MOAT

JOB DESCRIPTION AND PERSON SPECIFICATION

Job Title: / Senior Management Administration Support
Directorate: / Executive Office
Department: / HR & Business Support
Reports to (title): / Head of Business Administration
Directly supervises: / Post Room Administrator and Administration Apprentices
Updated: / September 2012

Main purpose of job:

Assist in the delivery of a high performing central business administration service to the company while supporting members of the senior leadership team.

Key tasks:

1.  To provide administrative support for members of the Executive and Senior Leadership teams ensuring that work is undertaken in accordance with Moat’s policies and procedures

2.  Management responsibility for Apprentices and Post Room Administrators to include:

-  Ongoing development of Apprentices

-  Conducting regular one to one meetings with direct reports and address staff issues when necessary

-  Awareness of workload balance for the Central Business Administration Team

3.  Organisation, preparation and distribution of meeting papers. Attend and minute as necessary, including travel to other locations if required. Ensure a timely distribution of actions and minutes to meeting chair.

4.  Management of the Moat stage 3 complaints process including production of stage 3 packs and panel arrangements.

5.  Deputise for Head of Business Administration.

6.  Provide cover for Central Business Administration Team Leader if required.

§  To carry out all duties in accordance with Moat’s:

-  Equal opportunities policy

-  Health and safety policy

-  Policy on confidential reporting (whistleblowing)

§  To carry out any other duties consistent with the post that may be required from time to time, at the discretion of the line manager.


PERSON SPECIFICATION : Senior Management Administration Support

CORE COMPETENCIES
Drive for Results / 2
Customer Service / 2
Teamplay / 2
Interpersonal Effectiveness / Managing Relationships / 2
Change Orientation / 2
MANAGEMENT COMPETENCIES
Managing people and performance / 2
Managing Resources / 1
Strategic Capability / 1
Visionary Leadership / 1

This table should be read in conjunction with the Moat Competency Framework.

TECHNICAL COMPETENCIES

Entry Requirements :-

·  A good standard of education with high level proficiency in written / verbal English and in maths.

·  Advanced use of MS Office suite, particularly MS Word.

·  Proficient in the taking of minutes for management meetings.

·  Proficient in office administration – organising systems, records and files.

·  Access to transport or a full driving licence.

·  Experience of managing a team.

·  Desirable to have shorthand and / or a secretarial qualification.

·  Desirable to have experience of PA duties.

·  Desirable to have an awareness of the social housing sector.

Proficient requirements