Job Description

Executive Personal Assistant

Reports to Chief Executive Responsible for LMS AdministratorLocation Lesley Mowbray Suite (LMS)Salary and grade £32,000 per annum / Grade 5Hours Full-time (40 hours per week)

Job purpose

The Executive PA provides confidential, diplomatic and discreet secretarial and managerial support to the Chief Executive, Group Finance Director, Group Education and Skills Director and Senior Leadership Team. In consultation with the Chief Executive, the Executive PA acts as a main point of contact to the Board of Trustees. The Executive PA is also responsible for ensuring the smooth running of the London head office (Lesley Mowbray Suite - LMS) and coordinates administrative support to the senior team and LMS through the line management of the LMS Administrator.

Job scope

1. Secretarial and administration support: Maximises the working potential of the Senior Leadership Team by being proactive and organising the diary and workload of the Chief Executive and the senior team and by acting as ‘gate keeper’. Ensures that effective administration support is provided to the Senior Leadership Team with assistance from the LMS Administrator

2. Secretariat to the Board of Trustees: Acts as secretariat for all Board and Committee Meetings, assists in the induction of new Trustees and coordinates communication with the Board

3. Event and project management: Supports with the planning, coordination and logistics of internal charity events and projects

4. Office management: Responsible for overseeing the smooth and effective running of the LMS with support from the LMS Administrator

Core duties and responsibilities

1. Secretarial support Without supervision ensures that the working potential of the Chief Executive, Group

Finance Director and Group Education and Skills Director is maximised by being proactive, and by prioritising, planning and organising own work schedule

Provides secretarial support to the Strategic Leadership Team, altering approach to the individual needs of the team. This includes extensive diary management, preparing correspondence and presentations

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Carries out travel, hotel and room bookings for the senior team, sourcing best rates and advising senior staff when requests are in conflict with the Charity’s financial policies

Acts as secretariat for a variety of meetings; convening meetings, preparing agendas and other supporting documents, taking accurate minutes, following up on actions and feeding in to the Charity’s reporting structure

Devises and drafts written communications, reports and briefings for the Chief Executive, Group Finance Director, Group Education and Skills Director and Senior Leadership Team as required

Through line management of the LMS Administrator, coordinates a broad range of administration tasks

2. Secretariat to the Board of Trustees Services the Board of Trustees, producing and distributing papers for all Board and

Committee meetings, taking complex formal minutes and following-up on any decisions and actions within the Board action log

In collaboration with the Group Project & Governance Manager, ensures that the Board are in possession of all relevant documentation in order for them to undertake their governance responsibilities as effectively as possible. This includes maintaining the Trustee handbook and the Governance area on the Charity’s intranet

In collaboration with the Group Project & Governance Manager, assists with the induction of new Trustees

3. Event and project Management Manages internal charity events and meetings; sources venues, negotiates rates and

makes all necessary catering and equipment arrangements Undertakes and contributes to projects in support of the Strategic Leadership Team and

the Group Project & Governance Manager as required. This will include desk research for potential new projects and the administration and oversight of current projects

Liaising with relevant stakeholders, produces reports on the status of own projects to feed into the Group reporting structure

4. Office management Develops systems and procedures to provide an efficient and effective office

environment. Practically implements new ideas to solve problems and bring about improvements to services and resources within the LMS

In conjunction with the HR department and the Facilities team, oversees and manages the LMS security procedures, ensuring they are fit for purpose and effective and manages the implementation of changes when necessary

With support from the LMS Administrator, responsible for procurement of office supplies, including ordering, ensuring best value and development and management of the relevant budgets

Liaises with the Facilities Manager and outside contractors as required Provides clear and effective internal communications to the LMS on any office related

issues

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Oversees the reception function through the line management of the LMS Administrator and monitors its effectiveness by liaising with the senior team and operations based in the office

Organisational responsibility

Line Manager to the LMS Administrator Develops, manages and updates the LMS budget Responsible for ensuring systems and processes are followed within the LMS Responsible for setting up new administration systems and processes

Additional Job Requirements

Ability and willingness to occasionally work outside normal office hours

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Person Specification

Qualifications and experience Essential Desirable

1.0 Educated to ‘A’ level or equivalent with GCSE grades A-C in English and Maths

1.1 Minimum of two years’ experience of providing high level Executive PA services

1.2 Excellent key board skills with advanced knowledge of a variety of software packages (to include Microsoft Word, PowerPoint, Excel and Outlook)

1.3 Experience of running and organising complex work schedules within a PA team in an office environment

1.4 Experience in coordinating large events

1.5 Experience of producing complex minutes at a senior level

1.6 Experience of setting up new systems and processes

1.7 Understanding the processes and methods used in project management and experience in supporting projects

1.8 Experience of overseeing and preparing budgets

Skills and abilities Essential Desirable

2.0 Speed writing or equivalent

2.1 Running and organising work schedules simultaneously for a variety of senior managers within an office environment

2.2 Excellent written (e.g. report-writing, agenda creation etc.) and verbal communication skills

2.3 Excellent interpersonal skills with the ability to negotiate, persuade and communicate effectively and sensitively with a variety of people

2.4 Excellent problem solving and evaluation skills with a ‘can do’ attitude to work

2.5 Ability to think creatively and analytically to develop new systems and processes, working with other departments when appropriate

2.6 High levels of performance and accuracy maintained under pressure

2.7 Ability to proactively organise and prioritise workload and establish systems to manage the workload of self and a range of others

2.8 Maintain strict confidentiality at all times in a wide variety of contexts and settings

2.9 Staff management and motivation skills

2.10 Ability to work effectively independently, using own judgement for decision making without managerial support

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