Job Description and Person Specification Job title PA/Administrator, Chief Executive Office Date reviewed October 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 Colleagues Responsible for None Location RedR, 250a Kennington Lane, London SE11 5RD work R edR and the wo rk 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: through: 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 general as: 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 Other • 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 Essential • 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 photocopying • 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 Desirable • INGO experience • Knowledge of international humanitarian and development issues • Previous PA experience Contract Terms Post Full-time contract Period Permanent 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 Tasks • 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 Team • 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 Individual • 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 provide: • 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 constraints • 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 Authority 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. Accountabilities 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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