Executive and Office Assistant
- Contract Type
Within this dynamic and growing organisation, the aims of the role are to:
Provide support to the Leadership Team and Board of Trustees
Ensure the smooth running of the office
Undertake basic HR and finance admin functions
Executive and Governance Support
Provide diary management and support to the CEO and Executive Director, ensuring meetings and travel arrangements run smoothly, and positive relationships with partners and stakeholders are maintained
Provide support to other members of the Leadership Team as requested, including booking meetings, rooms and travel
Work with Trustees to agree meeting dates and take responsibility for ensuring arrangements are in place for the smooth running of these meetings
Coordinate papers required for board and committee meetings, arrange into an attractive format and distribute in good time for those meetings
Minute board and committee meetings
Coordinate all actions for board and committee meetings and ensure that previous actions are circulated with reminders with the next meeting’s materials
Arrange, produce an agenda for and minute weekly Leadership Team meetings
Create and maintain protocols and checklists to demonstrate compliance with the Health and Safety Executive (HSE) statutes, escalating any issues to senior management
Prepare and present annual health and safety summary to the Challenge Partners Board of Trustees
Implement actions to ensure compliance with HSE legislation
Identify and organise training for all members of staff to ensure compliance as above
Monitor office supplies and re-order as appropriate
Ensure a pleasant and productive office environment
Perform all administrative tasks related to new staff induction, including arranging DBS checks and checking that line managers have completed all steps as identified by the Leadership Team
Ensure all new starters have a contract issued, signed by both parties and an electronic version stored on the system
Issue reminders to all staff when performance reviews are due and maintain logs of any exceptions
Maintain annual leave / sickness registers and communicate directly with all staff and line managers where it appears that their annual leave allocation may not be utilised
Act as the administrator and principal contact for Challenge Partners’ healthcare scheme
Produce (and monitor a summary of) productivity vouchers for staff
Administer and process all petty cash transactions within the parameters of Challenge Partners policies and procedures
Maintain the petty cash float
Prepare reimbursement claims on a weekly basis
Specific Skills and Attitudes:
Challenge Partners is a growing organisation and seeks an ambitious and driven individual able to develop with the role, and take on increasing responsibility. Specific skills and attitudes we are looking for in an applicant are as follows:
Ability to prioritise effectively to meet competing demands, through excellent organisation, time management and relationship management skills
Ability to manage the diaries, meeting and travel arrangements of senior staff
Outstanding attention to detail, and pride in your work
Excellent written and oral communication skills, with the ability to deal with people courteously, building rapport with those at varying levels of seniority
High computer literacy and adaptability, with experience of using Microsoft Office packages, particularly Excel, and the Google suite
A willingness to learn and give and receive feedback
An ability to take the initiative and identify solutions or improvements, rather than being satisfied with the status quo
Previous experience in a similar position would be advantageous
Our team is very important to us, and we are looking for someone who shares our key values:
We strive for excellence by going above and beyond in our work to create impact in line with our mission.
We encourage equity by empowering, supporting and valuing all individuals in the team and their contributions.
We are courageous in our leadership by taking responsibility and ownership in our roles, being open and giving and receiving feedback in a constructive way.
We challenge ourselves and each other in all our interactions and maintain an environment where this is possible. We take responsibility for our own and others’ development.
We work together in collaboration across all teams and hierarchies, maintaining strong relationships and high expectations.
We are innovative, open to new ideas and take opportunities to stretch ourselves beyond our immediate work.
Benefits of working for Challenge Partners
25 days of paid holiday per year, plus 8 additional days of bank holiday (pro rata)
An employer contributed pension - we match up to 5% of your own contribution
Flexible working hours
A supportive and friendly team
A chance to make a real difference to educational outcomes
The opportunity to progress and develop skills in a dynamic and fast-growing team
How to apply and our recruitment process
Challenge Partners is an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.
Applications are welcomed from individuals who would like to work full-time, part-time (4 days minimum) or job-share.
If you would like to be a part of our team, then please send the following by midnight on Tuesday 6th August 2019:
A CV of no more than two pages which includes your current salary and notice period
A statement of no more than two pages demonstrating how you meet the requirements of the role and the person specification
A covering letter/email outlining whether you wish to apply full-time, part-time, job-share, flexible working or on secondment. You should also notify us if you have any issues with the proposed timeline
If you are short-listed you will first be invited to a telephone interview.
Face-to-face interviews will be held in the week commencing 12th August 2019.
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