Directorate Assistant Vacancy (Whiston)
Office based, Whiston, Rotherham
Job Title: Directorate Assistant
Job Type: Permanent
Hours: 37.5 hours per week
Salary: £25,817 per annum, pension, and other benefits
We are recruiting for a Directorate Assistant based at Head Office in Rotherham to support the directorate and senior management teams. This role is an office based role.
This role will undertake a range of tasks and responsibilities including gathering, collating and analysing information, arranging events, supporting marketing activity, project work, organising and maintaining files and records, planning and scheduling meetings and appointments. To also provide administrative support to the health and safety and estates management functions, organising repairs and maintenance and securing statutory compliance across the organisation’s property portfolio.
Responsibilities include providing support to Chief Executive and Finance Director across a range of tasks to improve the efficiency of these roles; scheduling and setting up internal and external meetings including agenda management, minute taking, action tracking and relevant communication; diary and calendar management: supporting the directorate team, and administration of all shared calendars; assisting with the production of marketing materials, developing social media activity, assisting with promotional activity and writing engaging content for the in house and external communication channels; and management of electronic and paper filing systems.
This role will also support the administration of the estate management function, organising repairs and maintenance and statutory compliance with external contractors, maintaining records of works undertaken and reconciling invoices against works approved. Additionally this role will support the administration of the organisation’s health and safety management, co-ordinating risk assessments and ensuring compliance across office bases.
Other duties include supporting other members of the Senior Management Team with a range of administration duties; supporting procurement through research, identifying suppliers, obtaining quotes; general office duties as required and provision of back-up cover/holiday support to ensure the effective running of the office; produce reports, presentations and briefs, analysis of information and feedback to CEO on any suggested course of action required; work with policy owners to review and develop policies and processes across the organisation, co-ordinating review and consultation exercises; and identify potential new contacts and partners in line with strategic objectives, co-ordinate initial contact and/or develop relationships.
You will need substantial experience of supporting a senior team of people and be educated to degree level or equivalent. You must be highly organised and have excellent administrative skills, have experience of electronic diary management, excellent attention to detail with the ability to maintain a high level of accuracy, exceptional interpersonal and communication skills, a flexible approach to work with the ability to prioritise and re-prioritise, ability to work on your own initiative and be assertive to see tasks and projects through to completion. You must have the ability to work with discretion and understand the importance of confidentiality. You must have excellent IT skills with experience of working with Microsoft software, experience of data analysis and report writing. A driving licence and access to own vehicle is essential and there will be some travel involved with the role.
Although not essential, it would be helpful to have some experience of working in the charity / social care / marketing sector and / or project management experience, and / or health and safety experience.
For internal applicants, please complete an Expression of Interest Form available on PeopleHR.
For external applicants, please send your CV with a supporting statement explaining why you are suitable for this role to firstname.lastname@example.org.
Closing date: 30 June 2022