Executive Assistant

Betknowmore UK is looking for an Executive Assistant to join its charity team.

Job Description

Governance and Leadership support

The Betknowmore UK Board of Trustees, BKM Evolve Directors boards and sub-committees and Senior
Management Team require administrative and governance support, including:

  • Diary management (including effective communication of timeframes and changes and timely provision of key information for meetings).
  • Organising and scheduling Board meetings, including co-ordinating the timely distribution of agenda and supporting papers, prompting follow-up actions from Boards and Committees as necessary.
  • Attend Board and Committee meetings, taking minutes and recording actions required; prepare timely minutes in a professional manner, in-line with Charity Commission, and where appropriate Companies House guidance.
  • Updating Trustees and Directors on governance and compliance matters.
  • Wrap around service for meetings (including booking meeting rooms, IT equipment and lunch where necessary).
  • Oversee filings of annual return with charity commission / companies house
  • Travel, accommodation planning and expense support.
  • Support the Board of Trustees and Directors with recruitment and induction of new board members.

Human Resources

  • Support with recruitment administration (staff and trustees, consultants, and agencies processes): preparing recruitment packs, booking and posting advertisements, arranging and facilitating information sessions for potential candidates and answering their queries, arranging and supporting interviews, arranging for feedback after interviews.
  • Support with new starter administration: references, right to work checks, DBS checks, offer letter and contract preparation, preparing welcome packs and induction plans.
  • Support with other HR administration: ensuring employment records are kept up to date, calculating holiday allowances for staff and new starters, TOIL administration.
  • Research and draft updates to policies, procedures and guidance documents, as requested by the Boards or SMT.
  • Support wellbeing and care initiatives to ensure that staff are well looked after, including arranging staff social events, theatre trips, birthday cards, celebrations and leaver gifts.

Systems and Processes

  • Support the development and maintenance of the company SharePoint sites and other tools, to ensure charity business plans and objectives, action plans, activity plans and policies are well communicated, regularly referred to and progress tracked.
  • Support the Senior Management Teams with the smooth running of equipment, systems, and software, by using them effectively, working with the team on improvements, and encouraging good practice across the charity.
  • Support the Leadership Team, Heads of Departments, and our working groups with organising company-wide activities: staff meetings, working groups and cross-team meetings, training sessions and away days.

Culture & Values

We ask all staff to contribute positively to the charity culture by:

  • Participating in our actions to improve equality and inclusion for all, particularly in relation to our work with diverse and marginalised communities.
  • Upholding and celebrating the company’s values: compassion, collaboration, creativity, courage, change, and equity & fairness.
  • Demonstrating and encouraging excellent communication with colleagues.
  • Engaging positively with team development initiatives, wellbeing, and social activities.
  • Getting involved with the recruitment and welcome of new colleagues, volunteers and trustees.

Person Specification

  • Experience of working for / supporting the secretariat functions of a charity, social enterprise, or company.
  • Detailed knowledge of charity governance and compliance requirements and to support its trading subsidiary.
  • A good understanding of relevant legislation/guidance affecting the governance and compliance aspects of a charity and its trading subsidiary.
  • Strong administrative and organisational skills.
  • Excellent communication skills, both written and oral, with the ability to communicate effectively with people at different levels.
  • Strong attention to detail and time management skills.
  • A willingness and capability to allocate sufficient time, on a flexible basis, to carry out effectively the duties and responsibilities of the post.
  • Empathy with the Charity’s aims and objectives.
Location
Home working, with attendance on-site when required
Closing date / time
May 20, 2022 6:00 PM
Salary
£27k - £31k per annum depending on experience and qualifications
Contract type
Fixed term appointment (initial period of 12 months)
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