Executive Assistant

6 months ago

Dundee, United Kingdom Flexible Childcare Services Scotland Full time

The Executive Assistant is responsible to the Chief Executive and Board. They will provide executive support for the CEO and Chair, including involvement in business strategies, projects, task planning and management, capturing actions and following up requirements.

They will play an important role in our governance, including servicing of Board, sub-committee, and leadership team meetings, taking minutes and ensuring communication of actions to relevant owners and monitoring completion within agreed timescales.

**Overall Responsibilities’ Include**:
Provide PA support to the Chief Executive Officer and Chair of the Board - this will include:

- Diary management, planning and booking meetings
- Preparing papers and reports for meetings and presentations
- Collating and issuing papers for sub committees
- Minute taking at meetings
- Following up on agreed action points within deadlines
- Maintaining documentation and file sharing solutions
- Supporting fundraising plan
- Manage FCSS digital registration with regulators
- Supporting travel planning where necessary
- Building effective relationships both internally and externally
- Supporting the development of a trustee recruitment and induction programme
- Maintaining the trustee register and relevant governance related paperwork
- Other ad hoc administrative duties

This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties and it is recognised that jobs change and evolve over time

**Personal Specifications**:
Essential:

- Administrative/office experience, including managing admin systems and supporting team members.
- Experience of planning meetings, including preparing/collating agenda, papers and taking minutes/actions
- Good IT skills, able to use a range of software, keen to utilise digital tools to generate efficiencies across the organisation. A champion of our in-house software solutions.
- Excellent organisational skills and a flexible, adaptive approach, able to proactively manage multiple priorities.
- Organised and methodical approach, with attention to detail, focus, and an ability to meet deadlines.
- Able to read, understand and interpret financial documents.
- Articulate, with strong written and oral skills, able to communicate with multiple audiences.
- Experience in third sector and/or children’s services sector.
- Experience in Board level communication and management.
- Supportive of the FCSS values and committed to social justice.

**Further information**:

- Period of appointment: The appointment is permanent
- Salary: £32,000 per annum pro rata (£16,457 based on 18 hpw)
- Hours of work: 18 hours per week
- Holidays: 32 paid days pro rata including Public Holidays
- Pension: The FCSS Pension scheme is a Flexible Retirement Plan, with The Pensions Trust. On appointment you will be automatically enrolled but following a qualifying period you may increase your contributions. Where an employee pays a minimum contribution of 3% of salary, FCSS will make a 7% contribution.
- Training and Support and Supervision: You will receive induction training and frequent support in the first three months. Thereafter you will receive monthly individual support and supervision and annual appraisals. All team members have access to relevant internal and external training.
- CycleScheme - Save a between 25% & 39% on new bike packages
- Generous life assurance scheme

Equal Opportunities and Family Friendly employment: FCSS aims to be an equal opportunities and family friendly employer. The post is open to job sharing.

**Job Type**: Part-time

Pay: £16,457.00 per year

Expected hours: 18 per week

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

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