Title of post:Executive Assistant to the Centre Director

Location: Cardiff (Whitchurch)

Hours:8.00am – 4pm, Monday to Friday

Accountable to:Centre Director

Line managed by:Head of Operations

Key Contacts:Members of the Management Team, external contacts

Summary:To support the Centre Director and Management Team to achieve the charity’s strategic aims, objectives and targets; to manage key administrative functions of the Director’s office

Main duties and responsibilities

  • Undertake research, draft papers and documents, and source information for projects, presentations, and the Director’s teaching commitments
  • Assist with the development of a new cerebral palsy register for Wales
  • Support the development of other new initiatives within the charity
  • Support the Director in delivering strategic initiatives, and project manage specific activities as required
  • Assist the Director in her responsibilities as part of external networks and organisations, including record-keeping and international liaison, as well as editing/production of a professional newsletter.
  • Assist the Director in maintaining effective links with Trustees of BCTCW and with managers in the Bobath Centre London and Bobath Scotland
  • Prepare briefings for meetings, presentations and events
  • Organise meetings, training days and events hosted by the Director
  • Act as secretary to the Board of Trustees, preparing papers, taking Minutes, following up actions and liaising with Board members and sub-committees as required
  • Communicate effectively with colleagues, trustees, volunteers, partner organisations, stakeholders of all kinds, and service users
  • Act as an ambassador for the charity at all times, behave in a manner consistent with being a member of the team in a Centre of Excellence
  • Manage and maintain the Director’s diary, carry out related administration and keep records
  • Coordinate travel and accommodation requirements in conjunction with others and ensure arrangements made for the Director match her requirements
  • Ensure diary commitments, papers, and travel arrangements are managed effectively and troubleshoot any related problems that may arise
  • Liaise regularly with the director, whether in person or by other means, to discuss upcoming engagements, invitations, clinical sessions, teaching and other work commitments
  • Schedule on behalf of the Director meetings between her and her direct reports and the committees and groups of which she is a member
  • Filter general information, queries, phone calls, and invitations to the Director by redirecting or taking forward such contact as appropriate
  • Keep and maintain an accurate record ofwritten and electronic correspondence on behalf of the Director
  • Process expenses claims on behalf of the Director
  • Prepare correspondence on behalf of the Director, including the drafting of general replies
  • Keep and retrieve files, maintain Director’s filing system
  • Ensure guests meeting with the director are well taken care of
  • Provide a service that is in line with the Director’s work habits and preferences

Other:

  • Provideoccasional support to other members of staff
  • Participate in team meetings and engage with the wider staff team
  • Work with the Administration department to ensure effectiveliaison between the Director’s office and wider administration functions, such as the appointments system and shared calendars
  • Maintain confidentiality at all times and ensure adherence to Bobath Children’s Therapy Centre Wales’ confidentiality policy
  • Carry out any other reasonable tasks as may be required

Person requirement:

  • aflexible and enthusiastic person with a positive outlook, someone who enjoys a challenge
  • quick to learn, with a friendly and confident manner, and plenty of common sense
  • innovative and capable, with the ability to use initiative
  • high standards of professional and personal conduct
  • a sense of humour and willingness to be adaptable

Experience:

  • Demonstrable experience in an administration/EA/PA role in a busy environment requiring tact, judgement and discretion in handling internal and external contacts (essential)
  • Experience of diary management/researching and booking of travel and accommodation (essential)
  • Experience of successfully working with senior management (essential)
  • Experience of working on a broad range of projects & initiatives in a changing environment
  • Voluntary/charity sector experience, and/or healthcare sector experience, would be an advantage

Knowledge:

  • knowledge of databases and data management and an ability to undertake literaturesearches
  • Proficiency with the keyboard and IT applications (this may be tested during the selection process)
  • Expert level in the use of Outlook, Intermediate level in the use of Word, Excel and PowerPoint

Skills:

  • Excellent organisational skills, ability to multi-task
  • Excellent oral and written communication skills and ability to professionally represent the Director’s office
  • Ability to work under pressure and to be flexible as part of a small team
  • Attention to detail and deadlines, ability to filter information and assess priorities
  • Ability to develop and maintain good working relations at all levels, including in difficult or challenging circumstances
  • Ability to prioritise and manage own workload amid conflicting demands and busy work periods
  • Confident and comfortable working alone for periods of time, and with limited supervision, but able to properly judge when to seek guidance
  • Ability to think ahead and anticipate the Director’s needs
  • Ability to exercise discretion in dealing with confidential or sensitive matters

Other:

  • The post holder’s role is defined and specific but (s)he will be expected to develop a good understanding of all roles within the Centre, and be willing to assist and work collaboratively with other personnel if requested, within reasonable time constraints
  • When the Director is unavailable, the post holder will be expected to keep busy and explore and implement improvements to the way the Director’s office is managed
  • The post holder should expect that on occasion, they will be required to work flexibly with the Director and on occasion may be required to vary their hours