Secretarial Assistant to the CEO

Key responsibilities and tasks

• To provide secretarial support to the Chief Executive (CEO), with adherence to confidentiality and efficiency
• To assist the CEO with arrangements for Board and Committee meetings (preparation, minute taking and follow up)
• To provide a high level of customer service to all people encountered

Job Overview
1. To provide secretarial support to the Chief Executive (CEO), with adherence to confidentiality and efficiency
• Support the CEO to forward plan and coordinate meetings
• Support and implement the organisation of office repairs and operations
• Support with liaison with all trustees and staff
• Coordination of filing for HR and Governance in liaison with the CEO and finance/HR coordinator
• Support to the CEO and HR coordinator with induction HR administration
• Background research to support the CEO with bid writing, talks and other detailed work
• Assist at meetings with the CEO including note-taking, preparing refreshments and setting up IT equipment
• Where necessary, assist with external liaison and events

2. To assist the CEO with arrangements for Board and Committee meetings,
• Assist with the organisation of Board meeting dates and arrangements, and other Governance-related meetings
• Book venues for all Governance meetings and prepare for the meetings (name badges; refreshments and water; notification)
• Assist with preparing paperwork for Board meetings and dissemination of papers (hardcopy and electronically)
• Take minutes at Board meetings (currently 4 meetings per year) Circulate typed minutes to the SMT for correction, and the final version thence to the Chair and Treasurer for ratification.
• Other Governance-related tasks.

3. To provide a high level of customer service to all people encountered.
• To conform to Connect’s values: communication; respect; creativity; excellence and inclusion
• To aspire to good communication access in all areas
• To be a good team player
• To contribute to Connect’s fundraising initiatives.

This is not an exclusive or exhaustive list. Its purpose is to provide a broad outline of the role, within which the changing needs of Connect’s work, and regularly set objectives, can be accommodated.

PERSON SPECIFICATION

Experience & knowledge

• Good educational background
• Broad experience of administration and secretarial support
• Experience of developing and maintaining filing systems

Skills & aptitudes

• Strong organisational skills, especially the ability to organise and prioritise a varied workload within strict deadlines
• A team player who understands and respects the need for confidentiality
• Excellent written and verbal communication skills,
• Ability to deal appropriately and effectively with people at all levels
• Flexibility and ability to juggle competing demands
• High level of computer literacy with sound knowledge of Microsoft Word, PowerPoint and Outlook (other email management)
• Fast and accurate keyboard skills (minimum 40 wpm)
• Excellent attention to detail and presentation
• Willing to be pro-active in the job and act on own initiative where appropriate
• Positive and enthusiastic
• Ability to exercise sound judgement quickly
• Ability to carry out the job in accordance with Connect’s values, participating in line management and review processes.

Connect is a small national charity leading the way in building long-term peer-support opportunities for people with aphasia, a communication disability secondary to Stroke. Set up in 2000, Connect aims to give people with aphasia opportunity and fulfilment to re-connect with life. We have developed a tried and tested model of peer support, underpinned by training, support and supervision.

At Connect, the structure of support and enablement provided through our staff and volunteers enables people with aphasia to build upon their strengths, and run opportunities for others with aphasia. These opportunities target improvements in communication, participation and long-term wellbeing. Connect works in equal partnership with people with aphasia. Indeed, people with aphasia are involved at all levels of the charity: as trustees, staff members, peer-support-leaders.