Job Description
Job title / Executive AssistantJob band / EP2C / Ref / UKO45913
Department / Management of Communications /
Division
/ CommunicationsReporting to / Director of Communications / Location / UKO, Moorfields
Duration / Permanent /
Last updated
/ August 2013Context
The British Red Cross helps people in crisis, whoever and wherever they are. We are part of a global voluntary network, responding to conflicts, natural disasters and individual emergencies. We enable vulnerable people in the UK and abroad to prepare for and withstand emergencies in their own communities. And when the crisis is over, we help them to recover and move on with their lives. Within the UK, the British Red Cross operates through about 3,000 staff and over 30,000 volunteers. Geographically, the UK is organised into 20 areas, which are grouped into three Regions.
Scope
The Communications division of the British Red Cross leads the organisation in the promotion and management of its brand and reputation. We manage a variety of disciplines and media, including advertising, marketing, media relations, PR, digital, social media, publishing (on- and off-line), audio-visual production, historic collections and archives, internal comms and internal events, as well as overseeing information resources. This post works at the heart of this operation, enabling the smooth and effective running of the division and co-ordination of a number of division-wide activities, liaising at the highest level within the Red Cross and outside.
Overall Purpose of the Post
To provide efficient and effective support to the director of communications and the communications management team (especially the head of UK operations communications) to contribute to the effective and efficient running of the communications division. The postholder will also co-ordinate certain division-wide activity encompassing, inter alia, the co-ordination of planning, budgeting and the monitoring and reporting of divisional performance, being the divisional lead for implementing existing and new systems such as Agresso, and ensuring the coordination of administration in the division to ensure we are sharper and more connected as “one division”. They will often be the first point of contact for the division and will operate as a central point of contact for signposting external and internal queries on a variety of communications, organisational and administrative issues.
Main Duties and Responsibilities
1. To oversee the administration of the division, instigating and co-ordinating systems that make the day-to-day running of the division effective and efficient.
2. In particular, to facilitate effective sharing of knowledge, experience and information across the division.
3. To co-ordinate the annual planning and budgeting cycle, devising and monitoring timetables and systems that help CMT present a comprehensive plan on time.
4. To co-ordinate and develop the monitoring of both plans and budgets, assisting the director in the preparation of reports that demonstrate our achievements and progress against divisional and corporate objectives.
5. To be the divisional lead on the application of systems such as Agresso (and in time, Sharepoint), co-ordinating extra training and feedback requirements as needed.
6. To provide day-to-day business support for the director, including diary management, travel bookings, correspondence, managing expenses and ensuring the director is effectively briefed for meetings.
7. To assist the head of UK operations communications with administrative support.
8. To administer meetings, including scheduling meeting dates, preparing agendas, circulating supporting papers, preparing reports, preparing minutes, and following up on action, within agreed timescales and deadlines.
9. To liaise with the management team and the division at large, to collect, collate and disseminate information as appropriate to support the director’s management of the division and responsibilities to SMT and the Board of Trustees.
10. To arrange and prepare for regular supervision between the director and individual Heads of Department, and other meetings as appropriate
11. To liaise with Trustees, the senior management team, colleagues from the IFRC, ICRC and National Societies, other staff and volunteers to support the efficient management of the division, to maintain and enhance relations with these colleagues.
12. To liaise with agencies contracted to work with the division on projects, including ensuring invoices, contracts and other documentation is in order as per the organisation’s guidelines.
13. To reflect the director’s leadership style in the organisation and administration of the division.
14. To be the intranet administrator for the communications management team, responsible for maintaining and updating documents and pages related to the director’s office.
15. To liaise with other divisions, senior management and the CEO’s office, prioritising accurately and ensuring requests from CEO and SMT are met when required.
16. To monitor and channel the director’s incoming general requests/queries from heads of department, staff, volunteers, IFRC, ICRC and colleagues in National Societies, demonstrating independent decision making in terms of delegating, signposting and responding on behalf of the director as and when appropriate.
17. To draft, summarise and proof a wide variety of correspondence, including confidential reports, papers etc., for the director.
18. To coordinate recruitment of temporary staff for the division, liaising with HR and agencies for the recruitment of temporary staff and associated expenditure.
19. To help the recruitment and induction process for the director’s direct reports, in line with HR guidelines.
20. To oversee a range of administrative services for the director’s office, including maintaining the supply of materials and stationery, processing expenses and invoices on the online system, maintaining databases and filing systems, maintaining a record of annual leave and sick absence
21. To undertake any other duties, including special projects, commensurate with the status of the post as agreed with the director.
22. To uphold the Fundamental Principles of the Red Cross and Red Crescent Movement and to work within the Society’s Equal Opportunities Policy.
Person Specification
Job Title: Executive Assistant Ref: UKO45913 Band: EP2CEducation/ training
/ Educated to at least A-level standard or equivalent *Experience
/ Proven experience of working with and providing business support to a senior manager *Experience of working with a high level of delegated authority, autonomy and confidentiality *
Experience of monitoring operational plans and budgets *
Experience of overseeing support and administration systems in a multi-function work department *
Knowledge/ technical skills
/ Excellent business support skills, including fast and accurate document production, operating online administrative and business systems, minute taking and recording, proof reading *Excellent written English language skills *
Understanding of budgets and spreadsheets and planning systems *
Personal skills
/ Appreciation of the personal and professional dynamics in a busy, multi-function communications environment in a large organisationExcellent communication skills, including a high level of tact and diplomacy *
Flexibility
Team worker
Competencies
/ Ability to handle sensitive and confidential information *Effective organisational skills and ability to see how effective systems contribute to divisional outcomes *
Ability to deal with people at all levels
Attention to detail
Ability to involve people in plans and ideas and gain their commitment
Behaviours
/ Uphold the Fundamental Principles and act with integrity and in accordance with the organisation’s values and obligationsEnsure equal opportunities and anti-discriminatory practice and promote diversity.
Demonstrate openness, helpfulness, approachability
Recognise and value the contribution of others
Willingness to go the extra mile and focused on results
Special Circumstances
/ Commitment to working in the voluntary sectorAbility to travel throughout the UK on occasion
*Minimum short-listing criteria. N.B. All disabled candidates who meet these criteria must be short-listed for interview in line with our commitment under the two- tick symbol scheme.
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