Governance and Executive Support Assistant Chief Executive Section Job Type: Full time 37 hours per week Location: Hull, East Yorkshire Salary: 25,000 per annum Start Date: ASAP Duration: 6 months fixed term Pickering and Ferens Homes is seeking to appoint a Governance and Executive Support Assistant: This is key position that reports directly to the Chief Executive. The purpose of the role is to provide personal assistance support to the Chief Executive, administrative support to the Directors as required and to carry out key Trustee and Governance related functions. Candidates should possess: Five GCSE s at grade C or above (or equivalent) including English or significant previous administrative/secretarial experience Be an experienced MS Office user, particularly Word, Excel and Outlook and be a competent Internet user. Candidates should have excellent organisational skills, experience of agenda planning, minute taking and follow up actions and be able to demonstrate a high degree of accuracy and attention to detail. Ideally you will have a background in the not for profit sector, but candidates will be screened for their relevant experience and transferrable skills. Further information can be downloaded from our website: www.pfh.org.uk or is available from Pickering and Ferens Homes, Silvester House, The Maltings, Silvester Street, Hull HU1 3HA Tel: 01482 223783 Closing date close of business on 11 th July 2014 Interviews will be held on 17 th July 2014 If you have not heard from us by then, please consider your application unsuccessful. If you are interested in applying for this post please forward your C.V. to pam.stamp@pfh.org.uk with a covering letter detailing how you meet the essential criteria, and what attracted you to this post. Pickering and Ferens Homes is a registered Housing association (A4020), registered Charity (No. 1014862) and a member of the National Association of Almshouses (No 981) We are an Investor in People, Customer Service Excellence and an equal opportunities employer, and welcome applications from all sectors of the community.
Pickering and Ferens Homes Brief Background to the Association Pickering and Ferens Homes (the association) is a registered charity, a registered social landlord and a member of the Almshouse Association. The association manages over 1200 properties within the city of Kingston upon Hull (and the East Riding). The aim of the organisation is To provide high-quality homes for older people with or without a disability, who are in housing need throughout the city of Kingston upon Hull and the East Riding of Yorkshire. The association dates back to 1910 when two local benefactors provided land and money for the construction of 24 almshouses for elderly persons. These properties were initially managed and maintained, in accordance with the Trust Deeds of the Charities, by the Kingston upon Hull City Council. One Charity was named the Pickering Homes Trust. The other Charity was named the Ferens Haven of Rest Trust. In 1978 the City Council obtained housing association status on behalf of the above Trusts. In 1992 the two Trusts merged to form the present day Pickering and Ferens Homes. Since then the association has grown considerably. Between 1988 and 2013 the number of properties the association is responsible for has increased from just 24 to over 1200 properties. Over 900 new properties have been built in the city of Kingston upon Hull by the association. All of the accommodation, in the ownership of the association, with the exception of 4 bedsitters, has either been built since 1988 or has recently been refurbished. The association also provides a management and maintenance agency service to 31 properties located in Hull and Bridlington for and on behalf of the Mrs D L Richardson s Almshouse Charity. A Board of 12 Trustees administers the work of the association. The Board of Trustees meet on a quarterly basis. In accordance with the Trust Deeds of the association, two Trustees are nominated by the Kingston upon Hull City Council, two Trustees are nominated by the residents of Pickering and Ferens Homes and eight Trustees are co-opted. Pickering and Ferens Homes is administered by a Scheme which has been approved by the Charity Commissioners for England and Wales. The Scheme is the governing document of the organisation. The Scheme sets out the charity s purposes and how the charity is to be administered. The Trustees are people who have been appointed to be responsible for the general control and management of the administration of the Charity. In addition to being a charity the organisation is also a member of the Almshouse Association. As at 28th February 2014, the association employed 45 full-time and part-time members of staff.
JOB DESCRIPTION Governance and Executive Support Assistant Reporting to : Chief Executive Date Prepared : August 2010 Updated June 2014 DIGNITY AT WORK: To show, at all times, a personal commitment to treating all residents, Trustees, customers and colleagues in a fair and respectful way, which gives positive regard to people s differences and individuality. Assist in ensuring equal access to services and employment opportunities for everyone. PURPOSE: To provide personal assistance support to the Chief Executive, administrative support to Directors as required and carry out key Trustee and Governance support related functions. 1
PRINCIPAL ACCOUNTABILITIES: 1. Organise and service meetings (inc. Board and Committee meetings) and events, assembling relevant information and documents. 2. Support the effective management of the Chief Executive s diary using electronic systems. 3. To assist the Senior Management Team in the finalisation of reports, presentations and correspondence, some of which may be of a complex and confidential nature. 4. Dealing with routine correspondence, enquiries etc, in the absence of the Chief Executive including appropriate liaison with the Board of Trustees and the Senior Management Team. 5. Support the Board of Trustees and Senior Management Team through the undertaking of key administratively governance tasks such as issuing routine returns for completion, maintaining attendance files and annual attendance reports 6. Attend and take minutes when required and deal with any follow-up action. 7. Liaise with third parties, inside and outside the organisation, often at senior level. 8. Support accurate filing and administrative systems, and collate and research information when required. 9. Undertake other routine office tasks for the Chief Executive e.g. faxing, photocopying, outgoing post. 10. To complete travel and itinerary arrangements necessary for the Chief Executive to carry out their duties. 11. To attend and participate in internal and external meetings, working groups and committees as required. 2
GENERAL: 1. The above principal accountabilities are not exhaustive and may vary without changing the character of the job or level of responsibility. 2. The above duties may involve having access to information of a confidential nature, which may be covered by the Data Protection Act. Confidentiality must be maintained at all times. 3. To undertake such other duties as the Board of Trustees, Chief Executive and Directors may from time to time require, which are consistent with the general nature and level of responsibility of this post. 4. To work in compliance within the Code of Conduct, Regulations, Policies and Procedures of the Association and its commitment to Equality. 5. The Health and Safety at Work etc Act (1974) and other associated legislation, places responsibilities for Health and Safety on all employees. Therefore, it is the post holder s responsibility to take reasonable care for the Health, Safety and Welfare of him / herself and other employees in accordance with legislation and the association s Safety Policy. 6. Where the post holder has a disability, every effort will be made to make reasonable adjustments including the supply of all the necessary employment aids, equipment or adaptations to enable him / her to perform the full duties of the post. 3
DIMENSIONS: 1. Responsibility for Staff: None. 2. Responsibility for Customers / Clients: To effectively liaise and work with the Chief Executive, individual sections, external partners, staff, residents and Trustees of the association. 3. Responsibility for Budgets: None. 4. Responsibility for Physical Resources: General office and IT equipment. 4
KNOWLEDGE/EXPERIENCE/SKILLS/QUALIFICATIONS/MENTAL SKILLS: Only include the essential requirements to undertake the principal accountabilities. 1. Qualifications Requirement: 5 GCSE s grade C or above including English or significant previous administrative/secretarial experience. Experienced MS Office user, particularly Word, Excel and Outlook. Competent Internet user 2. Knowledge and Experience Requirement: Excellent organisational skills and the ability to prioritise a varied and often urgent workload from a variety of sources The ability to work effectively under pressure and produce a large quantity of work to a high standard Attention to detail and commitment to a high degree of accuracy and an ability to work to procedures Experience of agenda planning, minute taking and follow up actions Reliability and a commitment to the organisation Knowledge and understanding of administrative processes within a multi-disciplinary organisation. Excellent communication skills written and oral Ability to interact well with other team members Professional telephone manner and experience of dealing with service users and suppliers 3. General Attributes Confident, efficient and professional Proactive Flexibility and willingness to accept change Willingness and eagerness to learn new skills Flexible approach to working hours 5
INTERPERSONAL/COMMUNICATION SKILLS: 1. Verbal Excellent communication skills, with the ability to communicate in a clear and objective way, including face-to-face or by telephone contact, always requiring a high degree of courtesy, tact and clear articulation of instructions. 2. Written Ability to communicate clearly and effectively at all levels. Able to produce clear and accurate minutes and reports. Letter and report writing on behalf of the association. Use of audience based materials such as PowerPoint presentations WORKING RELATIONSHIPS: 1. Within Service Area: Residents, Trustees, Senior Managers, Team Leaders and other colleagues. 2. With External Bodies to the Association: Homes and Communities Agency, Charity Commission, National Housing Federation, Other Housing Associations, Local Authorities, Third Parties as required. 6
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PHYSICAL DEMANDS: Physical effort and / or strain (tiredness, aches and pains over and above that normally incurred in a day-to-day office environment). Not applicable Low Moderate High X Very High WORKING CONDITIONS: Working conditions (exposure to objectionable, uncomfortable or noxious conditions over and above that normally incurred in a day-to-day office environment). Not applicable Moderate Low X High Very High EMOTIONAL DEMANDS: Exposure to objectionable situations over and above that normally incurred in a day-today office environment. Not applicable Moderate Low X High Very High Intense 8
PERSON SPECIFICATION PICKERING AND FERENS HOMES SERVICE AREA: Chief Executive JOB TITLE: Governance and Executive Support Assistant REQUIREMENTS ESSENTIAL (must have) DESIRABLE (should have) HOW IDENTIFIED EDUCATION/ QUALIFICATIONS 5 GCSE s grade C or above including English or significant previous administrative/secretarial experience. Experienced MS Office user, particularly Word, Excel and Outlook. Competent Internet user Application Form Certificates KNOWLEDGE AND EXPERIENCE Excellent organisational skills and the ability to prioritise a varied and often urgent workload from a variety of sources The ability to work effectively under pressure and produce a large quantity of work to a high standard Attention to detail and commitment to a high degree of accuracy and an ability to work to procedures Experience of agenda planning, minute taking and follow up actions Reliability and a commitment to the organisation Knowledge/ experience of not for profit sector/charitable organisations Knowledge and understanding of current housing issues Basic knowledge of good governance requirements Application form Interview References
REQUIREMENTS ESSENTIAL (must have) DESIRABLE (should have) HOW IDENTIFIED KNOWLEDGE AND EXPERIENCE (continued) Excellent communication skills written and oral Ability to interact well with other team members Professional telephone manner and experience of dealing with service users and suppliers GENERAL ATTRIBUTES Confident, efficient and professional Proactive Flexibility and willingness to accept change Willingness and eagerness to learn new skills Application form Interview References OTHER Flexible approach to working hours Interview References DISCLOSURE OF CRIMINAL RECORD The successful candidate s appointment will be subject to the association obtaining a Standard Disclosure from the Disclosure and Barring Service. The above specification will be used in the shortlisting process. As a minimum candidates must cover all of the essential requirements in their application.
STATEMENT OF POLICY ABOUT DISCLOSURE AND RELEVANT OFFENCES The Post for which you are applying may involve contact with children or vulnerable adults and therefore Pickering and Ferens Homes is entitled to access relevant information for applicants successful at interview. This process is called disclosure and managed by the Disclosure and Barring service (DBS). For this post a standard disclosure will be required for the successful applicant. This means that you will be requested to give details of any convictions (spent and unspent). You will be asked to provide documentation as supporting evidence for your disclosure application form in due course please do not forward these documents through the post. The employer reserves the right to request sight of the standard disclosure as part of the recruitment process. The DBS will check details held on the police national computer. Information received will be kept in strict confidence in accordance with the handling and secure storage of disclosure information policy. The post is exempt from the Rehabilitation of Offenders Act, 1974. You are therefore required to declare any convictions you may have, even if they would otherwise be regarded as spent under this Act, and any cautions or bind-overs. The information you give will be treated in confidence and will only be taken into account in relation to the post you are applying for. Any information revealed in a disclosure will only be seen by those people who are involved in the recruitment process for the post and have a legitimate reason for seeing the information. The disclosure of a criminal record, or other information, will not debar you from appointment unless the conviction renders you unsuitable for appointment. In making this decision the Association will consider the nature of the offence, how long ago and what age you were when it was committed and any other factors which may be relevant, including appropriate considerations in relation to the Association s Equal Opportunities Policy. Failure to reveal information directly relevant to the position will lead to the withdrawal of the offer of employment HR/policies&procedures/recruitment&selection/disclosure/disclosure statement appendix 2 1 26/06/2014
Equal Opportunities Monitoring Form Pickering and Ferens Homes aims to be an inclusive organisation where everyone is treated with respect and dignity and there is equal opportunities for all. To make sure that we attract and recruit a diverse pool of staff, we collect and monitor equal opportunities data. We ask all applicants/staff/trustees to answer the questions below. We will treat your information as confidential, and only use it for monitoring purposes. The information will not be made available to people who read the application form itself. If you are appointed details may be used from this form to complete your personal records. (Please check or complete the boxes as appropriate) NAME: Gender: Marital Status: Female Male Single Married Separated Widowed Divorced Civil Partner Prefer not to say POST APPLIED FOR: Date of Birth: Nationality: Ethnic Origin: Black or Black British - Caribbean Black or Black British African Other Black Background Asian or Asian British Indian Asian or Asian Pakistani Asian or Asian British Bangladeshi Chinese or other Ethnic Background Chinese Other Asian Background Mixed White and Black Caribbean Mixed White and Black African Mixed White and Asian Other mixed background Other Ethnic Background White - British White - Irish Other White Background Prefer not to say Disability: Definition The Disability Discrimination Act 1995 defines a disabled person as one who has a physical or mental impairment which has a substantial and long term adverse effect on his/her abilities to carry out normal day to day activities. Do you have a disability? Yes No If Yes, what is the nature of your disability: Candidates who state they have a disability and meet the essential criteria will be automatically shortlisted in accordance with the Association s commitment to being a disability symbol user. Does your disability affect your ability to undertake the tasks, set out by the job Yes No description or which require special arrangements. If yes, what facilities, adjustments or equipment (if any) would assist you with the interview process if you are short listed? Sexual Orientation: Do you consider yourself: Bisexual Homosexual Transexual Heterosexual Gay Woman/Lesbian Prefer not to say
Religious Belief/Faith: Do you consider yourself: Buddhist Hindu Muslim No religion Christian Jewish Sikh Any other religion Prefer not to say Criminal Conviction: Have you ever been convicted of an offence which is not regarded as spent under the Rehabilitation of Offenders Act 1974 (as amended)? Yes No If yes, please give details of the date(s) and nature of offence(s) and sentence(s) passed: Applicants will be judged on their ability to perform the duties of the post applied for and convictions will only be taken into account if they are relevant to that type of work. Where a post is subject to a Disclosure and Barring Service Disclosure specific details will be provided. For the purposes of current data protection legislation, I agree that the information may be recorded and processed by Pickering and Ferens Homes in order to produce statistics to support the monitoring of its Equal Opportunities and Diversity Policy. Signature: Date: Many thanks for your co-operation in providing this information. Equal Opportunities Monitoring Information Gender Marital Status Date of Birth Nationality Ethnic Origin Disability Sexual Orientation Religious Belief/Faith This information is used to identify any areas of differential impact on grounds of gender and to assist in drafting plans to address this. We require this information to comply with our responsibilities under the Sex Discrimination Act 1975. This information is used to identify any areas of age discrimination of any areas of differential impact. We require this information to comply with our responsibilities under the Employment Equality (Age) Regulations 2006. This information is required by Pickering and Ferens Homes. Under the Race Relations (Amendment) Act. The Association has a statutory duty to monitor the ethnicity of staff. The information is used to identify any differential impact on grounds of race and to assist in drafting plans to address this. We require this information to comply with our responsibilities under the Race Relations Act 1976 and the Race Relations (Amendment) Act 2000. This information is also used by Pickering and Ferens Homes to monitor trends in Pickering and Ferens Homes employment. This information is used to identify any differential impact on grounds of disability and to assist in drafting plans to address this. The information is also used to ensure reasonable adjustments and adaptations are made to support staff with disabilities. We require this information to comply with our responsibilities under the Disability Discrimination Act 1995. This information is used to identify any differential impact on grounds of sexual orientation and to assist in drafting plans to address this. This information is used to help us comply with our responsibilities under the Employment Equality (Sexual Orientation) regulations 2003. This information will be used to identify any differential impact on grounds of religion and/or belief and to assist in drafting plans to address this. This information is used to help us comply with our responsibilities under the Employment Equality (Religion and Belief) Regulations 2003.