Disclaimer: I understand that if I want a policy that reflects the latest legislation and is appropriate to my organisation, I will seek

specialist legal advice. Policies, job descriptions and person specifications are intended for guidance only and do not act as a substitute for professional advice. I understand that if my organisation decides to rely on a document obtained from the NCVO's HRBank, it does so at its own risk.

XXX JOB DESCRIPTION Job Title: Salary: Hours of Work: Responsible to: Responsible for: Job Purpose: A. To provide a secretarial / personal assistant role to the Chief Executive (XXX) and undertake reception and administrative duties as required. Main Duties and Responsibilities: 1. Provide administrative and secretarial support to the Chief Executive, including organizing meetings, circulating papers by post or email, taking minutes as required and maintaining sector and partner contact information. 2. To provide a welcoming reception service for telephone users, visitors and staff, ensuring that any necessary security measures are adhered to. Ensure display information is up to date. 3. To be responsible for the management of the front office. This will include mail services and general administrative support. Ensure subordinate staff are trained appropriately. 4. Monitor existing administrative systems and develop new ones to support the work of the office (e.g. filing and retrieving of information). 5. To ensure stationary, office consumables (including postage stamps), hospitality supplies and housekeeping materials are available at all times. 6. Administer petty cash system and keep necessary records. 7. Ensure security of office safe. 8. Ensure office machinery under their control is properly maintained and serviced. 9. Manage the use of meeting rooms and the provision of refreshments. 10. Provide administrative and typing support for the production of various organisation PERSONAL ASSISTANT / RECEPTIONIST To be determined 35 hours a week Chief Executive (XXX) / Head of Business Development Reception / Admin support

Directories and Newsletters. This will include progress chasing information, and the production and distribution of documents. 11. Create and maintain XXX staff personnel and training records and other relevant information systems. 12. Produce and maintain information data bases as directed. This will involve carrying out survey work with voluntary and community groups from time to time. 13. Liaise with other XXX staff as necessary. 14. Ensure weekly fire alarm and monthly stair-lift and emergency lighting checks are carried out. Whilst every effort has been made to outline all the main duties and responsibilities of the post, a document such as this does not permit every item to be specified in detail. Also the post holder may, from time to time, be asked to undertake other reasonable duties commensurate with the grading of the post. In addition to undertaking the duties as outlined above, the post holder will be expected to fully adhere to the following: 1. Equality Act in accordance with the organisations Equality Policy, which is designed to prevent discrimination of any kind, and ensure equality of opportunity is a key principle that is continually embraced. Operational Ensure that all duties are carried out in line with the organisations health and safety, operational, performance management, personnel, data protection, and financial regulations policies and procedures. Corporate Image Adopt a professional image at all times. Confidentiality Maintain absolute confidentiality with regard to the organisations information and procedures.

2.

3. 4.

XXX PERSON SPECIFICATION Job Title: PERSONAL ASSISTANT / RECEPTIONIST Essential Desirable Method of Assessment AF/I/R AF/I/R AF/I/R

Personal Skills/Characteristics 1. Experience a) Experience of office administration that demonstrates competency to effectively perform the duties of the post. b) Experience of working within the voluntary or community sector. c) Experience of undertaking a personal assistant role that demonstrates competency to effectively perform the duties of the post. d) Experience of developing office systems. e) Staff Supervision. 2. Qualifications & Training a) 5 GCSEs (grade C or above) or equivalent. b) RSA II Typing. c) Shorthand. d) European Computer Driving Licence or equivalent. e) Ability to demonstrate continuous improvement and selfdevelopment. 3. Special Skills/Knowledge a) Excellent oral and written communication skills. b) Competent use of a range of IT packages. c) Knowledge of current PA / administrative developments and best practice. d) Knowledge and understanding of current policies and strategies that affect the voluntary and community sector.

AF/I/R AF/I/R

AF/Cert AF/Cert AF/Cert AF/Cert AF/I

AF/I/R AF/I/R AF/I/R AF/I/R

e) Knowledge of Data Protection issues relevant to the role 4. Personal Qualities a) Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines. b) Ability to work flexibly and enthusiastically within a team or on own initiative. c) Knowledge of and commitment to equal opportunities.

AF/I/R

AF/I/R AF/I/R

AF/I/R AF/I/R AF/I/R AF/I/R

5.

Personal Circumstance a) Willingness to work flexible hours when required to meet work demands. b) Occasional attendance at meetings outside normal working hours. I I

6. Physical Requirements

Key: AF = Application form. I = Interview. R = Reference. T = Test. C = Certificate