Job Description

Executive Officer

LocationSir Oswald Stoll Mansions, 446 Fulham Road, London SW6 1DT

Responsible toHeadof Corporate Services

Role purpose

  • To act as a Personal Assistant to the Chief Executive
  • To provide administrative support to the Senior Management Team within the organisation
  • To provide administrative support to the Board of Trustees
  • To be a key part of the team for Stoll public events

Key Responsibilities

Personal Assistant to the Chief Executive

To oversee the Chief Executive’s Diary including managing travel arrangements and accommodation and the booking and set-up of venue where necessary

To prioritise messages, alerting the Chief Executive to urgent issues, and to manage the expectations of those stakeholders who have less urgent requests

To manage correspondence and messages for the Chief Executive as and when they come through and filing messages in an orderly system once they have been dealt with.

To help prepare the Chief Executive for appointments including producing PowerPoint presentations and putting together meeting packs and board papers as directed. Taking minutes will often be a requirement and will include SMT meetings and quarterly departmental review plans, as well as Board and Committee meetings.

To support the Chief Executive through the carrying out of day-to-day administrative tasks

To represent the Chief Executive when welcoming guests and promoting a positive impression of Stoll at all times.

To update the CRM with the Chief Executive’s interactions with key stakeholders

To provide administrative support to other members of the Senior Management Team within the organisation

To carry out administrative tasks for the Director of Services as and when required

To support the Fundraising and Communications Team with large tasks such as mail outs and promotional activity

To carry out research for the Fundraising and Communications Team including looking into different fundraising ideas and researching conferences and public events that Stoll can be represented at

To provide general support to the SMT including setting up meetings, training courses and helping with events, taking minutes when needed and assisting with diary management.

To provide administrative support to the Board of Trustees

To support the Board Secretary in preparing the papers for Board and Committee meetings within tight deadlines

To administer and support the AGM and Trustee Board Away Days

To be a key part of the team for Stoll public events

To promote and provide administrative support to the London Veterans Drop-in

To manage and log invitations and acceptances to Stoll events

To ‘muck in’ as part of the team to help run, open days, conferences and other public events

Working in a team and with others

Contribute positively to working in a team and across Stoll to deliver quality services to tenants/residents

Maximise own personal development by positively contributing to induction, supervision, training, appraisal and team meetings

Act in a professional manner while on duty and when representing Stoll.

Quality and regulatory compliance

Continuously look to improve the quality of services responding positively to feedback and complaints

Maintain confidentiality of records and information relating to tenants and staff in accordance with Stoll’s Confidentiality Policy

Health and Safety

Work in accordance with Stoll Health and Safety Policy and legislative requirements report any accidents or potential accidents and near misses

Support the Head of Corporate Services to ensure that all Stoll’s operations are healthy and safe and that we conform to best practice at all times.

Other

Carry out any other reasonable duties as required by the Chief Executive or Head of Corporate Services

Person Specification

Executive Officer

Experience

Experience of working in an office environment

Experience of carrying out administrative tasks quickly and effectively

Knowledge

An ability to develop knowledge to support the role through independent research

An understanding and commitment to the aims and ethos of the organisation

The ability to run efficient administrative systems including databases, filing, reminders and storage

Education and Training

No formal qualifications required

High levels of literacy and numeracy

Key competencies

Customer focus

Demonstrable skills and ability to provide a customer focussed service responding proactively and positively, keeping customers informed and managing expectations appropriately

Communication

Ability to communicate information clearly and concisely whether verbally or in writing, with a wide range of audiences both formal and informal

Computer literate – self servicing and able to undertake basic administrative tasks using Word and Excel.

Team working

Able to work proactively within a team and ‘muck in’, keep colleagues and managers informed of issues and concerns

Ability to plan and manage own work load, plan ahead and work flexibly to meet changing work priorities and demands

Hours of work

25 hours per week. Stoll’s core hours are 9am-5pm, Monday-Friday.

Location

You will be required to work from Stoll’s Offices on Sir Oswald Stoll Mansions, but may occasionally be required to make visits to other Stoll-owned or managed properties, tenants or applicants. Any travel costs incurred will be reimbursed.

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