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Executive Assistant to CEO

3 months ago

Margate, Kent, United Kingdom Oasis Domestic Abuse Service Full time

Background:
Oasis is a passionate and ambitious organisation committed to tackling the causes and consequences of domestic abuse on families.

We are known in Kent & Medway for our dedicated, independent services that have been supporting the cause with a local focus for many years.


Overall:
We provide an efficient service for anyone affected by domestic violence and abuse across Kent & Medway.

These families and individuals will have a range of needs, and our client support work is needs led, risk focused & trauma informed with a focus on developing individual resilience.

We work with clients in a range of settings.

We provide group work and all support colleagues are expected to be capable of integrated working in the wider social system.

Colleagues are expected to work flexibly as needed by service demands. This may include evenings and weekends.

Where necessary, colleagues are also expected to participate in the out-of-hours service, providing an on-call system for the refuge service users (for which enhancements are paid).


Competency:
Oasis utilises a competency framework to enable the development of competent and emotionally intelligent behaviours. All colleagues are expected to engage with personal learning through the use of this framework. A summary is attached at the end of this role description.

Purpose of the role:
We are looking for an experienced Executive Assistant to join our high performing team. You'll provide high quality personal and administrative assistance to the CEO.

You will act as gatekeeper between internal/external stakeholders and have discretion, diplomacy and trustworthiness whilst supporting the CEO and colleagues within the organisation.


Key Responsibilities:
1) To provide daily administrative support to the CEO.

2) Manage CEO's schedule and calendaring of appointments and meetings both internally and externally.

4) Be the first point of contact for the Board of Trustees.

5) Plan and schedule all Board, Finance Sub Committee and extraordinary meetings for the year, liaising regularly with the Chair of the Board and the Trustees.

6) Work closely with the Chair of the Board and CEO on charity governance policies and anything Trustee related.

7) Liaise with HR on any training, DBS info or other information required for the Trustees.

8) Update the Trustees' biographies and photographs.

9) Maintain up to date contact details of the Trustees and send each a card on their birthday.

10) Oversee the Policies folder on Executive Assistant SharePoint site, regularly updating the Policy Control Document and making sure all current policies have PDF copies on Oasis Colleague SharePoint site.

11) Final proof reading of all Oasis policies and documents; circulating draft policies to the Board when approval is needed, adding to Any Other Business at the Board of Trustee's next meeting.

12) Assist with the coordination of the Oasis Annual Plan to Auditors including final proof 3 reading.

13) Set up monthly Senior Management Team Meetings - prepare agenda, papers, attend and minute the meetings.

14) Set up all 1-1 meetings for colleagues reporting directly to the CEO; uploading all 1-1 notes to the relevant colleague's Breathe account.

15) Set up 6-weekly All-staff meetings via Teams.

16) Assist HR with interviewing on Panel interviews.

18) Maintaining all property info, legal documentation, KCC Contracts and any other important documents on Executive Assistant and Management SharePoint sites, in partnership with the Head of Finance

Other:
19) Source external meeting rooms and venues for group meetings.

20) Be the first point of contact for Margate Caves' room bookings.

21) Occasional holiday cover for deciphering and forwarding incoming VM calls from the Oasis general number.

22) To perform reasonable additional tasks as requested by the CEO

Review arrangements:


The details contained in the role specification reflect the content of the job at the date the document was prepared.

It should be remembered, however, that it is inevitable that over time the nature of individual jobs will change; existing duties may be lost, and other duties may be gained without changing the general character of the duties or the level of responsibility entailed.

Consequently, we will expect to revise this role specification from time to time and consult with the post holder at the appropriate time.

Oasis Domestic Abuse Service is committed to safeguarding and promoting the welfare of children; applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service

Job Types:
Full-time, Permanent

Pay:
£29,943.68 per year

Benefits:

  • Bereavement leave
  • Company pension
  • Health & wellbeing programme
  • Sick pay

Schedule:

  • Monday to Friday

Work Location:
Hybrid remote in Margate, CT9 4GA

Application deadline: 24/05/2024