PA to CEO/Administrator (Part Time)

West Malling, Kent
Workingmums

PA to CEO/Administrator (Part Time)

Interpersonnel are partnered with a long-established organisation to seek a PA to CEO/Administrator on a part time basis.

The purpose of the role is to provide high level administrative and secretarial support to senior staff and trust members as well as maintain a range of documents, including historical documents.

Job Title: PA to CEO/Administrator

Reporting To: Chief Executive Officer

Hours: 30 hours/week

Normal working hours will be Monday to Friday 0900 to 1530 with 30 minutes unpaid lunch break. (This may be subject to change to meet operational requirements).

Duties & Responsibilities

1. To support senior staff and Trustees in the execution of their responsibilities.
2. To deal with all incoming communications to the head office via post, email or phone.
3. To manage and arrange meetings with Trust staff, Trustees and a wide variety of external contacts and organise receptions and other events from time to time.
4. To attend and minute management/board meetings and distribute these appropriately.
5. To ensure all relevant licences such as the local authority Premises Licence, EA Abstraction Licence etc. are kept up to date in conjunction with senior staff. Collate and input water usage records to the EA yearly.
6. To organise the offices and maintain office supplies as well as maintaining a suitable filing system.
7. To maintain the websites, email and associated domain names.
8. Line management of the two Receptionists and overseeing the reception function at the main site, dealing with issues and suggesting improvements.
9. To ensure that Reception is fully staffed, and cover Reception shifts where required, due to staff sickness etc.
10. To manage accurate and up to date HR records and organise training for staff, ensuring that GDPR regulations are followed.
11. This list is not exhaustive and may include other tasks reasonably expected.
12. Liaise with HR contractors over advertising etc. for new members of staff and see that the recruitment process is adhered to.
13. To maintain and look after all historical records, documents and original watercolour paintings etc.

Job Requirements and Person Specification

Essential Elements

1. Ability to take responsibility, make decisions, plan and prioritise work effectively.
2. Ability to work to deadlines, on own initiative and manage own time.
3. Good meeting management skills including diary management and minute taking/producing.
4. Good at problem solving.
5. Good team worker.
6. Strong IT skills particularly Office 365 suite (Word, Excel, Sharepoint, Teams etc).
7. Good communicator with excellent interpersonal skills.
8. Commitment to providing excellent customer service.
9. Good literacy and numeracy, with attention to detail.

Desirable Elements

1. Line management skills.
2. Marketing skills.
3. Experience of event planning and administration.

Attainments

Essential Elements:

1. Minimum of 2 years previous experience is essential.
2. GCSE English and Maths (or equivalent).
3. IT literate.

Desirable Elements:

NVQ Level 2 and/or 3 in Business and Administration.

Personal Characteristics

Essential Elements:

1. A natural communicator.
2. Have the ability to be flexible in duties and occasionally be able to work extra hours.
3. Self-motivated with a friendly disposition.
4. Reliable.
5. Respectful of confidentiality.