Executive Secretary

1 week ago

Bristol, Bristol, United Kingdom Gympanzees Full time

Gympanzees is a multi-award-winning Bristol-based charity. Our mission is to ensure all children and young people with a disability have access to regular exercise, play and friendship. We aim to open multiple exercise and play facilities nationwide – the first of which will be in Bristol. This is an exciting time to join an ambitious team that will raise funds for the UK's first centre of its kind.

We are seeking a competent and organised Secretary to join our team. As a Secretary, you will provide administrative support and ensure smooth communication within the charity. The ideal candidate will possess excellent organisational skills, attention to detail, and proficiency in office software applications. If you're passionate about contributing to a dynamic and innovative Charity committed to opening the UK's first leisure centre for children and young people with disabilities, this role offers an exciting opportunity to make a difference.

At Gympanzees, we offer a working environment that enables everyone to perform their best. Flexible hours and remote working options suit your home life. The role is hybrid, with time split between our office in Aust and home working. We are open to discussing working patterns that work best for you while keen for you to be an active team member.

Primary Responsibilities - include but are not limited to.

  • Administrative Support: Provide administrative assistance to the management team, including scheduling appointments, managing calendars, and organising meetings.
  • Communication Management: Handle incoming calls, emails, and other correspondence and ensure timely and appropriate responses.
  • Document Management: Maintain and organise physical and electronic files, ensuring accuracy and confidentiality.
  • Client Interaction: Greet visitors, members, and clients and provide them with necessary information or assistance.
  • Data Entry: Input and update information into databases and spreadsheets accurately and efficiently.
  • Office Organisation: Maintain a tidy and organised office space, order supplies, and manage inventory.
  • Event Coordination: Help plan and coordinate events, workshops, and programs hosted by Gympanzees.
  • Team Collaboration: Collaborate with other team members to ensure smooth operations and effective department communication.
  • Record Keeping: Maintain records of expenses, invoices, and other financial documents and assist in basic bookkeeping tasks.
  • Adherence to Policies: Ensure compliance with organisational policies, procedures, and regulations.

    Skills you'll need

    • Proven experience as a secretary, administrative assistant, or similar role.
    • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other software.
    • Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
    • Strong communication skills, both written and verbal.
    • Attention to detail and accuracy in all tasks.
    • Ability to maintain confidentiality and handle sensitive information with discretion.
    • Flexibility and adaptability to changing priorities and responsibilities.
    • Friendly and professional demeanour, with a customer service-oriented approach

      What's in it for you

      At Gympanzees, we strive to create a workplace that reflects the communities we serve and where everyone feels empowered to bring their whole, authentic selves to work. Our mission is to build an inclusive culture that encourages, supports, and celebrates the diverse voices of our community and its employees. We are a hugely passionate and driven team; our jobs are more than work. As a small team, every opinion is valued, and we encourage risk and learning to make us as good as we can be.

      We offer 25 days of holiday (plus bank holidays), increasing by one day each year you are part of the team, up to 30 days. In addition, everyone is given their birthday off.

      We also offer a healthcare plan that allows you to reclaim cash for Dental appointments and treatment, Opticians, Therapy, and Specialist Consultations.

      Employee Assistance Programme.

      Training opportunities.

      Sick pay.

      NEST pension.

      Gympanzees is committed to promoting diversity and encourages applications from underrepresented groups (e.g., Disabled people, people from ethnic minorities, LGBTQ+ people). As a Disability Confident Employer, we guarantee an interview to all applicants who meet our essential criteria.

      To apply, please send a short cover letter explaining why you should be considered for the role. We are also happy to accept your cover letter in video format.

      If you are successfully shortlisted, you will be invited for an interview. If successful, you will be asked to provide the names of two referees who have known you for at least two years, preferably in a professional context. This can include employers, colleagues, teachers, tutors, support workers, community leaders, a child's teacher, or a member of a hobby or exercise group you belong to.

      Our commitment to safeguarding

      At Gympanzees, we take our responsibilities for the safety and welfare of the people who use our services, our volunteers, staff, and the organisation as a whole very seriously.

      All applicants successful at the interview will be asked to disclose unspent convictions under the terms of the Rehabilitation of Offenders Act 1974 (as amended in 2013).

      If you would like this document in any other format or if you are experiencing difficulties applying, please contact us by email, phone, or in writing.

      Interviews to take place on Wednesday 3rd July at Gympanzees HQ.

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