Projects Assistant and EA to the Directors

Location
Loughborough, Leicestershire
Salary
£26,500 FTE (pro rata)
Posted
16 Sep 2021
Closes
03 Oct 2021
Hours
Part Time
Contract Type
Permanent

Job purpose

To support the Chief Operating Officer to deliver cross organisational projects and to assist the Directors in their contribution to the leadership and management of UK Anti-Doping. This will include in particular working with the Director of Strategy and Education. Overall responsibility to provide first class clerical and administrative support across UKAD.

Key results areas

Project Management

  • Providing proactive project management
  • Reporting on strategic project milestones and outcomes
  • Undertaking research on specific subjects
  • Managing MOU or other partnership agreements with external partners
  • Representing UKAD at meetings or events
  • Writing or editing copy to include forewords, newsletter content, web articles, annual report information, reports, PowerPoints and briefings
  • Assisting with the writing of cross-organisational documents

Diary Management

  • Conserves Directors’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications
  • Maintains Directors’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel (home and abroad)

Administration

  • Prepares reports by collecting and analysing information and production of PowerPoint presentations for external and internal conferences/meetings
  • Welcomes guests and contacts by greeting them, in person or on the telephone; answering or directing inquiries
  • Maintains stakeholder confidence and protects operations by keeping information confidential
  • Prioritising the work load for the Directors, collating information and chasing up late returns, distribution of documentation and correspondence to other directorates and senior staff
  • Proof reads documents drafted by Directors
  • Regular maintenance and updating of Directors’ electronic and manual filing systems
  • Manage Directors expense claims - prepare/submit for authorisation through internal electronic expenses system
  • Screening and prioritising of all post, dealing with all telephone enquiries and liaising with all staff at all levels on the production of documents for the Directors
  • Support for internal meetings that Directors may chair
  • Shared responsibility for the running of the two physical offices, managing the generic UKAD inbox and main telephone line

Relationships

  • Liaison with high level external personnel
  • Working with partners to progress projects 

Executive Secretariat

Deputising for the Executive Assistant to the Chair and Chief Executive during their absence

Qualifications/experience/knowledge

  • A level or equivalent secretarial qualification
  • Proven experience in Executive Assistant role at similar level
  • Proven project management experience
  • Highly IT literate and numerate
  • Experience of taking and producing meeting minutes
  • Experience of preparing documentation and coordinating the appropriate administration attached to meetings
  • Experience of managing and working to administrative processes and procedures in a fast paced, high profile environment
  • Demonstrable experience of handling confidential and sensitive information

Skills

  • Strong organisational skills and the ability to meet deadlines
  • Strong communication skills, excellent writing and spelling with attention to detail, clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message
  • Originating action to improve existing conditions and processes; using appropriate methods to identify opportunities, implement solutions, and measure impact
  • Maintaining high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed
  • Establishing courses of action for self and others to ensure that work is completed efficiently
  • Taking prompt action to accomplish objectives; acting to achieve goals beyond what is required; being proactive
  • Project management skills
  • Knows and understands the mission and values; operates daily within the values; understands and can explain how their role contributes to the purpose; gives input to discussion and feedback within the values

Staff Benefits

  • 25 days annual leave plus bank holidays and accrual of one days annual leave for every year of service, up to 30 days
  • Flexible Start and Finish times (start between 08:00 – 10:00 finish between 16:15 – 18:15)
  • SMART Working including regular working from home after successful induction
  • Christmas closure, between Christmas and New Year (not deducted from your annual leave allowance)
  • Enhanced maternity and paternity leave
  • Family friendly leave including Emergency leave and Parental leave
  • Employee Assistance Programme
  • Equality, Diversity & Inclusion Working Group
  • Healthy Lifestyle Benefit
  • Two days paid Sports Leave and one day paid Volunteer Leave per annual leave year
  • Staff Consultation Forum
  • Annual Wellness Week
  • Cycle to Work Scheme
  • Interest free Season Ticket Loan
  • Eye Care Vouchers
  • Government Pension Scheme (LGPS) with four per cent pension allowance on top of your basic salary

How to Apply

To apply please visit the vacancy page, on the UKAD website, below and follow the application instructions at the bottom of the page: 

Projects Assistant and EA to the Directors | UK Anti-Doping (ukad.org.uk)

Deadline for application is: 23:59, Sunday 3 October 2021. 

CVs and/or cover letters will not be accepted. You must have a valid right to work in the UK.

Interviews will take place over Microsoft Teams.

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