PA to EA and Team

Placed: 26/11/17
Region: London
Location: London
Category: Jobs


Content of the advertisement:

Main responsibilities - Administrative Support to Executive Secretary

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Manage the Executive Secretary's diary, appointments and travel requirements.
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Deal with e-mails and queries arising for the Executive Secretary and ensure the smooth-running of her office.
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Type up meeting notes for the Executive Secretary.
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Draft letters and other documents and ensure that all correspondence is appropriately filed. Manage the President's diary with regard to Society business, liaising closely with his/her Personal Assistant where appropriate, arranging accommodation and travel where necessary.
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Arrange regular one-to-one meetings between the Executive Secretary and members of the Senior Management Team.
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Arrange two-monthly meetings of the Senior Management Team, drafting the Agenda for the Executive Secretary.
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Co-ordinate Staff meetings (two times a year), drafting the Agenda for the Executive Secretary.

Support to Society Business Team

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Provide support to the Society Business Group as appropriate under the direction of the Head of Society Business.
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Assist in organising the Society's Annual Dinner and other one-off events.

General

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Provide the secretariat for the bi-annual Personnel Committee Meetings.
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Arrange annual summer and Christmas staff functions.
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Update internal mailing list and telephone directory
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Maintain up to date contacts database and carry out mail merges for bulk mail-outs.
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Deal proactively with correspondence, drafting responses to letters and speculative enquiries where necessary.
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Book travel for key members of staff and Officers where necessary.
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Prepare financial authorisation forms for the Executive Secretary's office to ensure prompt payment of goods and services.
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Maintain manual and computerised filing systems.
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Interface with all parts of the Society and externally with Officers, members and others on behalf of the Executive Secretary

HR, Payroll & Pensions - Working under the supervision of the Executive Secretary:

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Maintain the paper and electronic personnel files for each employee.
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Maintain formal systems (Simply Personnel) for recording and monitoring absence from work including annual leave and sickness.
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Assist in the recruitment and interview process as required.
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Administer employee inductions.
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Administer the performance review process to ensure all employees receive an appraisal on an annual basis.
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Manage an ongoing annual Training Record for all staff using training needs analyses from the completed annual appraisal forms.
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Organise appropriate training in liaison with the Group Heads and Executive Secretary, managing the training budget and sourcing best value provision.
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Assist the Executive Secretary in any ad hoc HR matters which may arise from time to time.

Working under the supervision of the Head of Accounting and Finance:

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Maintain payroll records for each employee.
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Provide payroll information to the Payroll service provider.
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Coordinate monthly and annual payroll requirements, including overtime and other casual payments.
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Liaise with the Payroll Manager at the payroll service provider.
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Manage the USS Pensions Scheme for new starters and leavers via the online portal.
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Prepare relevant reports for USS and Payroll and submit appropriate returns throughout the year as required.

PERSON SPECIFICATION - Qualifications

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Educated to degree level or equivalent - desirable but not essential.

Skills and experience

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Experience of covering a wide and varied breadth of duties and responsibilities within the one role.
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Willingness to deal with day-to-day tasks as well as with larger projects.
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Experience of providing full support to senior managers and comfortable within such a role. Experience of maintaining complex diaries effectively and without confusion.
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Experience of working to demanding and sometimes conflicting deadlines

Price / Salary: £29000 - £34000/annum