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Job Description – Executive Assistant

Purpose of the role

To provide high level and efficient administrative and operational support to the Director/Board of Trustees/Management Team and to provide fundraising and monitoring support.

Line manager: Director

Salary: £24,000

Hours: 37.5 weekly

Annual Leave entitlement: 25 days plus bank holidays.

Pension: Matched contribution up to 5%

Term: Permanent

Probation: 6 months

Key responsibilities

• Office admin and infrastructure management

• Board Secretary duties

• Monitoring and reporting coordination

• Provide fundraising support to the Director and the management team

• Donor and partner relationship management

• Adhoc project management

• Supervise cleaners/keyholders x 2

Specific responsibilities

• Back office and infrastructure tasks – basic HR, basic Finance, point of contact for IT, phones, database; manage facilities and utilities – rents, rates, waste, cleaning, licenses, insurance, security, stationery purchasing, printing/copying

• Support to Board of Trustees and Sub-Committees, including finalisation of Board papers; arranging and co-ordinating all Trustee and subcommittee meetings ensuring that all papers are sent out, booking meeting rooms, chasing outstanding actions and taking minutes.

• Monitoring and reporting – create a consistent reporting mechanism for proactive fundraising and donor management to support the management team

• Fundraising Support – assist the Director and management team with bid writing, monitoring and reporting; set up and maintain a rolling small donor programme (logging and thanking small donors promptly, researching additional target donors, producing requests for donations and ensuring repeat requests).

• Donor and partner relationship management – support the Director in engaging new stakeholders and managing relationships with existing ones (diarising meetings, updates etc)

• Adhoc project management – such as coordinating repairs, decorating/refurbishment/other building works in the Centre and its grounds

2

Additional Requirements

• Participation in evening and/or weekend events and meetings

• Ensuring adherence to necessary legislation e.g. Data Protection Act, Health and Safety Act

Person Specification

Essential

• Experience of working in an administrative, customer facing environment

• Excellent IT skills with fast and accurate typing abilities

• Highly organised with excellent attention to detail

• Good levels of patience and a methodical nature

• Strong multitasking abilities

• Ability to work collaboratively

• An understanding of the need for confidentiality

• A willingness to be involved in wider team initiatives such as fundraising events and recruitment

• Friendly, positive and personable manner with a high level of energy and enthusiasm

Desirable

• Technical knowledge of Office 365 and databases

• High level PA and administrative experience, including diary management and dealing with correspondence

• Experience of board governance, the preparation of papers and minute taking

• Experience of, or demonstrable aptitude for, successful small-scale fundraising

• Experience of, or a demonstrable passion for working in a community setting, with people with a wide range of needs and abilities.

 

Find us

Southwark Carers
3rd Floor, Walworth Methodist Church,
54 Camberwell Road, London, SE5 0EN
View map and directions

Contact us

020 7708 4497

Find us

Nearest tube – Elephant & Castle underground station (Northern and Bakerloo lines).

Nearest Railway Station – Elephant & Castle

Buses from Elephant and Castle – ask bus driver for Burgess Park. Bus numbers: 12, 171, 148, 176, 68, 484, 42, 40, 45