Executive Assistant/team Administrator - Cambridge, United Kingdom - Autism Centre of Excellence at Cambridge

Description

JOB TITLE:
Executive Assistant/Team Administrator


SALARY:
£25,000 - £30,000 depending on qualifications and experience


BASE:
Hybrid, with an office location in or near Cambridge


REPORTING TO:
Chief Executive Officer

The Executive Assistant/Team Administrator is responsible for managing the ongoing administration for the Autism Centre of Excellence at Cambridge (ACE), as well as supporting the Chief Executive and the Director of Workstreams with operationalising the strategic plan and maintaining all organisational systems.

This is a key role for the Charity and an exciting opportunity to work alongside and support the Senior Leadership Team.

You will work closely with the CEO and Director of Workstreams to ensure the effective administrative management for ACE, whilst also providing administration support for members of the ACE Team.

ABOUT US:

The Autism Centre of Excellence at Cambridge (ACE) wants autistic people to be treated with the same rights, respect and dignity as everybody else.

We fund high-quality research and work with the autism community and partner organisations to turn research evidence into life-changing support for autistic people everywhere.

• Identifying the priorities of autistic people, including those with learning disabilities and those who do not use speech to communicate.
• Commissioning worldclass autism research.
• Turning research evidence into realworld outcomes, such as services and support.
• Locating examples of existing good practice, developing examples of new good practice and formally evaluating their effectiveness.
• Working with partner organisations to bring evidencebased good practice to as many autistic people around the world as possible.

SELECTION PROCESS AND TIMELINE

JOB DESCRIPTION

JOB TITLE:
Executive Assistant/Team Administrator


SALARY:
£25,000 - £30,000 depending on qualifications and experience


BASE:
Hybrid, with an office location in or near Cambridge


REPORTING TO:
Chief Executive Officer


Overall purpose of the role:

The Executive Assistant/Team Administrator is responsible for managing the ongoing administration for the Autism Centre of Excellence at Cambridge (ACE), as well as supporting the Chief Executive and the Director of Workstreams, and overseeing the organisation and maintenance of records, shared folders and documentation.

Main duties and responsibilities:

Working closely with the CEO and Director of Workstreams to ensure the effective administrative management of the Charity, duties include:

• Diary management, including coordinating dates for key meetings with multiple attendees, such as the Board of Trustees.
• Taking minutes of Board meetings and committee meetings and note taking for ad hoc meetings as required.
• Responsible for the distribution of minutes and following up actions.
• Keeping accurate records of Board meetings, to include filing and signoff.
• Supporting with recruitment: advertising new roles; interview scheduling; onboarding new starters; ordering equipment and setting up induction programmes.
• Continuing development of the charity's recordkeeping systems, working alongside our external IT support team. This includes maintaining and managing online filing and shared folders such as in SharePoint, OneDrive and Teams.
• Liaison with the charity's external Finance Team as required to support the CEO.
• Monitoring and processing invoices, as well as organising their approval and payment.
• Ensuring all donation income is recorded on the charity's CRM system and undertaking associated admin i.e. HMRC Gift Aid claims and thank you messages.
• Managing a variety of tasks and queries from a varied stakeholder group.
• Other general administrative tasks/projects as required by the whole team at ACE.

PERSON SPECIFICATION

QUALIFICATIONS

Essential
Educated to at least GCSE standard (or equivalent) with excellent command of both spoken and written English.


Desirable
Professional qualifications in business administration (or comparable level of experience).


EXPERIENCE

Essential
Excellent organisational skills; able to work autonomously, prioritise workload, plan ahead and multi-task.

Experience of managing relationships with external contractors, funders and other key stakeholders.


Desirable
Understanding of e-Tapestry CRM system.

Experience of working in the charity sector.

Basic understanding of GDPR rules.


SKILLS

Essential
Ability to work both independently and as part of a team.

High level of accuracy and attention to detail.

Ability to effectively communicate information to a wide range of people, including members of the public, health and social care professionals, researchers, and senior managers, any of whom may be neurodivergent.

Ability to maintain confidentiality.

A good working knowledge of MS Office 365 and Adobe Acrobat.


PERSONAL ATTRIBUTES/ABILITIES

Essential
Ability to adjust