Job Description for Personal Assistant to Chief Executive
(incorporating personnel oversight)
The job will include the following roles:
Personal Assistant
The postholder will:
• Keep in regular contact with the Chief Executive via meetings and telephone contact
• Manage the Chief Executive’s diary
• Prepare draft documents for the Chief Executive as required (for example, fundraising, tender)
• Book the Chief Executive’s travel and accommodation and keep a record of expenses
• Organise the Chief Executive’s correspondence and other material and ensure that it is correctly filed (electronic and paper versions)
• Respond to selected types of correspondence, or redirect as appropriate, by agreement with the Chief Executive
• Act as a first contact point for requests to the Chief Executive from internal and external sources
• Collect and collate information for Lucy Faithfull Foundation (LFF) Reports
• Take and produce accurate minutes of meetings
• Open all post received at LFF HQ office
• Undertake any other tasks reasonably requested by the Chief Executive from time to time.
Personnel management
The postholder will:
• Oversee personnel systems and personnel related issues for LFF
• Oversee the personnel monitoring system, e.g. regarding appraisals, health and safety; equal opportunities
• Organize CRB checks for all staff, volunteers, trustees
• Delegate administrative tasks to designated LFF administrators approved by the Chief Executive
• Seek external advice from the designated external advisor as necessary in liaison with the Chair of GF&GPC of Trustees
• Meet with LFF’s HR committee as required
General
• Organize events
• Undertake general administrative jobs as part of the team as required
• Participate in training and supervision
• Undertake any other tasks as reasonably requested by LFF
• Work within the policies and procedures of LFF.
Because of the demanding and evolving nature of the work of LFF the postholder will need to be adaptable and able to respond appropriately to new challenges and opportunities.