Executive Assistant

4 weeks ago

Belfast, United Kingdom MPA Recruitment Full time

**Job Title**: Executive Assistant

It is the nature of the work of the post that tasks and responsibilities are, in many circumstances, unpredictable and varied. The post holder will therefore be expected to work in a flexible way when the occasion arises that tasks which are not specifically covered in their job description, have to be undertaken.

These additional duties will normally be to cover unforeseen circumstances or changes in work and they will normally be compatible with the regular type of work.

The job description may also be reviewed in light of changing service needs or developments in consultation with the post holder.

**Job Type**: Permanent

**Location**: Newtownbreda - Belfast

**Salary**: £25,000 Per annum

**Hours of work**: Monday
- Friday (9am to 5pm)

**Main Duties and Responsibilities**

**Reception**
- Answering internal and external calls in a friendly, professional and timely manner, in accordance with Autism Initiatives phone guidance.
- Communicate messages to appropriate person(s).
- Ensure phone cover is organised to cover periods of your annual leave.

**Support to Operations Director (OD)**
- Organising the OD’s work schedule, appointments/meetings.
- Maintaining and organising the OD diary and reminding the OD of appointments, meetings and essential events.
- Maintain an accurate and organised filing system, archiving documents and retrieving information required by the OD as required.
- Organise Support and Appraisal meetings with managers the OD line manages and maintain accurate records of senior management annual leave.
- Administrative duties related to the Corporate Financial Appointee role of the OD.
- Any other miscellaneous activities specified by the OD that may arise in relation to corporate governance, complying with legislation or other required activities commensurate with this role.

**Support for Senior Team meetings**
- Take minutes for Senior Team meetings as required.
- Collating updates on actions from team members to inform planning of meeting agendas and prioritisation of agenda items.
- Communication of agenda/minutes to Senior team as required.
- Hospitality for Senior meetings and Training delivery, as directed/required.
- Preparation for Senior meetings and internal training courses in advance; i.e. preparing/printing documents, setting up equipment, preparing the room layout, refreshments, confidentiality signage as required.
- Working closely with CEO’s PA to co-ordinate meetings, flights, or business needs as required.
- Oversee booking of meeting and interview rooms.

**Office Management**
- First point of contact/welcoming visitors to the office. Checking person’s identity if required. Raise any concerns.
- Ensuring the office environment is tidy and free from any hazards or obstructions and is conductive to a good working environment.
- Placing stationary orders in accordance with process. Keeping an inventory to ensure orders are placed in good time and appropriate stock is maintained.
- Processing incoming and outgoing post accordingly.
- Checking and emptying the shredder bag weekly/as required.
- Assisting the central office teams and or Services, with archiving as required.
- Assist the H&S processes for central office: i.e. scheduling boiler maintenance and or repairs, in liaison with the relevant person as required.
- Turn off lights/equipment in the office, at the end of the day.

**Support to effective access and use of information on the shared drives and on the internal intranet (AiMi - Autism Initiatives My Information)**
- Support with the overall management and upkeep of AiMi and desktop libraries by

ensuring that NI resources (documents, downloads and policies) are up to date and presented to the required standard.

Regularly check the AiMi NI pages to ensure it is fit for purpose, compliant and working efficiently.
- Contribute to the development of AiMi so that AiMi is most useful, easy to access, engaging to our staff teams

**Recording and use of information**
- Maintain logs recording required information relating to: safeguarding, complaints, compliments, stakeholder feedback, reporting to regulators, inspections as directed by management.
- Liaise with colleagues across the organisation to ensure the logs are kept up to date and can support record keeping and Senior Team action planning and learning following recorded events.
- Assist with changes to documentation.
- Liaise with Head Office departments to ensure all relevant information is received and collated in preparation for inspections/audits of the services, e.g. required Learning & Development training records, Health & Safety Checklists and certificates.
- Ensure all inspection reports and communications from inspectors are saved and logged.
- Support preparation of the quarterly report and other reports/presentations as directed by the Operations Director.

**Coordination of policies**
- Ensure that policies are reviewed by the Senior Team when pol

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