Job description - PA to CEO _Feb 09_ by Chaseaker


									      Job Description and Person Specification

 Job title            PA/Administrator, Chief Executive Office
 Date reviewed        August 09
 Purpose              Provide an efficient and confidential administrative support as
                      personal assistant to the Chief Executive and to some central
                      functions, to the Board of Trustees for Board meetings and committee
                      work, to our Finance Director in the Company Secretary role and
                      undertake ad hoc project work for the Chief Executive where required.
 Responsible to       Chief Executive. However, will have a dotted line relationship with
                      Finance Director as Company Secretary
 Working with         Finance Director, HR Director, Board of Trustees and other RedR
 Responsible for      None
 Location             London

R edR and the work we do
Each year millions of people around the world are affected by natural disaster and conflict.
RedR is the leading training and recruitment charity working in the area of international
disaster relief. We provide training, consultancy and support to relief organisations and
their staff around the world, improving emergency response and assisting people affected
by disaster. Through building skills and training people in countries where disasters occur,
we make a lasting impact on the ground. We recruit experienced relief workers following
major global emergencies and advise potential new relief workers, ensuring skilled
professionals are always available to respond.

In response to recent humanitarian catastrophes, we currently have training and local
capacity building programmes in Sri Lanka following the devastating tsunami, in Sudan in
response to the increasing destabilisation of the region.

Job Description
Main Duties and Responsibilities:

Providing an administration and secretarial support to the CEO through :
   • Managing the CEO Diary
   • Managing/analysing the CEO correspondence
   • Managing the CEO mail
   • Managing special funder portfolio
   • Providing finance system support to CEO

Facilities management and general
Providing an administrative support to general office requirements such as:
   • Dealing and responding to queries on RedR’s general email inbox
   • Being responsible for maintaining and updating Trustee website pages as required
   • Taking lead responsibility for maintaining and updating the database in relation to
         Trustee and Company Secretary information and Data.
Board of Trustees and Company Secretary
Providing secretarial and administrative support at: at:
   • Quarterly board meetings by maintaining the diary of meetings, organising venue
       and refreshments, drafting agenda, compile and circulate papers, taking minutes,
       ensuring items are carried forward from one meeting to another.
   • Annual General Meetings (AGM) but compiling and circulating notices and papers
       for the AGM, compiling and circulating notices for elections to the Board and
       minute taking of the AGM
   • Trustees – support individual trustees by organising inductions for new trustees,
       acting as a point of contract for the organisation, processing expense claims etc
   • Company Secretarial – file annual returns and other notifications with Companies
       House, Charity Commission and other regulators
   • Statutory records – maintain up to date statutory records including – minute book.
       Register of members, register of directors/secretaries
   • Other – provide support to committees and adhoc working groups of the board

   • Assist with other work, events, mail outs etc when/if required
   • Providing project work support to the CEO as and when required
   • Undertake other tasks reasonably requested by the CEO and finance director

Person Specification

    • Proven administrative skills with an ability to prioritise, manage and complete a
       variety of tasks at times in periods of high pressure
   • Able to deal with confidential matters discreetly
   • Flexible, proactive and self-starter in approach to work
    • Able to work with minimal supervision
    • Strong organisational skills with excellent attention to detail
    • Excellent interpersonal skills to be able to work with a wide variety of internal and
       external contacts and Trustees
    • Good initiative, enthusiasm, problem-solving approach to new challenges
    • Good and pro-active communication skills
    • Able to deal with routine and sometimes mundane work such as filing and
    • Proven IT literacy on Microsoft Office Packages to include Word, Excel, PowerPoint
       and Outlook
    • Good typing skills
    • Excellent written English to be able to take and write minutes, draft board papers
       and routine business correspondence, backed by good spoken English
    • Experience of establishing strong working relationships with colleagues from
       different functions and of diverse backgrounds
    • Interest and commitment to humanitarian and development work and awareness
       of the issues involved
    • Eligibility to work in UK

   • INGO experience
   • Knowledge of international humanitarian and development issues
Contract Terms

 Post         Full-time contract
 Period       Permanent
 Location     RedR, 250a Kennington Lane, London SE11 5RD
 Grade        2
 Salary       £19,804-22,004 gross p.a.
 Other        As defined in our standard contract terms

Expectations, Authority and Accountability

What we expect of you
• In a professional and diligent manner, to carry out the work specified in this job
  description and the specific tasks as agreed in the annual plan and reviewed periodically
  with the line manager

• To work as part of the staff team to achieve our organisational goals.
• Communicate regularly with key colleagues through regular reporting, by email, phone
  and occasional face-to-face meetings

• Adhere to our principles and values.
• Maintain and develop your own effectiveness, including taking responsibility for your
  health and general welfare and investing in your own professional development as it
  relates to our vision and mission.
• Be prepared to adapt to the changing environment that we, as a developing
  organisation, may experience.
• Bring to our attention issues of concern that could affect our ability to achieve our
  objects, including our support of you in your own role.

What you can expect of us
That we act as a good employer, abide by the principles of the People in Aid code and
• A salary and benefits package that is fair, competitive , affordable and in keeping with
  RedR’s charitable status.
• Reasonable resources to do your job (office, equipment, budget etc), within our
• Good induction, ongoing support and appraisal (including financial and time resources
  for your own professional development) from your manager
• Support and teamwork from your colleagues in a lively and professional atmosphere

Working towards our mission bearing in mind our vision. The post-holder functions with
authority from the Line Manager.

Limitations to Authority
The PA shall operate within the parameters of the Strategic and Operational Plans and
within good practice as understood in the sector and developed by the organisation.
These limitations will be reviewed periodically.
Accountability in this relationship is mutual. The CEO is accountable to the PA to provide
support, guidance and resources and to relate to the post-holder in a manner consistent
with our values. The PA is responsible to the CEO for performance according to the
expectations of the post and for operating within the authority delegated.

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