Office Manager and Executive Assistant

OFFICE MANAGER & EXECUTIVE ASSISTANT

Job Title: Office Manager and Executive Assistant

Salary: To be discussed

Working Hours: 35 hours per week with the possibility of hybrid working subject to agreement

Location: Fareham

Overview

KaneHR are working with our client to present an exciting opportunity for an Office Manager and Executive Assistant to join their organisation. Recent and upcoming staff changes in the office and household of a senior leader within the organisation have provided an opportunity to reshape their staff team so that it better reflects and facilitates the purpose values and strategic direction of the organisation.

The purpose of this role is to support a senior leader of the organisation as effectively as possible in the discharge of their duties; to ensure that their office runs with hospitable warmth and efficiency and that all core functions are discharged to the highest standard. The organisation looks to appoint a personable and efficient colleague with an enquiring mind a proactive approach good relational skills and proven administrative competence.

Main Responsibilities

General:

• To provide appropriate support as requested by the senior leader in exercise of their duties.
• To ensure the oversight and effective running of the senior leaders office ensuring that all key functions of the office are delivered to the highest possible standard.
• To ensure that all contact with the senior leaders office whether through a personal visit telephone call or correspondence is dealt with in a timely courteous and efficient manner.
• To ensure that the senior leaders office has the capacity to be flexible and innovative to meet new developing needs of the senior leader and the organisation.
• To manage and support the office staff including the full line management of staff to that end creating a positive team and a learning culture.
• To identify possible areas for development and change.
• To liaise with other departments to ensure all posted social media content remains relevant and reflective of the organisations values. To manage the senior leaders professional presence on all associated social media platforms liaising regularly with other departments to do so.
• To respond as appropriate on behalf of the senior leader to comments or direct messaging received on social media platforms in a timely manner liaising with other departments as required.

Advice & Support:

• To act as a sounding board for the senior leader on matters of organisation management and leadership
• To respond to calls emails complaints or enquiries or issues and act appropriately on any administration matters that arise
• To manage the senior leaders diary aligned to priorities agreed with the senior leader
• To play an enabling role in the management of disciplinary cases liaising as needed with the relevant departments and to work with the Administrative Secretary insofar as confidentiality allows

• To draft appropriate responses to letters and other papers for the senior leader according to need

• To act as the secretary for the senior leaders Staff meetings and other meetings including preparing agendas taking and producing minutes
• To attend stakeholder meetings when requested by the senior leader.
• To respond and act on the senior leaders behalf as requested by the senior leader

Safeguarding:

• To represent where necessary the senior leaders office at relevant meetings.
• To oversee and manage the work of the Administrative Secretary

All staff working for and with the senior leader will give proper care and attention to matters of safeguarding. This includes attending training and careful handling of confidential information.

The role will require an enhanced DBS check as there will be frequent contact with young people and vulnerable adults.

Data Protection:

• To oversee on all DPA issues including Subject Access Requests for the senior leaders office including working with relevant staff within the organisation to ensure compliance.

Finance and House Management:

• To oversee maintenance contracts and house repairs and liaise with the relevant departments when necessary. To work closely with office colleagues to ensure these are carried out in a timely and effective manner with minimal disruption to the senior leaders home.
• To be the principal administrator for the senior leaders online database ensuring all pertinent policies are concurrent.
• To liaise with the senior leader and the senior leaders spouse in organising hospitality and marquee functions.
• In collaboration with the Administrative Secretary oversee the budget processes for the senior leaders budget and payments and other small bespoke charitable trusts/grants.

Appointments:

• To exercise oversight over the process of relevant appointments
• To oversee the work of the Administrative Secretary and most frequently by delegation to the Administrative Secretary

• - The issuing of offer letters

• - Appropriate steps are taken regarding DBS and safeguarding

• - The management of personal files and ensure they are kept up to date and compliant

• - Granting of annual leave

• - Issuing of exit letters and deeds of resignations

• - Announcements of appointments and resignations

Person Specification

Essential

Knowledge/Experience

• A proven track record in office management or its equivalent to an exacting standard including effective planning of own work and that of others.
• Experience of managing and developing staff.
• Experience of drafting clear accurate and sensitive briefing material and longer documents to tight deadlines.
• Evidence of a high level of administrative and organisational ability including document management skills and complete understanding of the full Microsoft Office suite.
• The ability to communicate excellently both orally and in writing.
• Experience of minute taking and drafting correspondence.
• Proven problem solving and analytical skills.

Attributes

• Excellent interpersonal skills including the ability to establish positive working relationships with senior stakeholders and to represent the senior leader to external partners.
• Patience resilience and flexibility.
• Ability to change and adapt to changing priorities and work under pressure to achieve deadlines.
• Well organised with an excellent eye to detail.
• Able to adjust the working style to the senior leaders preferences and requirements.

Education

• Educated to degree level or equivalent experience

Desirable:

• A full driving licence

TERMS OF EMPLOYMENT:

Salary

The salary for this position will be discussed during the interview stage.

Hours of work

The hours of work will be 35 hours per week (09:00-17:00) with a one-hour lunch break to be taken at a time agreed with the senior leader. Some flexibility on the pattern of working and remote working is possible by negotiation.

Annual Leave

Entitlement is 25 days paid annual leave per leave year. This is exclusive of public and additional holidays which equate to an additional 8 days per leave year. The leave year runs from 1st January to 31st December.

Notice

During the probationary period employment may be terminated by two weeks written notice on either side or pay in lieu of notice by the senior leader.

Following the successful completion of the probationary period the senior leader must give the following period of notice or pay in lieu of notice if they want to end this employment:

• Three months
• If dismissed on the grounds of gross misconduct employment may be terminated without notice.

Probationary period

There will be a probationary period of six months.

Contract

Permanent.

As we are a member of the Armed Forces Covenant we welcome all applications from those who have served in our Armed Forces and their families.

The organisation is committed to building an inclusive personal fair and diverse environment where belonging equality diversity and inclusion are promoted and treasured. As part of this commitment we welcome applications from people regardless of their background.

If you are required any assistance with the interview please state this information in your application.