Executive Assistant
Closing date: March 15th, 2024
Job Title:
Executive Assistant
Responsible to:
Chief Executive
Responsible for:
N/A
Hours of Work:
37.5 hrs per week
Location:
Office based for the first 6 months with some home working to be considered.
Salary and benefits:
£34,995 per Annum
- 35 days annual leave including bank holidays per annum
- Paid Medicash support
- Birthday Day off
- Spiritual Day off
- Charity day of your choice
- Well-being Hours
- Cycle To Work Scheme
- Refer a Friend Scheme
- Company Pension Scheme 4%
- Funded Training Opportunities
Shortlisting w/c 15th of March 2024. Interviews will be held 25th March 2024.
YMCA Together has been voted No1 Charity to work for by our employees in 2022. YMCA is a registered charity and company Limited by Guarantee. We were founded in 1846 and so we build on a long history of providing a place for people experiencing challenging times in their lives.
YMCA Together is a truly value driven organisation.
Our vision is that everyone should feel safe, understood, empowered and positive for their future. We meet our vision by working within our values of Strength, Humility, Respect, Empathy and Kindness. These SHREK values run through all that we do from recruitment to how we work alongside people in our services to our partnership approach with other providers.
Our clear vision and values come together to help us in our mission to inspire and support people to change their lives by instilling hope, valuing the person and maximising potential.
Job Purpose
The Executive Assistant will be a highly skilled, motivated and value driven person.
In this role, you will support the good management of our central business functions, including:
- Executive Assistant function to the SLT
- Supporting the Company Secretary and Board to ensure excellent governance
Hours of Work
Office hours Monday to Friday with the occasional requirement for weekend or evening work.
Duties and responsibilities
The specific areas of responsibility are set out below. These are subject to regular review in order to meet the changing needs of the organisation and the environment in which it operates.
Specific Duties
- Support the Chief Executive by managing key administrative tasks and processes, using discretion and sound judgement to ensure correct prioritisation, suitable drafting of responses and production of supplementary information as required.
- Attend key meetings, track action, helping drive completion of key deliverables, and following up on outstanding items. Also, managing workflows which require approvals obtaining relevant information and promptly producing minutes.
- Maintain a forward calendar of activity for the organisation and assist the Chief Executive in managing the Strategic Plan.
- Undertake project management duties on specific projects and development initiatives as requested.
- Provide background, insight, advice and relevant briefing materials in advance of meetings/engagements.
- Support the Senior Leadership Team in the management and administration of cross-cutting organisational activities such as performance reviews, projects and programme coordination.
- Assisting the CEO and Directors of to support the Board, Chair of Trustees and governance structures of the charity.
- Coordinating and providing secretariat for governance meetings, including taking minutes at Board meetings.
- Tracking and managing key aspects of the organisational processes for Board papers, on time and to a good quality.
- Ensuring timely submissions and reporting to regulatory bodies, e.g. Charity Commission, Companies House
- Proactively manage the Risk Register, keeping it up to date and reporting to SLT and Board as required.
Health and Safety
- To liaise with all emergency services when necessary.
- Ensure at all times the safety of yourself and others on the premises in which you work.
- To report, log and communicate all incidents to the appropriate people.
- Ensure adherence to YMCA Together visitor’s policy and procedure.
- To adhere to all risk management protocols.
Teamwork
- Attend to all Enquires and pass messages onto relevant people.
- Develop excellent and robust relationships, protocols, contracts and service level agreements with referring agencies, statutory services and wider stakeholder.
- Contribute to the formulation of policy and procedures in relation to support services.
- Attend and participate in regular team meetings to ensure good communication.
Professional Practice and Development
- Attend regular supervision sessions with the Chief Executive in accordance with the supervision contract.
- Maintain good professional practice and ensure ongoing development, through use of supervision and training.
- Respect the confidentiality of people using our services and be responsible for the security of personal and confidential information.
- Carry out all these duties within the organisation’s safety guidelines.
- Ensure personal records are correctly maintained.
- Ensure effective communication with staff within YMCA Together.
- Work flexibly to meet the changing needs of the organisation.
- Undertake any other duties that may be reasonably requested.
- Flexible and positive approach with all team members.
- To be committed to learning and personal development both as an individual and as part of a team.
- Uphold and nurture YMCA’s Equal Opportunities policy of anti-discrimination across all services.
- Ensure compliance with BPS code of conduct and YMCA values, including professional boundaries and confidentiality at all times.
It is recognised that the organisation is operating in a dynamic environment and as such this job description may be varied in consultation with the post holder to reflect evolving needs of the business and changing nature of the job.
Person Specification – Executive Assistant
Qualifications
Essential
- GCSE Maths and English or equivalent
Desirable
- Administration qualification
Experience
Essential
- Demonstrable experience of working in an office environment
- Experience of providing the administrative function
- Evidence of working effectively as part of a team
- Experience of supporting compliance
Desirable
- Experience of working in the charitable sector.
- Experience of providing the administrative function to a management team
Knowledge & Skills
Essential
- IT literate, including proficiency in use of Word and Excel.
- Excellent communication skills, both written and verbal.
- Excellent interpersonal skills, with the ability to relate well to people
- Ability to be flexible and to adapt to changing and challenging circumstances, operating calmly and effectively.
- Ability to work supportively and co-operatively as part of a team.
- Ability to show initiative, be self-motivating, formulate ideas and solutions and present them effectively.
- Strong and demonstrable people management skills
- Preparing reports
- Proficient in the use of Excel
- Excellent administration skills including IT skills & awareness linked to Windows software
- Ability to work as part of a multi-disciplinary team
- Organised, with excellent planning and time management skills
- Good analytical skills
- Ability to prioritise and manage own workload
- Excellent written and oral communication skills
- Ability to collate data and manage database packages
- Minute taking skills
Desirable
- Confident to present to small groups
Behaviour/Attributes
Essential
- Ability to work within & have commitment to YMCA ethos, philosophy and SHREK values, Strength, Humility, Respect, Empathy and Kindness.
- Energetic, dynamic and self-motivated.
- Ability to travel to other locations to carry out work as required
If you would like to apply for this role please click here APPLY NOW
To download a copy of our application form, please click HERE
If you would like to apply not directly through the website, please email your completed application form to recruitment@ymcatogether.org.uk