Organisational Support Assistant

3 weeks ago


Glenrothes, United Kingdom Kingdom Housing Association Ltd Full time

**JOB DESCRIPTION**

**Job Title**:Organisational Support Assistant

**Department**:Chief Executive

**Reports to**:PA to the Chief Executive & Executive Support
Officer

**Direct Reports**:N/A

**Grade**:6 (Spinal Points 15-19)

**OVERVIEW OF THE ROLE**

Support team provide direct administrative and clerical support to the PA to the
Chief Executive & Executive Support Officer, through undertaking tasks that support the work of the Chief Executive Department.

**CORE AREAS OF WORK & ACCOUNTABILITIES**

**Areas of Work Accountabilities**

**Administrative Support ** Open, date stamp and distribute incoming mail.
- Collate and circulate documents via internal mail and Box our file management system
- Provide direct administrative and clerical support to the PA to the Chief Executive & Executive

Support Officer, through undertaking tasks that support the work of the Chief Executive
Department.
- Assist with all administrative tasks associated with supporting the Subsidiary Boards of KHA, including arranging directors meetings, preparing agendas, arranging training and development
- Provide an administrative support to the Head of

Governance & Organisational Support,

Communications & Media Manager and
Compliance Officer
- Assist with organising and maintaining effective confidential records, plans and filing systems for the Management Team and Boards.
- Book internal meeting rooms and preparation of rooms for meetings.
- Take minutes and actions at internal working group meetings such as Procurement, Data

Protection, FOI and Complaints
- Ad hoc minute taking at Subsidiary Board and

Committee meetings and follow up on action points for the Head of Governance &
Organisational Support.

**Business Support ** Assist with the planning, coordination and publication of corporate documents such as the annual report and strategy documents.
- Assist with the coordinated involvement in external events (such as Business 5s football and

Lintel Trust golf etc) source and purchase corporate gifts, banners and promotional material.

**Internal Working ** Assist the Organisational Support Officer with the
**Groups **management of internal Operational Working

Groups, which will involve drafting agendas, organising meetings and drafting action plans.

**Coordination of ** Assist in the processing of Community initiatives
**Charitable and **and Charitable Funds. Assist with the promotion
**Community Funds **of the funds, seek appropriate approvals, respond to external individuals and organisations, prepare instructions to pay and arrange promotional PR through the Communications & Media Manager.

**Events ** Assist in organising and managing key promotional activities and events such as staff conference, strategy day and project tour.

**Any other appropriate ** As required
**duties**

**PERSON SPECIFICATION**

**Essential Criteria**

**Formal Qualifications**

Administration or Business Management qualification at SVQ
3 or equivalent

**Knowledge**

Administration and Business Management

An understanding of Registered Social Landlord sector in
Scotland

An understanding of the importance of dealing with confidential information

**Experience Required**

Previously held an administrative role

**Skills**

Good communication skills both verbal and written

Ability to work flexibly and under own initiative to achieve objectives

Excellent IT skills

Attention to detail

**Personal Attributes**

Person centric

Accountable and efficient

Approachable and confident

Balanced judgement

Supportive to colleagues and the Governing body members

**Other Requirements For the Role**

A flexible approach to work

**Job Types**: Part-time, Permanent
Part-time hours: 25 per week

**Salary**: £22,784.00-£25,106.00 per year

Schedule:

- Monday to Friday

Work Location: One location

Application deadline: 15/01/2023


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