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Job description

Role: Executive Assistant

Contract: Full Time, Fixed Term (12 months) with extension possibilities

Location: Based in West Wales – Cardigan, Ceredigion, SA43 1DW

Salary: £25,000 pa

Overall purpose of the role:

This is a new role, assisting the Senior Leadership Team (SLT) and the wider Management Team at Area 43 to ensure the smooth management of the organisation. The role will be diverse and varied, providing excellent administrative support to the CEO and Leadership Team.

Responsibilities:

With a highly developed set of skills in the Microsoft Office package, specifically Word, Excel and PowerPoint, we'll need you to focus on the following key responsibilities when you join us:

• Working very closely with our Chief Executive, you'll be skilled at quickly developing outstanding working relationships, understanding the needs of the role and how the business operates
• Supporting our Chief Executive and Leadership Team with Management Administration including recruitment and HR functions.
• Management and organisation of large-scale meetings including Board meetings
• Editing, collating and distribution of briefing papers
• Writing of correspondence on behalf of the executives where necessary and distribution to necessary recipients.
• Recording, transcribing and distribution of meeting minutes
• Being the first point of contact for the executives and maintaining productive relationships with stakeholders, internal colleagues, suppliers, and contractors, effectively representing the executives in a wide range of important meetings / communications and doing so with the business needs at front of mind.
• Creating reports, presentations, and spreadsheets to support the Chief Executive and SLT
• Getting involved in a wide variety of tasks to support the business
• Managing communications across the business through a variety of channels
• Organising, and participating in meetings as and when required
• Diary coordination, and making travel arrangements as necessary
• Handle sensitive documents and information including digital files with the utmost confidentiality in line with our GDPR procedures.

Skills:

• Highly developed organisational skills, with the ability to plan ahead and understand priorities
• Excellent time management skills, able to work on a number of priorities at once
• Advanced IT skills, specifically with Word, Excel, PowerPoint, and Google Drive
• A good level of numeracy skills
• Excellent communication skills, both verbally and written, with the ability to format and contribute to reports and other formal documents
• Business acumen, with a sound approach to understanding business strategies and plans

All staff are required to:

As a member of the Area 43 team, there are some common expectations of everyone, regardless of their role. Our vision and values drive who we are and what we do.

As a member of the Area 43 team, we ask that you:

• Treat your colleagues with respect, challenging and supporting each other appropriately;
• Contribute to a culture where it is safe to speak up when there is an issue, in a way that is constructive and professional, adopting an approach which enables people to learn and change their behaviour;
• Create an environment where people can be their authentic self, reflecting our ambition of acceptance without exception;
• Be an ambassador for Area 43 and our work, both internally and externally;
• Share your knowledge and help your colleagues to be the best that they can, while also owning your own personal development and performance;
• Understand your responsibilities under key policies, including Equality and Dignity at Work; health and safety; data protection; IT; social media and safeguarding.

This means that you:

• will behave in a way and make decisions that are for the benefit of Area 43 and our staff, volunteers, beneficiaries and supporters;
• demonstrate good understanding and commitment to the inclusion of lesbian, gay, bi and trans identities in all walks of life with a willingness to learn and be challenged;
• help people better understand and empathise with the challenges disabled people and those with learning difficulties may face and reduce the associated stigma;
• demonstrate a commitment to learning about and implementing Area 43’s approach to race equity and eliminating discrimination across all protected characteristics;
• understand that you are personally responsible for your own behaviour;
• take active steps to understand the key policies and procedures and follow your responsibilities as set out by these;
• will attend any briefings and training to help you in your role;
• collaborate and co-operate with colleagues from across the Charity;
• ask and request advice if you are not sure of your responsibilities;

Person specification

Experience:

• Previous experience in an administrative or management role
• Ability to get on well with people and work in harmony with others, by both challenging and helping people to develop and learn from their experiences.
• Ability to be flexible and open to new challenges, ideas, and experiences
• Ability to demonstrate Area 43’s values and behaviours

Skills:

• Strong interpersonal skills, able to communicate effectively and appropriately with a wide range of audiences.
• Resourcefulness, resilience, innovativeness, and vision to help shape strategy
• Able to work with a range of staff and stakeholders and understanding the importance of confidentiality
• Confidence in dealing with challenging situations and individuals

Knowledge:

• Excellent communication and interpersonal skills
• Organisation and time keeping skills
• Demonstrable initiative and assertiveness
• Professional approach to work environment
• High-level ability to prioritise and organise multiple tasks
• Ability to independently develop and implement activities within overall tasks allocated
• Ability to work to deadlines
• Adaptable team player working with a small team covering a wide range of activities
• Confidentiality and discretion with sensitive information
• Ability to create and deliver high quality management outputs and reports.

How to apply

If you would like to apply for this position, please send the following:

• An up-to-date CV outlining your employment history, academic and professional qualifications, and contact details
• A supporting statement (no more than 2 x A4 pages in length) outlining your motivation for applying and demonstrating how you meet the criteria outlined in the Person Specification
• An acceptable Enhanced DBS certificate will be required for this position

Please submit your application to dropin [@] area43.co.uk

If you require any further information or would like to discuss the position, please contact Rachael Eagles (Rachael [@] area43.co.uk) to arrange a conversation.

Swydd: Cynorthwy-ydd Gweithredol

Cytundeb: Llawn Amser, Tymor Penodol (12 mis) gyda phosibiliadau o estyniad

Lleoliad: Lleolir yng ngorllewin Cymru – Aberteifi, Ceredigion, SA43 1DW

Cyflog: £25,000 y flwyddyn

Pwrpas cyffredinol y rôl:

Mae hon yn rôl newydd, sy’n cynorthwyo’r Uwch Dîm Arwain (UDA) a’r Tîm Rheoli ehangach yn Area 43 i sicrhau bod y sefydliad yn cael ei reoli’n ddidrafferth. Bydd y rôl yn amrywiol, gan ddarparu cymorth gweinyddol rhagorol i'r Prif Swyddog Gweithredol a'r Tîm Arwain.

Cyfrifoldebau:

Gyda set hynod ddatblygedig o sgiliau yn y pecyn Microsoft Office, yn benodol Word, Excel a PowerPoint, bydd angen i chi ffocysu ar y cyfrifoldebau allweddol canlynol pan fyddwch yn ymuno â ni:

• Gan weithio'n agos iawn gyda'n Prif Weithredwr, byddwch yn fedrus wrth ddatblygu perthnasoedd gwaith rhagorol yn gyflym, gan ddeall anghenion y rôl a sut mae'r busnes yn gweithredu
• Cefnogi ein Prif Weithredwr a'n Tîm Arwain gyda Gweinyddiaeth Reoli gan gynnwys swyddogaethau recriwtio ac AD.
• Rheoli a threfnu cyfarfodydd ar raddfa fawr gan gynnwys cyfarfodydd Bwrdd
• Golygu, coladu a dosbarthu papurau briffio
• Ysgrifennu gohebiaeth ar ran y swyddogion gweithredol lle bo angen a'i ddosbarthu i'r derbynwyr angenrheidiol.
• Cofnodi, trawsgrifio a dosbarthu cofnodion cyfarfodydd
• Bod yn bwynt cyswllt cyntaf ar gyfer y swyddogion gweithredol a chynnal perthnasoedd cynhyrchiol gyda deiliaid diddordeb, cydweithwyr mewnol, cyflenwyr, a chontractwyr, cynrychioli'r swyddogion gweithredol yn effeithiol mewn ystod eang o gyfarfodydd / cyfathrebu pwysig a gwneud hynny gyda'r anghenion busnes ar flaen y meddwl.
• Creu adroddiadau, cyflwyniadau a thaenlenni i gefnogi'r Prif Weithredwr a'r UDA
• Cymryd rhan mewn amrywiaeth eang o dasgau i gefnogi'r busnes
• Rheoli cyfathrebiadau ar draws y busnes fesul amryw o sianeli
• Trefnu a chymryd rhan mewn cyfarfodydd pan fo’r angen
• Cydlynu dyddiadur, a gwneud trefniadau teithio yn ôl yr angen
• Trin dogfennau a gwybodaeth sensitif gan gynnwys ffeiliau digidol gyda'r cyfrinachedd mwyaf yn unol â'n gweithdrefnau GDPR.

Sgiliau:

• Sgiliau trefnu datblygedig iawn, gyda'r gallu i flaengynllunio a deall blaenoriaethau
• Sgiliau rheoli amser rhagorol, a’r gallu i weithio ar nifer o flaenoriaethau ar unwaith
• Sgiliau TG uwch, yn benodol gyda Word, Excel, PowerPoint, a Google Drive
• Lefel dda o sgiliau rhifedd
• Sgiliau cyfathrebu rhagorol, ar lafar ac yn ysgrifenedig, gyda'r gallu i fformatio a chyfrannu at adroddiadau a dogfennau ffurfiol eraill
• Craffter busnes, gydag ymagwedd gadarn at ddeall strategaethau a chynlluniau busnes

Manyleb Person

Profiad:

• Profiad blaenorol mewn rôl weinyddol neu reoli
• Y gallu i ddod ymlaen yn dda gyda phobl a gweithio mewn cytgord ag eraill, trwy herio a helpu pobl i ddatblygu a dysgu o'u profiadau.
• Y gallu i fod yn hyblyg ac yn agored i heriau, syniadau a phrofiadau newydd
• Y gallu i arddangos gwerthoedd ac ymddygiadau Area 43

Sgiliau:

• Sgiliau rhyngbersonol cryf, y gallu i gyfathrebu'n effeithiol ac yn briodol gydag ystod eang o gynulleidfaoedd.
• Dyfeisgarwch, gwytnwch, arloesedd, a gweledigaeth i helpu i lunio strategaeth
• Gallu gweithio gydag ystod o staff a deiliad diddordeb a deall pwysigrwydd cyfrinachedd
• Hyder wrth ymdrin â sefyllfaoedd heriol a chydag unigolion

Gwybodaeth:

• Sgiliau cyfathrebu a rhyngbersonol rhagorol
• Sgiliau trefnu a chadw amser
• Menter amlwg a phendantrwydd
• Agwedd broffesiynol at yr amgylchedd gwaith
• Gallu lefel uchel i flaenoriaethu a threfnu tasgau lluosog
• Y gallu i ddatblygu a gweithredu gweithgareddau'n annibynnol o fewn y tasgau cyffredinol a neilltuwyd
• Y gallu i weithio i derfynau amser
• Chwaraewr tîm addasadwy yn gweithio gyda thîm bach sy’n ymdrin ag ystod eang o weithgareddau
• Cyfrinachedd a disgresiwn wrth ddelio â gwybodaeth sensitif
• Y gallu i greu a chyflwyno allbynnau ac adroddiadau rheoli o ansawdd uchel.

Mae’n ofynnol i bob aelod o staff:

Fel aelod o dîm Area 43, mae rhai disgwyliadau cyffredin gan bawb, difater beth fo’u rôl. Mae ein gweledigaeth a'n gwerthoedd yn gyrru pwy ydym ni a’r hyn yr ydym yn ei wneud.

Fel aelod o dîm Area 43, gofynnwn i chi:

• Trin eich cydweithwyr â pharch, gan herio a chefnogi ei gilydd yn briodol a chadw at ein haddewid elusennol;
• Cyfrannu at ddiwylliant lle mae'n ddiogel i godi llais pan mae mater yn codi, mewn ffordd adeiladol a phroffesiynol, gan fabwysiadu agwedd sy'n galluogi pobl i ddysgu a newid eu hymddygiad;
• Creu amgylchedd lle gall pobl fod yn ddilys iddynt hwy eu hunain, gan adlewyrchu ein huchelgais o dderbyniad heb eithriad;
• Bod yn llysgennad ar gyfer Area 43 a'n gwaith, yn fewnol ac yn allanol;
• Rhannu eich gwybodaeth a helpu eich cydweithwyr i fod y gorau y gallant, tra hefyd yn berchen ar eich datblygiad personol a'ch perfformiad eich hun;
• Deall eich cyfrifoldebau o dan bolisïau allweddol, gan gynnwys Cydraddoldeb ac Urddas yn y Gweithle; iechyd a diogelwch; diogelu data; TG; cyfryngau cymdeithasol a diogelu.

Golyga hyn y byddwch:

• yn ymddwyn mewn ffordd ac yn gwneud penderfyniadau sydd er budd Area 43 a'n staff, gwirfoddolwyr, buddiolwyr a chefnogwyr;
• dangos dealltwriaeth dda ac ymrwymiad i gynnwys hunaniaeth lesbiaidd, hoyw, deurywiol a thraws ym mhob cefndir gyda pharodrwydd i ddysgu a chael eich herio;
• cynorthwyo pobl i ddeall a chydymdeimlo'n well â'r heriau y gall pobl anabl a'r rhai ag anawsterau dysgu eu hwynebu a lleihau'r stigma cysylltiedig;
• dangos ymrwymiad i ddysgu am a gweithredu dull Area 43 o ymdrin â chydraddoldeb hiliol a dileu gwahaniaethu ar draws yr holl nodweddion gwarchodedig;
• deall eich bod yn bersonol gyfrifol am eich ymddygiad eich hun;
• cymryd camau gweithredol i ddeall y polisïau a gweithdrefnau allweddol a dilyn eich cyfrifoldebau fel sy’n cael eu hamlinelli ganddynt;
• yn mynychu unrhyw sesiynau briffio a hyfforddiant i'ch cynorthwyo yn eich rôl;
• cydweithio a chydweithredu â chydweithwyr o bob rhan o'r Elusen;
• gofyn a holi am gyngor os nad ydych yn sicr o'ch cyfrifoldebau;
• cyflawni unrhyw ddyletswyddau eraill o fewn rheswm fel y cyfarwyddir neu y cytunwyd arnynt gyda'r rheolwr llinell;

Sut mae gwneud cais

Os hoffech wneud cais am y swydd hon, anfonwch y canlynol:

• CV diweddar yn amlinellu hanes eich cyflogaeth, cymwysterau academaidd a phroffesiynol, a manylion cyswllt
• Datganiad ategol (nid mwy na 2 dudalen A4 o hyd) yn amlinellu'ch cymhelliant i gymhwyso a dangos sut rydych chi'n cwrdd â'r meini prawf a amlinellir yn y Fanyleb Person
• Bydd angen tystysgrif DBS Uwch dderbyniol ar gyfer y swydd hon

Anfonwch eich cais at dropin [@] area43.co.uk

Os oes angen unrhyw wybodaeth bellach arnoch neu os hoffech drafod y swydd, cysylltwch â Rachael Eagles (rachael [@] area43.co.uk) i drefnu sgwrs.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Salary: £25,000.00 per year

Benefits:

• Company pension

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Cardigan: reliably commute or plan to relocate before starting work (required)

Work Location: In person