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JOB PROFILE
DEPARTMENT: CEO Office
JOB TITLE: Executive Administration Manager
LAST UPDATED: November 2015
1. MAIN PURPOSE OF JOB
Working closely with the CEO, members of the Executive Leadership Team and the Board of Trustees, the post holder is responsible for ensuring the smooth running of all aspects of Executive administration at Samaritans. In particular, the post holder leads the Administration team and is responsible for ensuring excellent administrative support across directorates to help achieve Samaritans’ key strategic priorities.
2. POSITION IN ORGANISATION
o Reports to the CEO on a day to day basis.
o Line manages the Administration team, including the PA to the CEO.
o Liaises with the Chair, Deputy CEO, Executive Leadership Team (ELT), the Board of Trustees, Board Committees and Senior Volunteers.
o Works with all members of staff within Samaritans Central Charity and represents the organisation externally as required.
3. SCOPE OF JOB
Management of the Executive Office
o Ensures a comprehensive, confidential, PA/secretarial and pro-active administration support to the CEO and Executive Leadership Team.
o Researches and produces high quality briefing papers, presentations, charts and diagrams for conferences, trustee meetings and appointments with key stakeholders, including Ministers and Government Officials.
o Prepares agendas, updates forward planners, progress on actions, and minute-takes meetings for the ELT as required.
o Works alongside the wider leadership team (ELT and Heads of Team) to advance strategic projects.
o Develops and establishes strong cross-organisational relationships with key stakeholders including individuals, relevant external organisational bodies and government departments.
o Supports any other projects commensurate with the role.
Governance
o Works closely with the Company Secretary to plan and manage Board and Sub-Committee meetings; plans future agendas, proof-reading, formatting and distributing of papers, tracking progress on actions and minute-taking of meetings for publication.
o Plans and schedules corporate meeting dates.
o Co-ordinates Trustee inductions.
o Supports the Executive Director of Planning, Finance and Performance with corporate planning and performance cycles.
Administration Team
o Leads a team of PAs/Departmental Administrators to provide effective and efficient cross-directorate PA/secretarial and administrative support.
o Develops team skills and knowledge and champions best practice.
o Innovates and adapts administrative systems to ensure maximum efficiency.
o Produces and reviews departmental plans and forecasts future activities.
o Conducts regular team and individual meetings to develop and motivate staff including performance reviews.
Financial
o Responsible for planning and managing the budget of the CEO’s Office.
o Raises purchase orders as necessary for expenditure over £3,000.
o Ensures expenses for the CEO, Chair and Trustees are processed.
4. QUALIFICATIONS
o Degree level - equivalent or above.
o PA/Secretarial training.
o Business administration qualification.
5. SKILLS, KNOWLEDGE AND EXPERIENCE
o Proven experience of diary management, maintaining complex administration systems, organising board papers, speeches and meetings, putting together presentations, conducting research and taking minutes.
o Able to deal with contacts from all levels of seniority and manage productive working relationships.
o Extensive experience in a similar role, working in a fast-paced working environment.
o Able to write briefing documents for the CEO.
o Experience of managing staff.
o Able to handle confidential and sensitive information in a discreet manner.
o Able to work in a pressurised environment, prioritise own workload and work on own initiative.
o Excellent inter-personal skills.
o Excellent attention to detail and a high degree of accuracy.
o Experience of working in the voluntary sector, in an organisation with a federated structure, is desirable.
Essential Skills & Competencies:
o Excellent organisational and co-ordination skills.
o Able to work to tight deadlines, maintaining confidentiality and managing competing and changing prioritises.
o Able to work on own initiative and as part of a team.
o Ability to manage existing relationships and build new relationships with senior stakeholders in a variety of external organisations.
o A confident and articulate communicator with a ‘can-do’ attitude.
o Excellent written and verbal communication skills and a high standard of literacy and numeracy.
o Experience of supporting governance and co-secretarial support.
o Advanced Microsoft Office, including Excel, Word, PowerPoint and Outlook.
o Experience in the development of office systems.
o Experience of motivating, coaching and developing staff.
o Able to work outside contracted hours as required, including occasional weekends.
6. GENERAL DUTIES OF A SAMARITANS STAFF MEMBER
o Contributes to the effective and efficient running of Samaritans Central Charity as appropriate.
o Participates, as appropriate, in various staff forums and meetings.
o Adheres to Samaritans’ Policies and Procedures that are in effect from time to time.
o Represents Samaritans Central Charity appropriately within the organisation and across the wider community.
o Treats all colleagues, volunteers and members of the public with dignity and work within and adhere to Samaritans equal opportunities statement and polices.
Signed by employee:______Date: ______
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