Executive Administrative Assistant

3 weeks ago

Halifax, United Kingdom Community Transport Full time

**_Our Vision: Create a better everyday life for local people._**

**_Our Mission: To be the go to organisation for accessible transport and affordable furniture locally, in the areas where we work._**

**_Our Values: Excellence in everything we do, with continued improvements through listening, learning and innovation._**

**_Honesty - we will operate honestly with fairness and integrity._**

**_Diversity - we will respect and ensure equality of opportunity; in both our working environments and within the communities we work in._**

**_Helpfulness - this will be encouraged in all areas, with the aim of benefitting others and communities_**

**The Role**:
As a Executive Administrative Assistant you will provide an efficient and accurate support service to the Chief Executive, Executive Leadership Team and the Board of Trustees. This is a varied role that requires high levels of organisation, excellent communication skills, and offers scope for development. You will lead on managing the framework of governance meetings, tracking and following up on actions, working closely with the Chief Executive to ensure compliance and the smooth running of our Boards and Management Group meetings. As this role sits within the national office team, it will also provide administrative support to the HR function.

This role is a full time position based from our National Office in Halifax, however, we are willing to negotiate on part time hours and hybrid working. The successful applicant will need to be flexible and willing to work outside of usual office hours when attending meetings.

**Governance Support**:

- Manage the framework of Management, Board and Governance meetings and actions;
- Support Board meetings, Executive Leadership Team and wider management team meetings, by drafting agendas, collating reports, issuing papers, arranging meeting venues, travel and refreshments;
- Take notes of meetings and produce accurate professional minutes within an agreed timescale, reflecting the decisions made and providing an audit trail;
- Prepare and record attendance, declarations and matters arising from previous meetings;
- Circulate papers and reports ahead of scheduled meetings and arrange meeting rooms and travel as required;
- Ensure that the calendar of governance tasks is completed efficiently and provide regular reports;
- Co-ordinate reports and papers for meetings, ensuring that colleagues are aware of actions and deadline for completion;
- Ensure that Trustee/Director annual declarations, and skills audits are completed;
- Update and circulate elements of the Trustee/Director Handbook from time to time;
- Manage the document library and archive system, contributing to the system for document control as well as the retention and disposal of documentation;
**HR Administration**
- To provide administrative support for the full employee and volunteer life cycle, including but not limited to; recruitment, new starters, performance, absence management, employment changes and leavers, adhering to statutory, contractual and legal guidelines/ procedures.
- Maintaining employee records, including personal files and the HR management system, ensuring such actions comply with Data Protection requirements.
- Assisting with the processing of pre-employment checks including referencing and enhanced DBS checks, liaising with the DBS and applicants as necessary, complying with Codes of Practice and Data Protection legislation for all relevant new starters.
- Providing administrative support for the monthly payroll process, including but not limited to, collating information relating to; starters/leavers/changes, contractual and additional hours, expenses and absences

**Essential skills / training;**
- NVQ Level 3 in Business Administration, Private Secretary’s Diploma or equivalent level of expertise gained through work experience
- Highly organised and efficient.
- Excellent written and verbal communications skills;
- Proficient in the use of Microsoft Office suite;
- Ability to work flexibly including occasional travel;
- Confidence to liaise credibly with individuals across a wide range of backgrounds;
- High level of integrity and ability to deal with confidential matters in a sensitive way;
- Maintain excellent levels of accuracy and precision and work to an excellent standard;
- Calm and professional when problem solving;
- Experience of taking accurate minutes;
- Relish challenge and an opportunity to work on own initiative.
- Experience of dealing with complex relationships: managing people’s expectations and being tenacious
- £23,000 per annum
- 37 hours per week with hybrid working optional
- Immediate start available
- Modern workspace at Croft Myl close to Halifax town centre, benefiting from an onsite coffee shop, roof terrace and slide
- 25 days annual leave entitlement
- Free parking
- Pension
- Life Assurance
- Medicash Scheme

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