Personal Executive Assistant
Salary: £20,000 to £23,000
An exciting opportunity has arisen for a full-time position of Personal Executive Assistant to provide an efficient and confidential administration duties to the Chief Executive Officer and The Chair of The British Muslim Heritage Centre.
The ideal candidate will be highly organised with excellent verbal and written communications, IT and administration skills. You will need to be able to balance competing priorities, be flexible, focused and resilient, building relationships and confidence quickly.
You will need to demonstrate extensive experience supporting Executive level leaders and be able to communicate professionally and effectively with a variety of people both within the organisation and externally.
The Personal Executive Assistant will report to the Chief Executive Officer on a day to day basis but will also have responsibility to support the Chair of the organisation.
If you wish to apply, please send your CV and a covering letter outlining how you meet the Personal Specification and Job Description to the email below.
Interview Dates: will be Tuesday 17 and Wednesday 18 September 2019
For further details / informal visits contact:
Maqsood Ahmad, Chief Executive Officer on Maqsood.firstname.lastname@example.org
JOB DESCRIPTION AND PERSONAL SPECIFICATION
Personal Executive Assistant to the Chief Executive Officer and Chair
Chief Executive Officer
£20,000 to £23,000 per annum (depending on experience)
12-month contract (reviewed after 12 months) with a six-month probationary period
- CEO Executive Team
- Board members
The British Muslim Heritage Centre (BMHC) plays a pivotal role in developing and supporting the Muslim and wider communities. 2006 was a landmark year for the BMHC; this was the year that the Board of Trustees hard work was rewarded by the acquisition of the 180 years old iconic grade 11 listed building, now referred to as the BMHC. Since then then the trustees have been successfully developing the centre and made significant achievements including celebrating Muslim heritage, culture and history; completion of the refurbishment of the main Grade II* listed building; Heritage Radio and the Multi-purpose ‘Culture and Arts’ Complex and various development programmes that are designed to empower and support the Muslim community to open days for all promoting better understanding between Muslims and the wider communities.
In addition, BMHC continues to respond to the challenges faced by Muslim community and wider society. The challenges include: tackling extremism, Islamophobia and the lack of understanding between Muslims and non-Muslims. Hence, BMHC vision and purpose is to be the centre of excellence in the world that promotes: Muslim Heritage, the empowerment and development of the Muslim community and foster better understanding between Muslims and the wider communities. In order to achieve BMHC vision and make it a reality, BMHC has the followings goals:
- To create an inclusive and learning environment where everyone can benefit.
- To work in partnership to deliver programmes that support and develop the Muslim community and other vulnerable communities.
- To promote Muslim Heritage programmes which contributes towards a better understanding between Muslim and non-Muslim communities
- To support and develop our staff, board members and volunteers to meet the current and future challenges.
- To promote the work, we do through the development of a communications and marketing strategy.
We have recently recruited a new Chief Executive Officer and our ambitions is to become a centre of excellence for learning and development. In order to meet our vision above and goals we are looking for highly motivated Personal Executive Assistance to the Chief Executive Officer and the Chair.
- The successful postholder will provide confidential and comprehensive secretarial / personal assistant / administrative support to the Chief Executive Officer and the Chair.
- The post holder will also manage and co-ordinate the administrative support to the CEO Senior Management Team and the Board of Trustees and give assistance to other members of staff as appropriate.
Main Duties and Responsibilities
- Responsible for the provision and overseeing of confidential secretarial support to the CEO and the Chair.
- Operate an accurate diary/calendar system for the CEO and the Chair, planning and organising appointments to ensure most effective use of time/resources as relevant and appropriate.
- Organising, responding to and fielding work on behalf of the CEO and the Chair, using own judgement and ensuring urgent matters are brought to the attention of a member of the CEO Senior Management Team in a timely manner.
- Deal with incoming correspondence through mail, email, letters, telephone calls and any other method of communication. Ensure responses are prepared and submitted in a timely manner.
- Ensure the arrangement of meetings, workshops, and seminars, to include responsibility for travel, room bookings, and accommodation and hospitality arrangements.
- Ensure preparation of agendas, note/minute taking and distribution of meeting papers, taking notes/minutes of the Chair and CEO SMT and other meetings including follow up actions.
- Prepare presentations, reports and briefing papers using a variety of formats, including but not limited to PowerPoint, Word and Excel.
- Ensure the maintenance and development of effective and efficient manual electronic filing systems.
- To liaise with and take responsibility for communication to both internal and external colleagues and ensure that telephone calls/enquires are dealt with tact, diplomacy and in a professional manner.
- Deal with a range of enquiries from internal and external contacts, using sympathetic and reassuring approach, where required, ensuring confidentiality at all times.
- Ensure the provision of photocopying and faxing services.
- Ensure the maintenance of office stationary stocks and supplies systems including room bookings, travel and hospitality and be an authorised signatory.
- Ensure the provision of accommodation arrangements.
- Ensure the completion of Staff Attendance Record Sheets.
- Undertake activities delegated by the CEO and the Chair as appropriate.
- Prepare and agree a personal development plan and objectives for self and CEO SMT and Board of Trustees as part of the staff and Board appraisal scheme.
- Undertake personal training and ensure training of team as required by CEO and the Chair.
- Administering community communications, including quarterly newsletters, weekly blog posts, campaigns and social media activity.
This job description is not exhaustive but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
General Duties of all post holders
- To undertake any other reasonable duty, which is appropriate to the band, when requested by CEO and the Chair.
- To be familiar with and comply with all BMHC and procedures, protocols and guidelines.
- To be aware of and work towards the BMHC strategic vision and goals.
Standards of Business Conduct
- The post holder will always be required to comply with the BMHC standing order and standing financial instructions, deal honestly with the BMHC with colleagues and all those who have dealing with the BMHC including volunteers, staff, friends of the centre and partners.
- The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their BMHC position, duties and/or responsibilities.
- The post holder must comply with and support the vision, goals and values of the BMHC as outlined in the 3-year strategic plan.
- The post holder will be required to develop and maintain good working relationships with all volunteers, staff, friends of the centre, service users and partners and where appropriate, members of the public.
- The BMHC aims to maintain the good will and confidence of its own staff, volunteers, service users, partners, friends of the centre and the general public. To assist in achieving this objective it is always essential that, the post holder carries out their duties in a courteous, sympathetic and professional manager.
Equality and Diversity and Equal Opportunities
- The post holder must carry out all duties and responsibilities of the post in accordance with the BMHC Equal Opportunities and Equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders.
- The post holder must promote awareness of and respect for equality and diversity in accordance with BMHC policies and procedures.
- The post holder is responsible for treating all staff, friends of the centre, service users, partners, volunteers and the general public with dignity and respect at all times.
All staff have a responsibility to promote the welfare of any child, young person or vulnerable adult they come into contact with and in cases where there are safeguarding concerns, to act upon them and protect the individual from harm.
The core working hours are from 9.00am to 5.00pm. However, BMHC is a charitable organisation and often have meetings during unsocial hours (evening and weekends). Therefore, the post holder will be expected to work on the odd occasion outside the core hours.
Professional and Personal Development
- The post holder must ensure that they are aware of their responsibilities by attending the BMHC Training and Induction Programme.
- The post holder will be involved in a formal 1-2-1 meetings on a regular basis including a review with the CEO at least every 12 months. Once performance / training objectives have been set, the postholder’s progress will be reviewed on a regular basis, so that new objectives can be agreed and set, in order to maintain progress in achieving the tasks outlined in the job descriptions above.
- The post holder will be expected to take responsibility for their own professional development and will be supported by the BMHC to achieve development opportunities as appropriate.
Confidentiality and Information Governance
- Confidentiality is of prime importance. In the normal course of duties, the post holder will have access to confidential documents and information relating to service users, staff, friends of the centre, partners and contractors, as well as information of a commercially sensitive nature. Such information should not be communicated to anyone outside or inside the BMHC unless done in the normal course of carrying out the duties of the post.
- Disciplinary action will be considered where a breach of confidence has been established.
- All information obtained or held during the post-holder’s period of employment that relates to the business of the BMHC and its service users, friends of the centre, contractors and employees will remain the property of the BMHC. Information may be subject to disclosure under legislation at the BMHC discretion and in line with national rules on exemption.
- The post holder must maintain high standards of quality in all record keeping ensuring information is always recorded accurately, appropriately and kept up to date. The post holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.
- The post holder must work to the requirements of data protection laws as applicable to the UK, which includes the General Data Protection Regulations (GDPR).
Health and Safety at Work
- The post holder is required to take reasonable care of the health and safety of themselves and other persons who may be affected by their acts or omissions at work and to co-operate with the BMHC in adhering to statutory and departmental safety regulations.
- The post holder is responsible for ensuring that they do not intentionally or recklessly misuse or interfere with anything provided in the interests of health safety or welfare e.g. misuse of equipment.
- The post holder is required to contribute to the control of risk and must report immediately, using the BMHC Incident reporting system, any incident, accident or near miss involving service users, staff, partners, contractors or members of the public.
- The BMHC site have been designated a no smoking area. The post holder is therefore advised smoking is not permitted within the BMHC premises.
This post is also available in: Arabic