JOB DESCRIPTION

May 2015

Job title: Head of Chief Executive’s Office

Department:Chief Executive

Team: ChiefExecutive’s Office

Job Holder:To be confirmed

Reporting to:Chief Executive

Aim

To ensure the Chief Executive is equipped with the support, information, insights and processes to enable him/her to operate with maximum efficiency, effectiveness and impact in leading the organisation, and to enable the Chief Executive to work effectively with the Trustees in ensuring the good governance of the charity.

To ensure (through the line management of the Executive Assistant to SMT) that the Trustees and SMT are able to effectively deliver their responsibilities by having in place the logistics and diary support, reporting processes and project co-ordination support they need.

Dimension

  • Preparation and management of the budget for the Chief Executive’s Office (incl Contingency).
  • To manage key business processes and projects to ensure the smooth running of the Board of Trustees, Trustee Committees, Chief Executive’s Office and the Senior Management Team.
  • Line management of the Executive Assistant to SMT.
  • Membership of the Strategic Leadership Group, playing a key role in the leadership of the organisation and role-modelling the organisation’s values.

Circumstances

  • 35 hours per week, Monday to Friday. Occasional out of hours work such as at key Crisis events and at Trustee meetings and other business meetings as required for which TOIL applies.
  • Based at the London office, with occasional travel within the UK.

Salary

£39,500 per annum

Organisational Chart – Chief Executive’s Office

Principle Accountabilities

  • Full executive assistant service to the Chief Executive, including proactive management of busy and complex diary, and ensuring key Chief Executive relationships are effectively facilitated (e.g. patron, key high value and/or high profile supporters, sector chief executives, trustees, etc) and internal and external profile is balanced
  • Working with colleagues from across the organisation to ensure the Chief Executive has full briefing and advisory support on all meetings, visits and events. Participating fully in those briefings. Ensure the Chief Executive is up to date with all internal and external activities affecting the charity, including activities on social media
  • Secretariat support for the Board of Trustees, including drafting of agendas, prompt production of minutes, and working with the Company Secretary, Chair and Chief Executive to ensure all governance arrangements are in place in line with Crisis policies. Ensure Trustees and SMT are kept up to date with Charity news and legalisation, and that new Trustees are recruited and inducted by the Board
  • Supporting the weekly SMT meeting, ensuring agendas are developed well in advance, actions are followed up, and decisions implemented
  • Line management of SMT Executive Assistant, ensuring the Executive Directors have effective secretarial support, diary management, logistics and project support
  • Membership of the Strategic Leadership Group, the senior managers who work together on the development of strategy and role-modelling of Crisis’s values
  • On occasion, and where appropriate, to sit in for the Chief Executive in relevant project boards, groups and meetings
  • Other projects as agreed with the Chief Executive.

General

  • Actively encourage and support member involvement within Crisis
  • Develop and maintain an understanding of Crisis’ work and the needs and circumstances of homeless people
  • Comply with Crisis policies and procedures, including Health and Safety policies, for which all employees owe a duty of care both to themselves and others, in accordance with the Health and Safety at Work Act
  • Carry out any other duties that may reasonably be required in the light of the main purpose of the job

Person Specification

Essential

  1. Extensive experience supporting a high profile Chief Executive
  2. Excellent communication skills, interpersonal skills and written skills with the ability to influence and negotiate when required, liaise effectively at all levels internal and externally, and prepare and present reports internally and externally
  3. Excellent administration skills, including minute-taking, presentation preparation and a positive, assertive and resilient approach to prioritising and juggling varying pressures and conflicting priorities
  4. Track record of providing in-depth and timely political, policy, donor and other briefings to a chief executive, and a good understanding and active interest in political and policy areas which impact Crisis, and broader trends and issues in the UK charity sector
  5. Track record of proactive support for a board and senior management team, developing agendas, supporting the recruitment and induction of trustees
  6. An understanding of good governance in the charity sector
  7. Strategic view and a willingness and ability to make a contribution to a wide range of discussions, sometimes beyond immediate personal expertise and experience
  8. Experience of project management
  9. Proven ability to maintain confidentiality and discretion
  10. Commitment to Crisis purpose and values including equality and social inclusion.

Desirable

  1. Experience of preparing and managing a budget
  2. Experience of giving presentations
  3. Experience of working within the voluntary sector

We encourage applications from all sections of the community particularly those with personal or previous experience of homelessness.