Administrative Assistant to The Senior Management

5 months ago

Leicester, United Kingdom Women's Aid Leicestershire Full time

**POST TITLE: Administrative Assistant to the Senior Management Team**

(Communications, Marketing and Events, Procurement and Donations, support to the Board of Trustees)

**1. BASE** Leicester and Leicestershire

**2. SALARY** £23,953-£24,920 per annum pro rata, dependent on experience.

**3. HOURS OF WORK** Part time position working 30 hours, Monday - Friday.

Some evening and weekend work will be required from time to time, including attending Board Meetings. Notice will be given for when this is required.

**4. MAIN TASKS** To provide comprehensive office administrative, support to the CEO, Senior Management team and the Board of Trustees.

**5. KEY RESPONSIBILITIES**

**Administrative Support to the CEO**
- Supporting the Chief Executive at multi agency meetings, taking and distributing accurate minutes
- Arranging and facilitating Senior Management and Operational Management team meetings, including the taking and distribution of accurate minutes
- Organising and arranging staff away days and staff events
- Supporting the Chief Executive with the completion of Board reports
- Arranging and facilitating Board meetings, collating papers, taking and distributing minutes
- Assisting with the recruitment of Board Members and Volunteers
- Being the key point of contact for the Board of Trustees, when arranging events and activities, liaising with Board Members as required
- Assisting the Senior Management team with the interview and selection processes of new staff
- Supporting HR processes across the organisation, in the absence of the HR Manager, and at the request of the Chief Executive or Head of Operations

**Marketing & Communications**
- Acting as the single point of contact for all social media platforms and developing content to promote the work that we do and to raise awareness of domestic abuse
- Updating & maintaining social mediasites, including Facebook, Instagram, X (Twitter) and LinkedIn
- Developing the organisation’s communication and marketing plan
- Managing and maintaining the organisation’s website
- Coordinating fundraising / awareness events, in line with the organisation's events planner
- Representing the organisation at external events
- Coordinating external talks for the Board of Trustees
- Designing and coordinating the organisations merchandise and marketing materials, including the printing of leaflets / posters / business cards etc

**Donations**
- Coordination of incoming donations, sending donation acknowledgment letters and managing donation requirements for the organisation, across all services
- Maintaining the organisation’s donation logs
- Collecting donations for the organisation, as deemed as appropriate, in liaison with the Chief Executive and Head of Operations

**Procurement**
- Assisting the Finance Manager in the purchasing of items for staff and refuges
- Placing orders for the organisation for all service areas, in liaison with the Head of Operations and Chief Executive

**Monitoring**
- Assisting the Chief Executive, and Head of Operations, in extracting reports for monitoring purposes, including the collation of information for the Chief Executive’s Board Report and Contract Monitoring Reports
- Data extraction, evidencing the organisation’s Communication and Marketing (via our website and social media platforms) for monitoring purposes, including the completion of the Board Report

**IT and Telecommunications**
- Ordering of all IT and telephony equipment for the purposes of the organisation
- Arranging for all new starters to the organisation to be issued with appropriate equipment; IT, phones and SkyGuard
- Organise and maintain the organisation’s asset log for equipment
- Management of the SkyGuard online system, inputting new starters, updating current staff and removing ex staff details

**Line management relationship**

Post holder will be line managed by the Chief Executive.

The duties and responsibilities in this job description are not exclusive or exhaustive and the post holder will be required to complete such duties as may reasonably be expected within the scope and grade of this post.

**Person Specification**

**Qualifications**:

- Essential:_
- _GCSEs in English and Maths A*-C
- Desirable:_
- Level 4 or above, relevant qualification
- Membership of a professional Body
- Method of Assessment: _Application Form & copies of certificates taken

**Experience**:

- Essential:_
- _Substantial experience in a similar role
- Experience of using Microsoft packages, including Word and Excel
- Experience of managing an organisation’s social media and marketing
- Experience of taking detailed minutes and producing accurate recordings of meetings
- Experience of dealing directly, and indirectly, with members of the public
- Experience of developing and maintaining systems for information storage and retrieval
- Desirable:_
- _Experience of working in the voluntary sector
- Experience of servicing committees
- Web editing and writing sk

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