Executive Assistant Coventry, England
Job description
The Cathedral team is made of approximately 35 permanent members of staff and a growing team of volunteers. With a broad variety of specialisms within the team we pride ourselves in working across these together to meet the various challenges which we face. for the full job pack and personnel specification please visit the cathedral website.
Job Description
Job Title: Executive Assistant
Hours: 28 hours – days and times flexible to be agreed with job holder
Salary: £17000 - 18000 (for 28 hours)
Reporting to: The Dean and Chief Operating Officer
Work base: The Cathedral and its offices
AIM: To provide administrative support to the Dean of Coventry and the wider Cathedral organisation to enable the Cathedral to fulfil its vision.
KEY RESPONSIBILITIES:
- To provide excellent broad administration support to the Dean including managing his diary. Liaising with liaise with partners across the City and nationally / internationally to set up meetings as required.
- To deliver the governance processes of the Cathedral including coordination of agendas and papers for Chapter, keeping up to date policies and records in relation to those as required.
- To undertake general administration work in relation to Human Resources management including, collation and preparation of payroll information, preparation of job-related documents and recruitment information under the oversight of the Chief Operating Officer.
- To be lead user for online management systems including online HR system and training systems, payroll, diary and Harlequin CRM (In conjunction with the Fundraising team).
- To manage relevant data in the Customer Relationship Management system to ensure it is accurate, up to date and can be used effectively.
- To support general administration of the Cathedral e.g. responding to website queries, ordering stationery, preparing for meetings etc.
- Liaise and co-ordinate Cathedral-based civic events in conjunction with the Lord
Mayor’s Office and Bishop’s House.
- Prepare correspondence on the Dean’s behalf
- Set up meetings (refreshments, technology, rooms) as needed
- Prepare meeting papers and agendas as required.
- Keep data in CRM system (Harlequin) up to date in relation to groups the Dean works with and the Electoral roll.
Wider Cathedral Governance
- Prepare and deliver the agenda and papers for each Chapter meeting in conjunction with the Dean and Chief Operating Officer
- Work with the DLT to prepare AGM agenda and circulate papers.
- Maintain the Cathedral policy schedule and highlight aspects for review in good time
- Create and maintain records to ensure governance policies are being complied with (declarations of interest, review dates of policies and / or appointments etc).
HR administration
- Work with the Chief Operating Officer to collate payroll information – collection of timesheets, completion of forms, processing leavers / starters etc. in readiness for the monthly payroll run
- As required prepare documents for recruitment or other HR processes, including uploading job advert on external sites and preparing applications for shortlisting.
- Liaise with our outsourced provider (HRDept) in order to prepare contracts for new starters and coordinate all necessary documentation.
- Undertake DBS and right to work checks as required for staff appointments
- Be responsible for ensuring records are up to date on HR Toolkit and identify gaps or problems, escalating them to the Chief Operating Officer as needed.
- Create and register new users for our online HR systems
- Adhere to all Data Protection and recruitment policies
- Coordinate training courses as needed (Some face to face, some online).
General Administrative Support
- Respond/acknowledge receipt of correspondence on behalf of the Dean and others as and when required
- Coordinate responses to web enquiries as received
- Maintain the electoral roll on our CRM system.
- Field incoming telephone calls to the Cathedral office.
- Field incoming post for the office
- Order stationery
- Miscellaneous tasks as and when required.
To apply for the post please send us a copy of your CV along with a covering letter of a maximum of 2 A4 pages Applications without a covering letter will not be shortlisted.
Please ensure your CV lists two references. One of these should be from your current
(or most recent) employer.
Job Types: Part-time, Permanent
Part-time hours: 28 per week
Salary: £17,000.00-£18,000.00 per year
Benefits:
- Flexitime
- Sick pay
- Work from home
Schedule:
- Flexitime
- Monday to Friday
Work Location: In person
Application deadline: 25/06/2023
