Executive Assistant Director of Strategy and Governance Senior Management Team (SMT) and other members of the executive team

Transcription

1 Executive Assistant Job title Reporting to Key relationships Executive Assistant Director of Strategy and Governance Senior Management Team (SMT) and other members of the executive team Hospice UK was founded in 1984 as Help the Hospices and is the national charity supporting hospice care. We represent and support our member hospices and work with them and other organisations to develop and improve hospice and palliative care throughout the UK and across the world. Our strategic priorities are to: be the leading advocate for hospice care promote and support excellence in hospice care support those providing hospice care. Our values: we aspire to be supportive, professional, collaborative, creative and confident. Role of the executive office The overall aim of the executive office is to support the Chief Executive (CEO) and members of the SMT. Specific tasks and responsibilities are assigned across the team but overall responsibilities of the office include: Diary management for CEO and SMT members including briefings and papers for meetings Organisation of travel and accommodation requirements - UK and international Surveys to member hospices including production (in liaison with relevant member of ESG), dissemination and collation of responses into final report as well as the co-ordination and record keeping of all the organisation s surveys to member hospices Maintaining appropriate records on database records including the register of members for Hospice UK and the production of associated reports Company Limited by Guarantee, Registered in England and Wales No , Charity registered in England and Wales No and in Scotland No. SC VAT No , registered office as above.

2 Administration and other activities to support the executive office. This will include the use and development of related areas of the intranet, database and website. It will cover preparation and dissemination of information related to the CEO, SMT, Advisory Council and the Board Managing relationships with key individuals related to Hospice UK in liaison with Director of Strategy and Governance Support for Director of Strategy and Governance where required Cover for other members of executive team when they are absent and support in times of peak workload. Job description Purpose of role To contribute to the efficient and effective administrative support provided by the executive office but in particular to provide diary management and administrative support for the CEO and Director of Income Generation (DIG) and supporting them with the practicalities of managing their role as well as some administration support for the Director of Policy and Advocacy (DPA) and Chief Operating Officer (COO), if required. Key tasks and responsibilities Providing proactive day to day support and diary management for both CEO and DIG - liaising with all relevant parties as required and ensuring appropriate briefings and printed papers are available in advance and making relevant travel and accommodation arrangements. Organising meetings, this may include: - scheduling meetings with the relevant people at a time and date that is convenient to all parties - liaising with appropriate external contacts and internal teams - booking rooms and organising refreshments - collating, circulating and printing papers in advance of the meeting - minuting the meeting and agreeing with chair before disseminating them (noting that some meetings may be confidential in nature.) Provide administrative support for the CEO, DIG and Director of Strategy and Governance as required including printing of papers. Drafting and preparing of presentations, letters, reports as required and ensuring that all documents are formatted as per house style. Relevant desk research if required. Providing project administration support and manage discreet pieces of work relating to the executive office. Undertaking general administrative tasks as part of the executive team such as implementing and maintaining effective filling systems for storage and retrieval of information including paper and electronic files, bring forward and archive systems, managing relevant expenditure and invoicing processes and printing documents.

3 Act as a point of contact for enquiries to the executive office and responding to such enquiries in liaison with the Director of Strategy and Governance. Monitoring, maintaining and updating the relevant sections of the organisation s website, ensuring that information is accurate and up to date and keeping in line with internal processes. Communicating with internal and external individuals and groups (by letter, telephone, and face to face) as required. Responsibility for the production and distribution of Executive News Online and maintenance of the associated mailing list. In liaison with the Director of Strategy and Governance to be responsible for the membership records for Hospice UK on the database. Providing cover and support for other members of the executive team as required including supporting the directors at external events, which may include travel and over night stays. To be one of a number of staff responsible for answering telephone calls as part of a telephone hunt group and assisting with post opening. To perform any other reasonable tasks as are requested by the organisation. Flexibility In order to ensure the effective running of the executive office a degree of flexibility will be needed by the post holder as they may be required to undertake tasks not specifically referred to above. Such duties however will fall within the scope of the job and this job description will be reviewed regularly to ensure it accurately reflects the tasks and responsibilities of this role. This role profile is not exhaustive and is subject to review in conjunction with the post holder and according to future changes/developments in the service.

4 Person Specification Experience and knowledge Experience in a similar role providing diary management and support to directors or senior managers Knowledge and understanding of the hospice movement Skills and abilities Able to provide a professional, proactive, adaptable and intuitive support service to senior members of staff in the support of their day to day practical needs and diary management. Resilience and the ability to tactfully manage the competing demands on the time of those senior staff being supported. Able to think about practical and business impacts of how the diary is managed and when it is appropriate to reject or accommodate changes. Good relationship building and internal customer service skills and the ability to effectively manage a range of varied and competing demands from colleagues, senior staff and board members. Excellent written communication skills, with a fluent writing style and good knowledge and practical use of the English language and grammar. Excellent verbal communication and phone manner and confident in communicating with a wide range of people at all levels. Excellent minute taking skills. Excellent IT skills, including MS Word, Excel, Outlook and PowerPoint. A keen eye for detail and to ensure high standards whilst working under pressure. Excellent time management and organisation skills with the ability to manage multiple tasks simultaneously and to work to deadlines. Confident, professional and calm with demands. The ability to be a pro active self starter and to use initiative to resolve problems and create solutions to improve the service provided. Able to act with tact, diplomacy and confidentiality and deal with sensitive issues. Ability and experience of using databases and managing content of websites. An approach to mirror our values supportive, professional, collaborative, creative and confident.

5 Terms and Conditions of appointment Contract Salary Probation period Notice period Work Pattern Pension Life Assurance Simplyhealth Scheme Childcare vouchers Cycle to work scheme Season ticket loan Holiday Location Permanent 25,564 per annum The probationary period is six months One month Full time, 35 hours per week You will be auto enrolled into our pension scheme which is at 4%. Further contributions can be made to the scheme and Hospice UK will match contributions of up to 7% of your gross salary. Is provided upon start date at three times salary, subject to acceptance by our insurers A cash plan scheme, which provides payments towards everyday healthcare treatments for example dental, optical etc. up to a policy limit. All employees will be covered under level two of the scheme. We offer childcare vouchers Loaning of a cycle via a salary sacrifice scheme. An interest free loan is available 25 days per year, increasing to 30 days with service. The leave year runs from 1 January to 31 December The post holder will be based at Hospice House, Britannia Street, London, WC1X 9JG.