Executive Assistant - Birmingham, United Kingdom - Birmingham City University Students' Union

Birmingham City University Students' Union
Birmingham City University Students' Union
Verified Company
Birmingham, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Part time
Description

We are recruiting for a diligent, detail orientated Executive Assistant to support our Senior Leaders and Trustee Board at BCUSU (Birmingham City University Students' Union).

You'll be responsible for high level professional administrative assistance and organisation of logistics and coordination of meetings.

Tasks will include preparation of agendas, taking of minutes, diary management and many other ad-hoc tasks involved in ensuring our leaders are prepared, supported, and working efficiently.

Another key element of the role is managing our governance processes and providing effective administration of the trustee board, supporting the CEO in their role of company secretary, and ensuring that the BCUSU committees operate in accordance with BCUSU's memorandum and articles of association.


We are looking for an experienced administration professional with strong computer skills, excellent communication skills and a positive and flexible approach.


All BCUSU staff play a role in student engagement and participating in delivering the wider mission and vision of the Students' Union is essential.

BCUSU is a positive employer, with strong staff engagement, supportive working environment and enhanced employee benefits.


Principal purpose of job:


  • To provide high level professional administrative assistance to the Chief Executive, SMT and Executive Officers.
  • Responsible for efficient logístical organisation and effective coordination of meetings, events and activities
  • Responsible for governance and supporting the regular business of the Trustee Board and Subcommittees.

Salary
Starting at £23,174 with potential to increase to £25,342. Salary listed is the Full Time Equivalent Salary (based on a 35 hour week) and will be paid pro-rata in accordance with contracted hours


Hours
25-28 hours a week

Please state on your covering letter the details of your preferred working pattern.


We are currently trialling a hybrid working pilot supporting a pattern of 60% of hours to be worked in the office and 40% from home each week.


There is the requirement to be able to respond to business need, at times, there may be additional requirements so a flexible approach is essential.


Application Deadline
Thursday 29th June


Interview
Expected to be 4th / 5th July

Send your CV along with a
covering letter.

Shortlisting criteria and required experience:


  • This is the list of criteria that shortlisting for interview will be based on, please ensure that you demonstrate your skill / experience in these areas in your covering letter and _
- / or CV._

  • Previous experience of providing administrative assistance to senior members of an organisation
  • Essential
  • Knowledge of, and experience in delivering, the statutory requirements of Companies House and/or the Charity Commission
  • Desirable
  • Experience of managing relationships and differing personalities and stakeholders
  • Essential
  • Experience of developing and maintaining office management systems and processes
  • Essential
  • Excellent computer literacy, confident user of technology specifically Outlook, Word, Excel, Powerpoint (and ideally SharePoint)
  • Essential
  • Excellent written and verbal communication
  • Essential
  • Good general education, ideally to A level or beyond, including Maths and English at least to GSCE Grade C or equivalent
  • Essential

Location and times of work:
Main place of work located at City Centre with an expectation to attend other campuses as required.

Working hours are typically within the usual working week although occasionally expected to facilitate breakfast meetings and early evenings.


Responsible to:
Chief Executive


Responsible for:
N/A


Duties & Responsibilities

1. To provide high level and professional administrative assistance to the

Chief Executive, SMT and Executive Officers.
a. To develop and maintain effective office management systems for the Chief
Executive and SMT, and to support the development of office management systems for the Full Time Officer Group.

b. To carry out administrative work as required by the Chief Executive, SMT and/or the Executive Officers.

This will include typing, drafting meeting agendas, minutes and correspondence, maintenance of databases, preparation of presentations and general office administration.

c.

Responsible for the maintenance of the strategic maps including monthly templates, sending reminders and collating reports for the trustee boards.

d. To research and/or draft papers for use within BCUSU as required by the
Chief Executive, Senior Management Team, or other staff as appropriate.

e.

On occasions work with BCUSU Teams and Managers on an individual and group basis on behalf of the Chief Executive to ensure BCUSU projects are delivered to plan.

f.

To take the lead on ensuring the BCUSU Data Protection Policy is being adhered to within the organisation, reporting regularly to the Chief Executive on this matter.

h. Suppo
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