Executive Assistant to the CEO

Central Services

If you would like to apply for this vacancy you will need to submit the following to jobs@n-compass.org.uk

• your CV

• a two-page cover letter outlining how you meet the Job Description and Person Specification

The closing date is Monday 18th October 2021 at 12pm. Interviews are scheduled to take place on Monday 25th October.

For an informal discussion about this vacancy, please contact

Teresa Jennings, Chief Executive: teresa.jennings@n-compass.org.uk

Job Description

Post Title Executive Assistant to the CEO

Employer: n-compass Towards a Brighter Future Ltd

Office Location: Head Office based in Preston/Hybrid working

Hours: 3 days per week (22.5 hours per week) Salary: £16,419 per annum (FTE £27,000 per annum) Responsible to: Chief Executive Purpose: The Executive Assistant is a key role in supporting the CEO and her senior team

to deliver against n-compass strategic objectives. This role requires someone who is highly organised and able to prioritise proactively. You need to have excellent oral and written communication skills and have great interpersonal skills, in establishing and maintaining excellent working relationships with internal and external stakeholders.

Successful applicants will be required to undergo a DBS check

Key Tasks:

• Provide administrative support to the CEO / Senior Management Team:

➢ To provide diary management – arranging appointments and meetings and ensuring that the Chief Executive is adequately briefed and has relevant papers; planning events; organising travel; prioritising emails; and replying to requests for information.

➢ Maintain relevant databases e.g., our stakeholder database. ➢ Organising SMT meetings, collating and preparing papers, writing minutes, and

maintaining the SMT action tracker ➢ Respond to telephone calls and emails, using initiative and discretion in dealing with

enquiries and messages.

• Support the CEO/Company Secretary in the provision of effective governance arrangements:

➢ Assist the CEO/Company Secretary in the provision of all aspects of Board and Audit Committee administrative support, including the planning of meetings, circulation of agendas, collating of reports, writing of minutes and maintenance of action trackers and attendance registers.

➢ Develop a positive working relationship with Trustees and ensure that they receive high quality support, advice, and guidance.

➢ Assist in the recruitment, training, and induction of new Trustees. ➢ Responsible for maintaining up-to-date records of all Board and Committee members and

ensuring agreed procedures are followed in respect of appointments and resignations, relevant checks and filing of relevant documents.

➢ Help maintain the organisations statutory and regulatory registers and ensure that all statutory and regulatory returns are made and are compliant, in line with the Charity Commission and Companies House.

• To support the Chief Executive with the organisation and detailed planning of organisational events such as:

➢ Annual Staff Conference ➢ Organisation of the quarterly Leadership Team meetings ➢ Quarterly Staff Briefings meetings ➢ Monthly staff awards ➢ Stakeholder events

• Other:

➢ Provide support for our People Support Team as required (ISO, Document Control, Administration)

➢ Undertake additional related duties, within the scope of the post at the request of the Chief Executive.

Please note: This job description is not intended to be exhaustive. The postholder will be expected to adopt a flexible approach to the responsibilities, which may be varied from time to time following discussion with line management. Any variations will be subject to the requirements of the department and organisation

and will be in keeping with the general profile of the post.

Person Specification

Essential Desirable

Experience Previous experience required to do the job.

• Substantial experience working as an Executive Assistant to a senior executive or comparable work.

• Experience of supporting Boards

• Experience of working the charitable sector

Skills/Abilities e.g. analytical skills, computer skills.

• Excellent organisational skills with the ability to work under pressure and prioritise workloads to meet timescales, budgets, and deliverables.

• Well-developed communication/interpersonal skills and excellent presentational abilities, both written and oral.

• Exceptional attention to detail.

• Able to deal with a wide range of people/problems.

• Flexible- able to adapt to challenging workload demands.

• Professional and confident approach when dealing with people – internally and externally.

• Leads by example demonstrating good practice, showing sound judgment, and upholding the organisations values and policies/ procedures.

• Ability to maintain high standard work practices and ensure integrity, respect, and confidentiality.

• Demonstrate the ability to work equally effectively as part of a team or alone and a customer focused, positive, and can-do attitude are important.

• Experience of budget management

Essential Desirable

Skills/Abilities e.g. analytical skills, computer skills.

• Proficient in Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), CRM databases and virtual meeting products

Personal Qualities e.g. leadership, flexibility, team working.

• Flexible, hardworking with excellent timekeeping.

• Honest, reliable, and enthusiastic.

• Resilience, good problem-solving skills.

• Initiative/self-starter: able to operate independently.

• A continual improvement approach to yourself and to the work

• Smart appearance.

Other Circumstances Special conditions that apply to the job, e.g. need to travel, work away from home etc.

• Full UK Driving Licence and access to own car.

• Willingness to participate in training where relevant.

• Be willing to travel if required. • Attendance at team, section

and other organisation meetings as required.