Vacancy for Assistant to CEO/Administration Manager
Help! This veterans mental health charity needs you if you are an all-singing, all-dancing powerhouse, love detail and working under pressure. You will be at the heart of this geographically-spread charity, from Dundee to London via Ayr and Glasgow. We promise you will not be bored and time will fly. Your standard of written and spoken English must be very high, as must your IT skills. Deadline for applications is 8am June 22.
Full time, salary £23,460 based Erskine Hospital west of Glasgow from September 2015
Please send a CV and covering letter to email@example.com
Hours Full time
Place of work Normally the HQ of Gardening Leave (to be located at the Erskine Hospital west of Glasgow from September 2015)
Responsible to Gardening Leave CEO
Required skills Excellent written and verbal communication skills
Excellent IT skills particularly Word, Excel, Access, Desktop administration, E-mail, On-line diary in Outlook, Survey Monkey (or equivalent), Photo management
Evidence of enjoying systems management
Understanding of the unique nature of the charity working environment
1. To support the CEO. The current CEO is dyslexic and requires high levels of English spelling and grammar support.
2. To be the first point of contact for the organisation,
3. To manage the administration of the organisation.
4. To support the Board.
5. Human resource systems support.
Finally, in a small, distance-managed organisation, this role is the internal lynchpin – and the heart of the organisation.
See below in order of priority.
Priority 1. To support the CEO
- Correcting, creating and distributing written communication and documents produced by the CEO.
- Running the CEO’s diary.
- Making all travel arrangements and accommodation bookings for the CEO.
- Supporting the work of the CEO.
Priority 2. To be the first point of contact for the organisation
- Answering HQ phones and running incoming admin e-mail.
- Dealing with internal requests or messages.
Priority 3. To manage the administration of the organisation
- Run and distribute Organisational Diaries.
- Manage the Master Database, contacts used for dissemination.
- Development of Word and data templates to be used throughout the organisation.
- Develop and manage standard email and Word-based IT filing systems.
- Develop and manage paper files where required.
- All HR related administration.
- Filing of the Gardening Leave photo library.
- Internal and external dissemination.
- Where appropriate, manage office volunteers or placements in the administration department.
- Maintain all organisation memberships and subscriptions.
- Ensure all insurance policies are up-to-date, including GL vehicle insurance, servicing, road tax, etc.
- Manage and record all PVG and Scottish equivalent for staff, volunteers and board members.
- Maintain stationery supplies and control stock (including general leaflets, etc.) across the organisation.
- Book all central conference and training facilities across the organisation.
- Maintain Office security.
- Manage head office PAT testing.
- Maintain HQ incident and near miss logbooks.
Priority 4. To support the Board
- Service the requirements of the Board and Executive Committee of Gardening Leave.
- Maintain an appropriate filing system in support of the Board.
- Support any subgroups of the Board.
- Support recruitment processes for the Board or CEO position.
- Support individual members of the Board on GL representational duties.
Priority 5. Human resource systems support
- Maintaining staff files and records.
- Supporting recruitment activities.
- Supporting Annual review systems.
Any other task that is required by CEO!