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PA to the Chief Executive- JLiving

  • Location: NW London
  • Sector: Administration
BACKGROUND
jLiving - Jewish Community Housing Association Ltd (JCHA) is a Registered Provider of a range of high quality accommodation, primarily for members of the Jewish Community, consisting of sheltered housing for the elderly, accommodation for people with special needs and students.  

OBJECTIVES OF THE POST

1)    To provide administrative and secretarial support to the chief executive 

2)    To provide administrative and secretarial support to the senior management team.

3)    To update the website, liaise with scheme managers for information on local activities.

4)    To liaise effectively with the management team, tenants, colleagues in other offices, external organisations including contractors, and members of the Association’s committee structure.

HOURS OF WORK

3 days a week, Wed-Fri, 9.00-5.30pm (2.00pm Fridays during the winter)

MAIN DUTIES & RESPONSIBILITIES

1)    Provide administrative support to the chief executive.

2)    Assistance in dealing with internal organisation and issues relating to tenants, staff and housing.

3)    Drafting, setting out and typing letters, minutes, memos, reports etc. 

4)    To ensure that incoming post, internal post, faxes etc are properly distributed.

5)    To photocopy reports and correspondence and distribute as appropriate.

6)    To ensure agendas for the Board and Sub Committee Meetings
and relevant reports are collated and despatched in accordance with set down deadlines

7)    To schedule a range of cyclical meetings including Board and sub Committee meetings, team meetings and supervision meetings on an annual basis, co-ordinating attendance and issuing notices of meetings as appropriate

8)    Updating the jLiving website with articles, Board papers & minutes in agreement with the CEO.

9)    To initiate and maintain filing systems (computerised and paper), ensuring that information is clearly accessible and that archiving takes place on a regular basis

10)    To maintain and update lists of shareholders, Management Committee members etc.

11)    To assist in the production and distribution of the Association’s annual report

12)     To assist with the administration of staffing issues, including organising interviews, the issuing of appointment letters and contracts, calculating entitlement and issuing annual leave sheets

13)    To compile statistics in respect of ethnic monitoring of job applicants and appointments

14)    To organise catering and room availability for ad hoc events

15)    To take full responsibility for receiving and filtering telephone enquiries.

16)    To arrange meetings for the Chief Executive and Head Office staff, including setting out meeting room with appropriate stationery, agendas, refreshments and to minute meetings when requested.

17)    To ensure that all correspondence is appropriately dealt with in the absence of any one of the Senior Managers.

18)    To operate a bring-forward system for Head Office Staff.

GENERAL

1)    To attend departmental and other relevant meetings, as requested, whether inside or outside the premises of JCHA Ltd.

2)    To attend fire drills and other training as require.

3)    To make the Chief Executive (or in her absence the Development Management) aware of any defects in the building, plant or equipment.

4)    To ensure that any accidents to staff, tenants or visitors are reported in accordance with correct procedures.

OTHER

1)    To carry out any reasonable duties as requested by senior staff.

2)    This Job Description is subject to alteration in response to changes in legislation or JCHA’s operational procedures.

PERSON SPECIFICATION (all essential unless stated)

EDUCATION/QUALIFICATIONS:
  • IT and/or Secretarial course- desirable
WORK EXPERIENCE:
  • Experience of PA and secretarial duties, including managing and coordinating work schedule for Chief executive, dealing with correspondence, arranging and minuting meetings, dealing appropriately with telephone calls, co-ordinating and maintaining diaries.
COMMUNICATION SKILLS:
  • Articulate verbal communication, including good telephone manner
  • Clear written communication
  • Ability to deal appropriately and liaise with a wide variety of people using tact and patience
  • Understanding of confidentiality
ADMINISTRATIVE/ORGANISATIONAL SKILLS:
  • Ability to coordinate/ schedule activities/ meetings for the senior management 
  • Ability to produce accurate work including drafting, setting out and typing letters, minutes and reports
  • Ability to initiate and maintain filing systems (manual and electronic)
  • Ability to work as a member of a team as well as on own initiative
  • Ability to be flexible, work under pressure, prioritise and manage own workload
KNOWLEDGE/SKILLS:
  • Evidence of numeracy
  • Experience of using Word, Outlook and Excel 
  • Experience of using spreadsheet and database packages
  • Knowledge and skills to update website
  • Knowledge and understanding of the Jewish Community-  desirable
OTHER REQUIREMENTS:
  • Ability and willingness to be pro-active when tackling tasks- desirable
  • Equal Opportunity awareness- desirable
  • Awareness of Health and Safety- desirable
  • Able to attend occasional evening meetings