Executive Assistant to the Board and CEO - Head Office, Hare Hatch
Location: Bath Road, Reading RG10 9SP
Pay: £35,000 - 42,500 p.a.
Hours: 40 hours per week / Monday – Friday
Job Type: Full Time, Permanent
Make A Difference Everyday
We are seeking a talented and dynamic Executive Assistant who can operate effectively in a fast-paced environment, providing executive administrative support to the Board on group wide matters and corporate governance, with particular responsibility for supporting the CEO through administrative duties and data collation.
Our core values
Care, protect and respect
Integrity
Empowerment
Co-production
Trust
Compassion
Key Duties
Administrative duties for the CEO/Board
Support the CEO and Chair with the management of diaries/appointments as directed
Support the CEO and Chair in the management of emails as directed
Act efficiently with incoming matters as required and delivering a professional customer service to both internal staff and external clients
Liaise with Senior Management Team on behalf of the Board/ CEO
Prepare and circulate the weekly Operational bulletin with SLT involvement
Collate and scrutinize all expenses in preparation for payroll processing
Maintain an accurate and up to date contacts sheets for all services including CQC and other required regulatory data e.g. companies house etc.
Assist the Quality and Compliance Manager in auditing CQC data held on behalf of the CEO/Board
Co-ordinate and Manage the On-call rota ensuring it is available to all staff
Prepare a weekly whereabouts table for the CEO of all senior staff weekly
Hold and collate details of ongoing insurance claims
Meetings
Maintain an up-to-date schedule of meetings in accordance with the Boards governance framework
Alert the Board when the governance of the meeting schedule is not being adhered to
Arrange Board and Senior allocated meetings, take minutes and follow through on action points
Document preparation at least 3 days in advance for allocated meetings including agenda circulation
Data Collection
Collate Service data for the CEO
Collate and prepare data for the Board meetings and other allocated meetings
Maintain group trackers (safeguarding, complaints, whistleblowing)
Monitor the shared drive to ensure it is in keeping with Protocol
Police and monitor IT compliance in conjunction with the DPO
Manage the access to data of Senior staff ensuring the correct authorisations are in place
Support with version control of policies and procedures
Senior HR (HR Business Partner for Senior staff)
Assist with the process of recruitment on request of the Board/ CEO, e.g. organising interviews, requesting references and documents for due diligence.
Overseeing and collating all Onboarding documents for Senior staff prior to commencement
Ensure the personnel folders for all senior staff who leave are managed according to policy
Organisation and safekeeping of all Senior staff folders
Regular audit and alerts of Senior staff folders compliance
Monitor and control annual leave on behalf of the CEO for all Senior staff
Organise managers supervisions and appraisals
Monitor and prompt Senior staff supervision by way of a tracker
Generate contracts on behalf of the CEO or Board at their instruction
Ensure all references sent out on behalf of the company are in keeping with the protocol and tracked for compliance
Other Responsibilities
Implement and maintain administrative procedures and systems
Prioritise and organise own workload to deliver against deadlines
Always maintain client and business confidentiality
Handle confidential documents sensitivity and maintain strict confidentiality at all times
Maintain an awareness of Health and Safety requirements
Continual personal development to develop oneself and the role
In addition to these tasks, employees may at times be asked to carry out other reasonable duties as required by the service or manager
Person Specification
Qualifications
Essential: Excellent IT skills and ability to demonstrate competency in Microsoft applications including Outlook, Word, PowerPoint and Excel
Desirable: Prince 4
Experience
Strong background in administration, data collection and supporting executive level management
Skills
Excellent standard of written and spoken English
Excellent communication skills and the ability to build strong relationships and deal with people at all levels
Ability to deal with highly sensitive and confidential information
Competence
Good organisational skills, demonstrating attention to detail and ability to work to deadlines and prioritise tasks
Ability to work on own initiative and generate solutions
Attributes
Calm professional approach with a high degree of discretion
A team player with a “can do” attitude
Confidence and credibility
Ready to join a team that truly values your skills and compassion? Apply now using the link and attach your CV. We can't wait to meet you