Responsibilities of EA to Chairman - Male

Main Responsibilities :

1. To provide support to the Chairman in delivering overall strategic objectives.

2. To provide administrative services including diary management, booking meetings, planning events, organising travel and preparing travel itineraries, correspondence and prioritising emails for the Chairman.

3. To work closely with the Chairman and Senior Leadership Team through regular correspondence, arrange meetings and prepare briefing materials for the Chairman.

4. To provide administrative support in the delivery of assignments and initiatives on behalf of the Chairman's office as and when required

5. To ensure all correspondence and relevant materials are produced in a timely and accurate manner.

6. To coordinate departmental reports and documentation for the Board of Trustees meetings and other meetings with outside partners.

7. To coordinate, attend and take minutes for the Chairman's meetings and any other relevant meetings.

8. To conduct research/ analysis as directed by the Chairman.

9. To produce reports for the Chairman as and when required.

10. To follow up on action points from meetings on behalf of the Chairman.

11. To provide administrative support to the Chairman in the follow up and completion of departmental work plans.

12. To provide administrative support to the Chairman in implementing organisational projects and programmes.

13. To provide administrative support to the Chairman in the leadership and management of the organisation.

14. To provide administrative services to field offices such as responding to queries, issuing memos and following up on Chairman requests.

Other Responsibilities :

1. To comply with all policies, procedures, legal and regulatory requirements.

2. To hold a valid passport and be willing and able to travel extensively and at short notice.

3. The flexibility to work additional/out of hours as necessary to fulfil the requirements of the role and meet the business needs.

4. To be responsible for health and safety in the area of his/her control and ensure that he/she is familiar with Frankfinn's health and safety at work policy.

5. To respect the unique contribution of every individual and work positively in an equal opportunity and diverse environment.

6. The post holder may be required to apply for a disclosure check.

7. Any other duties commensurate with the accountabilities of the post.

MAIN DUTIES & KEY RESPONSIBILITIES :

1) First point of contact for the Director of Operations (15%) : 

To act as the initial point of contact for the Director of Operations in her absence, assessing priorities and re-directing calls, enquiries and requests as necessary.

2) Management of staff and volunteers (5%) :

To provide line management and support to administrators and volunteers within the Operations team, delegating tasks, offering training, peer support and coaching as required, including facilitating appropriate development, undertaking supervisions and appraisals, and handling poor performance issues.

3) Personal Assistance to Director of Operations (35%) :

- To manage the Director's diary and appointments, ensuring effective use of time and preparation of papers and information in advance 

- To filter incoming mail: sorting, redirecting and taking action as appropriate 

- To prepare and/or draft correspondence for the Director, as required 

- To prepare weekly staff movement sheets and record absences in liaison with Human Resources staff 

- To assist with budget management and take responsibility for monitoring of income and expenditure, processing and coding of invoices and expenses

4) To carry out a range of administrative tasks, including photocopying, filing, sending faxes, making travel arrangements 

- To manage electronic and paper based filing systems 

- To work co-operatively with colleagues in the Operations Administration team providing support and cover as required. To organise internal and external meetings and teleconferences, including booking venues, arranging accommodation and taking minutes as required. 

- To make arrangements for and prepare agendas for England Council meetings, liaising with council chair and members as required. 

- To prepare agendas for Operations meetings, ensure papers are accurate and prepared and disseminated on time. To oversee coordination and collation of quarterly reports for Board meetings 

- To ensure departmental deadlines are met for corporate activities 

- To attend and contribute to meetings on the Director's behalf, reporting back and following up appropriately

- To coordinate the production and dissemination of the Departmental bulletin 

- To update and deliver presentations for staff inductions, as required 

5) The post holder will be working in a developing environment and he/she will therefore be expected to undertake other appropriate duties as required for the effective operation of the MS Society Standards and ethos : 

1) Working practice will clearly show a passion for engaging with the Society's volunteers and members in all their guises and agreeing and delivering objectives by working alongside volunteers 

2) Individual and team work-plans and proposals will be able to evidence how they were influenced, guided and reviewed by people affected by MS 

3) Every individual is responsible for making the - matrix- work within Operations (the mix of people management alongside professional guidance). Area Teams and National Programmes carry equal weight in debates. Where necessary decisions will be finally based on the majority views and aspirations of people affected by MS 

4) Post-holders are expected to be aware of work pressures on other administrative colleagues and proactively offer to assist where their workload allows

This job opening was posted long time back. It may not be active. Nor was it removed by the recruiter. Please use your discretion.