440 - Executive Administrator

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Posted: 06/08/2020 14:54
Start Date: Not Available
Salary: 28,000
Location: Brixton
Level: Experienced
Deadline: 21/08/2020 23:59
Hours: 35.00
Benefits: funded training, perkbox, childcare vouchers, care first, eye test, healthshield, buying and selling annual leave, season ticket loan,
Job Type: Permanent

We are looking for an Executive Administrator to provide high standard executive support to two of our directors as well as efficient and effective day-to-day office management across the organisation, including remote sites.

 

In this role your main responsibilities will include:

  • To provide comprehensive administrative support to Directors of Asset Management and Customer Services including diary and email management.
  • Provide support in the writing of reports and prepare agendas for top management.
  • Ensure a clean and tidy office environment is maintained considering Health and Safety requirements across the organisation through regular inspections.
  • Ensure that the Head Office reception area is in good order, including meeting rooms and equipment set up and hospitality
  • To monitor and manage insurance claims on behalf of the organisation in conjunction with Property Services and Finance.

To be successful in this role you will need:

  • Experience of providing administration to a director level post.
  • Customer service and complaints handling administration
  • Experience of developing and maintaining databases
  • Excellent communication skills and minute taking skills
  • Good planning and prioritising skills, resilience and ability to meet tight deadlines

 

Housing for Women is an independent organisation and we support women in London to challenge the inequalities they face. As a charity and a registered housing association, we are proud to have housed London’s women for 85 years; providing secure, affordable housing and related services to help them make the most of the opportunities they have.

 


Overall Aim

  • The Executive Administrator will be responsible for the efficient and effective running of the offices of the Director of Asset Management and the Director of Housing and Support
  • To coordinate work, events and communications across this diverse landscape with good humour, high levels of collaboration and a commitment to being an active member of the Asset Management and Housing and Support directorate leadership team.
  • To provide a high standard of executive support to senior individuals, together with excellent communication skills and an ability to build positive working relationships with a wide range of contacts
  • Ensure the effective logging and pro-active co-ordination of all complaints, enquiries and formal notices across the organisation ensuring that timescales and deadlines are adhered to, escalating to the Executive Team as required
  • To provide backup support to the PA to the Chief Executive and Director of Finance and Resources as required.

 

Key Responsibilities

Director Administrative Support 

  • Organise Executive and Management meetings in liaison with Directors paying particular attention to forward plans to meet agreed deadlines in the delivery of papers, agendas with appropriate personnel.
  • Conduct a sense check of all Board, Executive and Management meeting papers designated prior to issue, ensuring high quality is maintained by checking for consistency between agenda and report numbering, spell check, and formatting.
  • Collate papers along with previous minutes/action plan and upload to Meeting packs providing corrected versions in relation to sequencing and track changes.
  • Prepare the meeting room and ensure that it is fully ready for the meeting in accordance with agreed protocols.
  • Attend and minute meetings and produce draft minutes for consideration by lead Executive within agreed timeframes.
  • Progress actions on behalf of Executive and Management ensuring action owners are reminded at appropriate points of the need to report on committed action.
  • Escalate to appropriate Executive, or Senior Managers in the event of on-going non-compliance on actions to be delivered.
  • Undertake email and diary management tasks dealing with emails in the absence of the Directors, building time in ‘thinking time’ and assessing priority appointments as appropriate.
  • Assist in drafting and reviewing reports, preparing briefings and presentations when necessary to high standards and on time.
  • Make travel arrangements, book accommodation and process both company credit card and personal expense claims in accordance with the expenses policy within agreed timescales.
  • Devise and maintain office systems, including data management and document control, keeping as much online as possible to ensure that files are well maintained and documentation can quickly be located.
  • Influence and manage external and internal key stakeholder relationships in a manner that projects a professional image of the Directors at all times ensuring confidentiality and discretion where appropriate.
  • Work with the Personal Assistant to ensure a smooth, seamless support service to the Executive team and the Board.
  • Develop and maintain an office governance manual ensuring key routines and processes are clearly documented with clear owners.
  • Under guidance, undertake projects and research for Executive as required from time to time.
  • Provide holiday cover and back up support for the PA to the Chief Executive and Director of Finance and Resources as required.
  • Provide phone cover for the organisation and miscellaneous calls from customers.

Complaints Co-ordination

  • Log all incoming complaints, compliments, feedback MP enquiries and Formal notices on the relevant database.
  • Update and maintain the complaints database and send acknowledgements to complainants, forwarding to designated complaint handlers for investigation and response. 
  • Monitor the performance of complaint handlers in respect of deadlines, sending reminders and escalate matters to the relevant Director accordingly.
  • Produce regular reports on complaints and complaint management highlighting trends and themes to assist Managers in continuous improvement.
  • Conduct regular customer satisfaction surveys in respect of all complaints
  • Liaise with complainants as and when required to provide solutions.

Other Duties 

  • To act in accordance with the values and mission of Housing for Women.
  • Attend meetings, conferences, courses and training sessions as required
  • To undertake other duties reasonably expected of the post
  • To attend occasional evening and weekend meetings and events.
  • To promote and implement all relevant Housing for Women's policies

No role profile can be entirely comprehensive and the post holder will be expected to carry out such duties as may be required from time to time (broadly consistent with the role profile).

Housing for Women reserves the right to amend this role profile as necessary, after consultation with the post holder, to reflect changes in or to the role.

Person Specification

Experience and qualifications

Essential

Desirable

  1. A level education or equivalent.

X

 

  1. Experience of providing administration to a director level post.

X

 

  1. Experience of attending and taking detailed minutes at committee meeting

 

 

 

  1. Customer service and complaints handling administration

X

 

  1. Advanced level of Windows (Word, PowerPoint and Outlook). Intermediate use of Excel.

X

 

  1. Experience of developing administration systems.

 

X

  1. Experience of developing and maintaining databases

 

X

 

  1. Experience of operating in a social housing, similar environment

 

X

Skills

 

 

  1. Good interpersonal skills.

X

 

  1. High standard of written and oral communication and good level of numeracy

X

 

  1. Good minute taking skills

X

 

  1. Good planning and prioritising skills, resilience and ability to meet tight deadlines

X

 

Personal style and behaviour 

 

 

  1. Has a particular regard for attention to detail.

X

 

  1. Confident and calm approach to work.

X

 

  1. Is able to work as part of a team.

X

 

  1. Personal commitment to: 
  • corporate values, vision and objectives of the organisation
  • positive customer service
  • continuous service improvement

X

 

  1. A high degree of confidently, trust and reliability

X

 

  1. Demonstrable commitment to diversity and inclusion

X

 

  1. Ability to work flexibly and out of normal office hours

X

 

 

 

 

 

 

 



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