Executive Assistant - Rugby, United Kingdom - The Air Ambulance Service

The Air Ambulance Service

Verified Company

Rugby, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role overview

Role:
Executive Assistant

Salary:
£29.5k to 31k (dependent on experience)

Location:
Rugby (2 days a week, with up to 3 days working from home)

Closing date: 11th February 2023

Interview Date:
w/c 13th February 2023
**_
PLEASE NOTE THAT THIS IS A FIXED TERM, 3 MONTH CONTRACT, ENDING 3 MONTHS AFTER THE COMMENCEMENT OF YOUR START DATE_**
Purpose

Provision of executive level administrative, communications and logístical support to CEO, the Chair of Trustees, Trustee Board and the Leadership Team (ELT and SLT).

Relationships

CEO
Trustees
Executive Leadership Team
Senior Leadership Team
Other staff members and volunteers
Existing and potential supporters
Suppliers

Scope

Governance_
Maintain the timetable of key meetings and make logístical arrangements/changes as necessary.
Prepare all required documents for submission to high standard.
Ensure timely distribution to relevant parties.
Create_ _and maintain all necessary records of Board/management meetings and activities in line with internal/external requirements.
Maintain all archives of Charity documentation.
Liaise with Trustees and provide assistance as directed.
Ensure security and confidentiality of all records.
Information Management_
Take accurate minutes of all required meetings and ensure timely distribution.
Manage information sharing between the Trustees and ELT and maintain systems and procedures to ensure smooth and efficient running.
Communicate Executive decisions to staff and supporters
Liaise with and arrange personal engagement for key supporters with senior staff
Personal Assistance_
Assist Executive Leadership Team with administrative work.
Process invoices and expenses.
Prepare and enhance documents/presentation materials as requested by ELT members
Undertake discrete and ad hoc projects and research as required.
Events Support_
Assist with the organisation of Executive led specific events, external and internal.
Book travel, accommodation, venues, catering, and other activities as required.
Any other activities reasonably required for an acceptable performance of the role._

Person

Essential_
Strong communication skills and professional manner.
Experience of customer services and support
Experience of organising and prioritising a demanding workload.
Successful track record of managing day to day administration in a fastmoving environment.
Experience of dealing with confidential information.
Experience in maintaining complex records.
Proven ability of completing tasks within strict deadlines and managing the deadlines of the executive team
Ability to travel.
Desirable_
Understanding of Charity sector and fundraising.
Exposure to commercial environment.
Experience in a similar role.

Working for The Air Ambulance Service entitles you to a great benefits package which includes the following (based on full time employment):

Company pension after qualifying period
22 days holiday a year plus all Bank Holidays and paid 'Birthday Leave' day each year
Christmas and New Year closure to ensure everyone can enjoy a welldeserved rest (3 additional days that do not come out of your allowance)
Flexible working hours between 8:00am 6:00pm
Monday
Friday. Core working hours are mins lunch)
The Air Ambulance Service Charity Stores discounts
Two days paid volunteering days each year to enable you to support a charitable organisation/community project of your choice
Access to a dedicated confidential assistance hotline
Blue Light Card membership
Eye Care voucher
Company sick pay upon eligibility (6 months service)

Environment

TAAS is an inclusive working environment where Equality, Diversity and Human Rights are guiding principles, individuals are respected and a value of having a diverse workforce is recognised. The recruitment, employment and development of people are based on qualifications, experience and competency to do the job, eliminating personal bias or prejudice.
As an organisation, TAAS are committed to ensuring the safety and welfare of children and vulnerable adults involved in any of our activities. Our commitment applies to all acting on our behalf, i.e., employees, contractors, volunteers, supporters, patient, donors and visitors, meaning that all have a responsibility towards safeguarding children, young people and vulnerable adults with whom they have contact with. Any new staff starting with the organisation will need to be committed to Safeguarding, complete relevant Safeguarding training and report any concerns they may have. TAAS operate a safer recruitment process, as part of our Safeguarding policy, which includes identifying and rejecting anyone who may be a risk to vulnerable people._

Please note that we reserve the right to close this before the stated date, should the hiring manager deem there to be enough suitable applicants.