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Job Opportunity: Personal Assistant

by FACT

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Purpose of Role

We are looking for a Personal Assistant to provide full administrative and secretarial support to our Director/CEO. The main purpose of this role is to:

  • Ensure the smooth management of the Director/CEO's day to day affairs, and most effective use of their time.
  • Handle sensitive and complex issues in a professional and objective manner.
  • Take initiative as appropriate especially in the Director’s absence.
  • Provide administrative and company secretary support to the FACT Board of Trustees with responsibility for coordinating and issuing papers and organising and minuting meetings.


Key Responsibilities

  • Manage the Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
  • Manage the Director’s travel arrangements, including visas, as required.
  • Process the Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or by other staff as appropriate.
  • Maintain the Director’s office systems, including data management, filing, credit card statements and expenses.
  • Maintain records of the Director’s contacts and ensure invitations to key FACT events are sent to them on behalf of the Director.
  • Screen calls, enquiries and requests, and deal with them when appropriate.
  • Assist the Director in researching and following up with action on matters which fall within the Director’s responsibility.
  • Produce documents, briefing papers, reports and presentations for the Director.
  • Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
  • Manage arrangements for Board of Trustees and Sub-Committee meetings, including production/distribution of agenda and papers, and minuting meetings.
  • Dealing with all Board queries in a timely and effective manner and communicate key messages to the members of the Board.
  • Supervise all Charities Commission and Companies House related mail and deal with this or ensure that it is directed to the relevant staff member.
  • Ensure paperwork is filed promptly with Companies House concerning changes to FACT Trustees or other relevant matters.
  • Ensure an up-to-date and Chair-approved FACT Trustee Induction Pack is available and provided to new Trustees.
  • Assist/support the Director, Head of Development and Marketing Manager in arranging funding partner and other events.
  • Meet and greet visitors at all levels of seniority.
  • Any other duties as may reasonably be required by the Director.


Salary

  • £17,500 pro rata (£12,500 per annum)
  • 25 hours a week over 5 days (0.7FTE)

How to Apply

Please download the full job description below. To apply, please complete an application form and monitoring form and email it to recruitment@fact.co.uk

Closing date: Sunday 24 November 2019 at midnight.