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Job details: PA to Chief Executive and Director of Human Resources - West London |
PA to Chief Executive and Director of Human Resources - West London Job id: 38709036
Location: West London, London
Salary: unspecified
Company:Charity People
Job type: Permanent
Date posted: 04/06/2008 16:23
Description:
My client, a Cancer Charity, is looking for an experienced PA to provide the Chief Executive and Director of Human Resources with high quality administrative support. The successful candidate will be expected to handle both incoming and out-going information appropriately, exercising discretion and judgement. This opportunity is suitable for candidates with strong IT skills in all MS Office packages (especially Word, Excel, PowerPoint), good attention to detail, and highly developed administrative and organisational skills. Main areas of responsibility: General PA and administrative supportLocation: West London, Occasional travel within the UK may be requiredHours: 35Administrative Support• To act as the first point of contact for the Chief Executive and Director of Human Resources• To respond on behalf of the Chief Executive and Director of Human Resources (by telephone, face to face and writing) to trustees and other senior external volunteers, staff, volunteers and members of the public• To manage the diary of the Chief Executive and Director of Human Resources, pro-actively identifying and resolving diary clashes, location clashes and arranging travel• To set up and monitor one-on-ones and yearly performance reviews for individuals line managed by the Chief Executive and Director of Human Resources• To assist in the preparation of agendas and papers for management and/or trustee meetings and to ensure these papers are distributed in a timely manner• To take minutes at all senior management team meetings and distribute them to participants in a timely manner• To arrange meetings including venue booking and travel for participants, and when required attend these meeting to provide assistance with set-up, agendas, minutes etc• To compile briefs for the Chief Executive and Director of Human Resources prior to meetings and events• To liaise with the trustees and VIPs to centrally coordinate visits or other contact with the charity• To organise and assist in the running of internal events such as discussion forums, departmental meetings, away days and road-shows• To create, manage and maintain all administrative systems, including electronic and paper filing systems for the Chief Executive and Director of Human Resources• To manage periodic mailings for the Chief Executive and Director of Human Resources (eg. anniversary cards, new starter packs)• In consultation with the HR Department, to organise interviews for any vacancies arising who are direct reports to the Chief Executive and Director of Human Resources• When necessary, to take minutes of disciplinary, grievance and appeal hearings.• To coordinate the induction programme for new members of staff reporting to the Chief Executive and Director of Human ResourcesProject Work• To assist the Chief Executive and Director of Human Resources in the preparation of key documents, spreadsheets and PowerPoint presentations• To draft and edit high-quality internal communications for the Chief Executive and Director of Human Resources (eg. presentations, staff communication, articles and newsletters) • To provide administrative support for the development of the organisation’s strategic and operational plans• To provide administrative support to key cross-organisational projects, as directed• To work with the HR team, taking specific areas of responsibility such as dealing with reference requests, inputting data on to the HR database, supporting specific staff and volunteering projects, etcOffice Management• To receive visitors at reception, ensuring appropriate security measures are complied with, and provide hospitality• To arrange and receive special deliveries• To manage the organisation's switchboard when required• To review bookings for meeting rooms and car parking made through the automated system to ensure that needs are being metGeneral Administration • To assist with the management of the Chief Executive and Director of Human Resources’ budgets• To process expenses, holiday requests and other regular administrative for the Chief Executive and Director of Human Resources and their teams• To prepare letters, faxes, emails and other correspondences on behalf of the Chief Executive and Director of Human Resources• To provide ad hoc support to other Directors as required• To provide ad hoc cover for the wider administrative team PERSON SPECIFICATION Essential criteria ? Significant experience providing administrative support to a senior executive ? Proven ability to handle sensitive or confidential information appropriately ? Highly developed administrative and organisational skills, attention to detail ? Excellent verbal communications skills, able to relate professionally to senior executives, trustees, VIPs and staff at all levels? Excellent written English, strong email communication skills and minuting (or note taking) skills? Experience of Office Management systems ? Strong IT skills in all MS Office packages (especially Word, Excel, PowerPoint) Ability to use the HR database? Proven ability to be proactive and self-motivated ? Proven ability to manage multiple priorities under the pressure of tight deadlines? Ability to anticipate manager’s needs and work pro-actively? Willingness to attend meetings and events outside the office from time to time? Personal commitment to equal opportunities ? Eye for detail and accuracyDesirable criteria? Experience of organising internal events and/or conferences ? Knowledge or experience of working for the voluntary sector
Contact: Hannah Robinson
Reference: job
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