the Chief Executive’s diary

• Developing a logical system and managing the Chief Executive’s filing systems

• Organising travel arrangements for the Chief Executive and Directors as necessary, including international travel

• Proactively managing the Chief Executive’s correspondence dealing with urgent items in their absence and referring as necessary, including managing outlook and filing emails

• Filtering correspondence and providing a weekly briefing of key priorities to the Chief Executive

• Managing CEO receipts and expenses claims

Leadership Team support 

• To attend Board and Global Leadership Team meetings and minute action points;

• Organise all Staff Team meetings and support the management of internal staff comms 

• Organise Staff/GLT/Board Away days as appropriate

• To ensure a high standard of administration in support of the Leadership Team

• To understand the key roles, responsibilities and priorities of the CEO, proactively building strong relationships with internal and external contacts in order to provide a high level of support.

Trustee/Board Support

• Coordinating meetings of the Board of Trustees

• Assisting the Chief Executive in drawing up agendas and drafting meeting papers

• Circulating meeting papers and developing a rapport with the UWS UK and US Board members

• Administrative leadership and minute taking at meetings of the Board of Trustees, including the Board Committees, as appropriate 

• Monitoring progress/completion of action points and liaising with the GLT as necessary

• Monitoring Trustees terms of office and supporting new Trustee appointments

• Organising new Trustees’ inductions

• Maintaining the Trustee contact details, company registers and the trustee skills audit

• Monitoring and coordinating Trustee visits to countries and ongoing expenses.

Office administration

• Support with the management of office supplies (ordering, managing)

• Liaise with external suppliers (printing, office, facilities, cleaning, utilities)

• Support with staff and volunteer recruitment, induction, onboarding and offboarding, staff appraisals and performance management administration 

Special Executive responsibilities

• Delivering bespoke projects as and when required by the CEO

• As required, assisting the CEO and/or other Directors on special projects in relation to the successful overall operation of UWS, including for example, support on matters requiring high levels of discretion/confidentiality.

Person Specification 

Experience & skills

• Significant and demonstrable experience of supporting and working with an organisational leader/CEO 

• Excellent writing skills and experience of minute-taking 

• Excellent time management skills – ability to organise own time and others

• Exceptional communicator with excellent written, face-to-face and telephone skills

• Experience dealing with a wide range of stakeholders

• Experience of supporting a Board of Directors/Trustees and/or subcommittees and governance processes 

• Strong organisational skills and ability to lead/deliver projects, monitor progress on projects and/or meeting actions to ensure updates provided and actions completed 

• Advanced knowledge of Microsoft Word, Excel, PowerPoint and Google Workspace (d)

• Experience of organising international travel and related requirements

• Experience of telephone systems, email, databases and data entry (d)

• Experience of working with confidential and sensitive information

Attributes

• Proactive and solution-oriented 

• High level of attention to detail

• Ability to take decisions independently and know when to escalate matters

• Highly motivated self-starter looking to develop and improve personal skills and attributes

• Calm under pressure and ability to be responsive to varying demands of the Executive Office 

• Responsible and ability to operate with discretion

• Tech savvy

• Friendly and approachable

• Team player

Circumstances

• Able to work outside office hours on occasions and support flexible working patterns

• Willing to travel locally and internationally if required

Benefits

As a UWS member of staff, you are one of the organisation’s most important assets. We want you to love working for us and to feel supported in maintaining a healthy work-life balance and to develop personally and professionally while you’re with us to give us your best!

• 25 days annual leave plus 8 statutory bank holidays per calendar year. 

• In order to support all staff in maintaining a healthy work-life balance, we offer flexible working options

• Organisational wellbeing days 

• Learning and development opportunities

To apply for this position, please send a CV (max 2 pages) and a covering letter via Charity Job outlining your suitability for the role, referencing the Person Specification.

Closing date: Monday 29th November, 9am (UK time)

Due to the urgency of the role, applications will be reviewed on a rolling basis. To avoid disappointment, apply as soon as possible. 

Next steps

• First stage interviews will take place w/c 6th December 2021. This will involve a competency-based panel interview and assessment. 

• Final stage interviews with the Chief Executive Officer will take place on the 13th and 14th December. 

Please outline your availability to interview on your Covering Letter.

Thank you for your interest in working with United World Schools.

I am delighted to be working with an amazing end of life charity in search of a PA/EA. We are seeking a dynamic individual with strong administrative and writing skills who would enjoy contributing to a high-profile campaign and rapidly-growing charity to join the teams across two organisations. The role would be ideal for someone seeking to become more actively involved in the not-for-profit sector, while gaining a greater understanding of how campaigns work.
You will have a unique opportunity to gain a holistic overview of leading a campaign and a charity; a comprehensive introduction to human resources; and a close-up of the working life of a Chief Executive with insight into managing and motivating teams, fundraising, and leading one of the highest profile campaigns in the UK today.

Role Purpose:
To provide high level administrative, project management, and research support to the Chief Executive.
To provide excellent writing support to the Chief Executive by drafting email templates, responses to members and stakeholders, and other material as required.
To support the Chief Executive in building and maintain an active and innovative presence on social media.
Work alongside the Chief Executive to provide proactive governance and secretarial support to the Boards of Directors and Trustees.
To play an active role in the development and maintenance of efficient and effective administrative and human resource systems in the office.
To maintain confidentiality, use discretion and sound judgement in undertaking all areas of responsibilities.

Key Responsibilities:
Support to the Chief Executive and a dynamic team
Harnessing real change in end-of-life choices requires rapid practical responses to a range of issues. You will be responsible for contributing to this fast-paced environment by:
Managing specific projects on behalf of and under the general direction of the Chief Executive
Ensuring the smooth and efficient running of the Chief Executive's office: including managing the Chief Executive's diary and responding to enquiries and correspondence as delegated by Chief Executive, channelling subsequent correspondence
Drafting correspondence, briefings, papers, and any other materials that the Chief Executive requires
Supporting the Chief Executive in managing our major donors and stakeholders
Supporting the Chief Executive in optimising their social media presence
Monitoring and responding promptly to enquiries to the general email account
Arranging hospitality and travel for meetings as requested

Board Governance:
The Board members and Trustees are dedicated professionals who bring with them diverse expertise in support of the campaign and charity. You will work alongside the Chief Executive to facilitate their strategic input by:
Leading on the organisation of Board meetings and events (such as Away days) including preparation of agendas, papers, and venues and take minutes of meetings
Acting as a first point of contact for Board members and Trustees on organisational matters
Undertaking appropriate post-meeting action to ensure implementation of decisions arising from meetings and ensure an appropriate forward plan for the work
Assist in the recruitment of new Board members, including advertising posts, screening CVs, arranging interviews and extending offers and ensure all Board members receive a detailed induction

Human Resource Administration:
Behind a winning campaign and a cutting-edge charity is a motivated and passionate team. You will be responsible for maintaining the vibrant team atmosphere by:
Playing an active role in the development and maintenance of efficient and effective human resource systems
Supporting senior managers on recruitment and selection, including drafting appropriate job descriptions, advertising opportunities, arranging interviews, checking references, extending job offers, issuing contracts and welcoming new team members
Updating and maintain employee files and the HR database ensuring that all information is kept up to date and legally compliant
Contributing to the overall office environment ensuring that all areas are kept safe and presentable in line with Health & Safety requirements
Liaise with the building management company and maintenance staff

Person Specification:
Experience and knowledge
Experience of administrative work in a fast-moving environment.
Experience of working with and coordinating committee meetings, including experience taking complex minutes
Experience of implementing and maintaining administrative systems and procedures

If you have the above skills and experience and are immediately available, please apply online today!

Personal Assistant (PA)

The Victory Services Club (VSC) is a successful charity which provides membership services to serving members of the UK Armed Forces, NATO and the Commonwealth, and their families.   The Club, which is close to Marble Arch, has 200 bedrooms, extensive dining facilities, and seven Event Rooms which are available for Club members.  Our Event Rooms are hired to generate revenue for the charity.  The Club operates a number of schemes to provide free breaks for serving members of the Armed Forces. 

We have a fantastic new opening for a highly organised and practical professional to join our team as the PA to our CEO and to provide support to the Board of Trustees, in addition to offering comprehensive administrative support.

The post holder will oversee aspects such as diary management and scheduling, liaising with senior managers, and other professionals and partners and organising committee meetings including arranging briefing packs and coordinating Trustees attendance.  In addition, they will manage the CEO’s mail and coordinate responses, after seeking inputs from other colleagues.  The PA will also draft short responses on behalf of the CEO.

We are looking for someone who has the ability to effectively balance multiple demands and is keen to make this role their own and add value to the team. The right person will be able to take on current systems and use their organisational abilities to develop the role and source innovate ways of working to support the wider work of the organisation. They will also need to demonstrate excellent standards of written and verbal communication, as well as the ability to handle effective professional boundaries and relationships with people at all levels.

To be successful as the PA to the CEO you will be a good communicator who can proactively project manage. With brilliant administration and organisational skills, you will be capable of working with and inspiring colleagues. Essential for success, the right candidate will be comfortable with using MS products, and can store and retrieve documents.  Having a military or charity background will be an advantage, but is not essential.

This is an excellent opportunity to provide support to the CEO and Board of Trustees.

Closing date: The Closing date is 4th December 2021, although applications will be considered for shortlisting on a rolling basis, and the closing date will be brought forward if a successful candidate is found prior to 4th December 2021.

The VSC is committed to staff development and supervision, and we will provide a detailed induction and on-going training and support.  We are an equal opportunities employer and we welcome applications from all sections of the community. 

Prospectus is delighted to be working with a national civil society organisation to find their next Executive Assistant who will provide support to the Charity's grant making and welfare operations.

In this role, you will support across the Grants and Welfare department by assisting in the preparation for and delivery of committee meetings and committee briefs, leading on the production of the paperwork and preparing financial reports. You will also work closely with the Director of your department to support on the organisation's grants and charities database, pulling data and converting into meaningful reports. You will be tasked with facilitating regular visits and meetings with stakeholders from across networks and ensuring preparation is completed sufficiently. This role plays a critical part in the successful delivery of the organisation's vital work to its beneficiaries.

To be successful as Executive Assistant, you will be a good communicator who can proactively project manage. With brilliant administration and organisational skills you will be capable of working with and inspiring colleagues and volunteers. Essential for success, the right candidate will be comfortable with using MS Excel and Salesforce or similar software. Having a background in community or welfare support will also be an advantage.

As a specialist Recruitment practice we are committed to building inclusive and diverse organisations, and welcome applications from all sections of the community. We invest in your journey as a candidate and are committed to supporting you in your application.

In order to apply please submit your CV in the first instance and begin to prepare your supporting statement. Should your experience be suitable, we will send you the full job description and will arrange for a call and/or meeting to brief you on the role.

About The Role

We are delighted to be recruiting an Executive Assistant to our CEO!

As an experienced Executive Assistant, you will support our CEO and ensure the smooth running of the Chief Executive's office. This involves proactive diary management, making all necessary arrangements for internal and external meetings, understanding the CEO’s priorities and supporting through the efficient management of time and focus. You are a skilled problem solver and plan ahead. You are an expert communicator, on the phone, in all written forms including email and face-to-face. You work well under pressure, are self-motivated and can manage upwards.  You are creative, adaptable and a passionate team player who enjoys getting things done. You live our values of perseverance, integrity, compassion and creativity.

The role, at the heart of Place2Be, will involve liaising with all teams across Place2Be as well as our Chair and our terrifically committed Board of Trustees.  You will be responsible for minute-taking of Executive, Committee and Trustee meetings and organising board meetings. You will also have contact with a wide range of external stakeholders including head teachers, key partners from government and high level funders and supporters.

As a frequent first-point of contact in this fast-paced, dynamic organisation, you will play a key role in leading and reflecting the highest quality of standards and professionalism. We can depend on you to remember the finer details at all times. We are particularly interested in attracting applications from Black, Asian, and Minority Ethnic backgrounds. You have integrity and are trustworthy. This role involves dealing with sensitive and confidential issues, discretion is key at all times. You will have a passion and interest in people, a commitment to making a difference in children’s lives so they can reach their full potential.

 

What will I be responsible for in my new role?

 

Main responsibilities:
 

• provide administrative support to the Chief Executive and act as Secretary, administering and taking minutes of Executive and Committee meetings
• manage diary, organise meetings and conference calls, book meeting rooms and refreshments, prepare agendas, follow up on progress, source and book external venues when necessary
• liaise and interact with senior internal management, trustees and external contacts. Manage and administer all enquiries to the CEO’s office, prioritising as appropriate
• manage office in the absence of the CEO - keep abreast of developments, handle contacts sensitively, take and, where possible, deal with telephone messages and internal and external queries
• ensure that Trustee meetings are planned and organised. Consolidate, prepare and distribute the reports in time for the planned meetings
• take minutes at quarterly Trustee meetings
• create and manage the Trustee annual calendar, producing the annual Trustee Handbook
• demonstrate a commitment to the organisation and to customer care by ensuring regular communication, visibility and feedback to all stakeholders

Diversity and Inclusion

Place2Be is committed to equal opportunities and anti-discrimination practices and we positively encourage applications from all sections of the community. We are particularly interested in attracting applications from candidates from diverse backgrounds.

About You

As the successful candidate, you will:

• possess excellent communication skills - written and verbal – with a confident and pleasant telephone manner, maintaining confidentiality
• feel at ease communicating with a wide range of people, confidently building and maintaining relationships
• possess the ability to work effectively with all levels within the organisation and with key external partners and funders
• be proficient in diary management, report preparation, business writing and able to work at Director level in a busy office environment 
• well organised, strong planner, unflappable, with experience of keeping calm and focused when working under pressure
• possess the ability to use own initiative, be energetic and a self-starter
• be numerate, have strong writing skills, demonstrating attention to detail and able to produce written documents to a high standard
   

1st Interview date: W/C 6th December 2021 via ZOOM 
 

In return we offer you a range of fantastic benefits including:

• Enhanced Annual Leave entitlement
• Robust Learning and Development Programme
• Contributory Pension Scheme
• Life Assurance, 4x Annual Salary
• Employee Assistance Programme
• Mobile Phone Discounts (EE Network)
• Cycle purchase and season ticket loan schemes
• Extended Maternity/Paternity Pay

If you share our core values of perseverance, integrity, compassion and creativity and have the counselling skills and patience to support some of the UK’s most vulnerable young people and families, we would love you to join us. It’s sensitive and demanding work – but hugely rewarding and fulfilling - you will be helping to give young people a brighter future.
 
Please view/download the full Job Description and Person Specification on our website for further details.

We’re pleased to be working with a social welfare charity who are looking for an Executive Assistant to join their team. You will provide high-quality executive support to the Chief Executive and Senior Leadership Team – including diary management, Board administration, database management, data protection and event planning.

You’ll be able to provide a variety of Board administration, including arranging and preparing for Board meetings, assisting with communications and taking and producing minutes. You will also provide day to day HR support and perform a number of office management tasks. This is a varied role with plenty of responsibility and the ideal candidate would be a proactive problem solver, finding positive solutions to challenges.

You will need:

• Significant experience of providing executive level support
• Strong IT skills including Excel, Word and databases
• Experience of coordinating meetings, supporting with research and producing presentations
• Excellent communication skills and able to communicate with a diverse range of people
• Skills in proactively managing complex diaries, logistics and travel arrangements

Location: London

Salary: £35,000 - £40,000

Deadline: ASAP

If you would like to have an informal discussion, please call Chloe on 02030 062787 or email [email protected].

Ashby Jenkins Recruitment are a specialist charity recruitment agency, we use our extensive sector knowledge and experience to match candidates to the most suitable roles. We take a relationship-led approach to recruitment, working ethically, supporting people to find their perfect role within the not-for-profit sector.

We are passionate about improving equality across the sector, you can read more about our commitment to diversity here.

If enough applications are received the charity reserve the right to end the application period sooner.

Executive Assistant, a great opportunity to join a wonderful Social Welfare Charity, located in Central London.

Immediate Start. Coverng a contract period of 7-12 months and offers hybrid working.

As the Executive Assistant, you will join a busy and close working grants and welfare team, providing a range of executive support to the Director and Officers within the team. You will be responsible for;

• Coordinating, arranging, and booking visits for committee meetings and conferences.
• Assisting in the preparation and delivery of pre and post meeting packs and meeting briefs.
• Attending meetings and taking notes/minutes when required.
• Assisting in the preparation of reports for meetings.

The team are looking for a proactive and experienced Executive Assistant, who enjoys working closely with their team, with previous experience and skills in areas such as;

• Excellent organisational and administrative experience to coordinate meetings and visits and manage a variety of tasks.
• Excellent written and verbal communication skills to communicate both internally and externally with senior contacts and committee members on behalf of the Director and team.
• Excellent MS Office Excel skills and database skills, to help with reporting tasks.
• Previous experience of working within a committee or welfare support role will be adventurous but not essential.

Do you believe dying people should have the choice of an assisted death?  Do you want to work closely with the Chief Executive driving forward one of the most high-profile movements for change in the UK? If yes, we want you to join the teams at Dignity in Dying and Compassion in Dying.

We are seeking a dynamic individual with strong writing skills who wants to contribute to the UK’s leading campaign for assisted dying, and a charity leading the way to better dying in the UK.  The role would be ideal for someone seeking to become more actively involved in the not-for-profit sector, while gaining a greater understanding of how campaigns work.

You will have a unique opportunity to gain a holistic overview of leading a campaign and a charity; a comprehensive introduction to human resources; and a close-up of the working life of a Chief Executive with insight into managing and motivating teams, fundraising, and leading one of the highest profile campaigns in the UK today.

The role works across both Dignity in Dying and Compassion in Dying. Both organisations share a desire to see individual choice at the heart of end-of-life decision-making. However, while Dignity in Dying seeks to extend patient choice at the end of life by campaigning for assisted dying for terminally ill, mentally competent adults, Compassion in Dying empowers patients now to make and record informed end of life choices under the current law. The organisations have separate boards but share a Chief Executive, some staff and premises.

Role Title: Executive Assistant

Salary:   £27,109 pa

Reports To:   Chief Executive

Hours:  Full time (35 hours per week)

Contract: Permanent

Direct Reports: None

Main Place of Work:   Oxford Street, W1D 2JT

The building has a small lift which is only accessible from 1st floor landing. We operate hybrid and flexible working policies which can be further discussed at interview.

Application deadline: 23:59 Sunday 5th December

Interviews: Thursday 9th December