Executive Administrator

Actual Salary: £20,500 – £23,000 based on experience and qualifications

Hours: 37

Responsible to: Chief Executive

Role Purpose: To provide proactive administrative support to the Trustee Board and the organisation’s Executive Management team

The Citizens Advice Service

The aims of the Citizens Advice service are:

  • To provide the advice people need for the problems they face
  • To improve the policies and practices that affect people’s lives.

Citizens advice Northumberland provides free, independent, confidential and impartial advice to everyone on their rights and responsibilities.  It values diversity, promotes equality and challenges discrimination.

In furtherance of its aims the service follows policies of non-discrimination and seeks to be an Equal Opportunities Employer.

Main Duties

Administrative support

  • Be the Single Point of Contact (SPOC) for all external enquiries via the phone, email or post.
  • Own the Work Programme of activity for the Executive, holding the ring for deadlines and actions.
  • Organise, facilitate, minute and accurately action any Board & Executive meetings as required.
  • Run reports from CRM system and collate statistics for dissemination to internal and external stakeholders as required.
  • Own the collation and reporting of client satisfaction and outcomes monitoring and the completion and return of surveys and reports to all relevant funders and stakeholders.

Trustee Board

  • Own the Boards Calendar of Activity including but not limited to:
    • Arrangement and Facilitation of all Full Board and Committee meetings.
    • Co-ordinate attendance of all meetings including external attendees.
    • Attend meetings, take notes and produce accurate minutes.
    • Create and circulate Board papers, agendas and minutes.
  • Manage the legal and structural elements of the Charity including but not limited to:
    • Accurate maintenance of records of the company and charity held by Companies House and Charity Commission including changes to trustees/directors.
    • Complete and submit legal (non-financial) returns including those to Companies House, the Charity Commission and the Financial Conduct Authority.
  • Manage the ongoing recruitment, induction, training and continuous professional development of the Trustee Board, including the following examples:
    • Lead the advertisement process – liaise with all recruitment organisations, send out all packs, liaise with applicants, arrange and confirm interviews.
    • Ensure all new trustees have appropriate documentation completed, signed and lodged with Companies House & Charity Commission, trustees have appropriate information including Articles of Association, audited accounts, and all relevant policies and procedures.
    • Coordinate and ensure access to executive team to facilitate full understanding of the organisation at an early stage.
    • Ensure trustees complete their full cycle of compulsory annual training such as equality and diversity, GDPR and risk as well as providing access and updates to all optional training available through Citizens Advice and others.

Personnel

  • Coordinate all staff recruitment to facilitate a timely, organised and comprehensive procedure to recruit staff including;
    • Advertising, preparation and management of job information packs & application forms.
    • Interview set-up, candidate liaison and facilitation of any tests/case studies.
    • Issue offer/unsuccessful letters and obtain references to successful candidates.
    • Create personnel files and ensure proof to live/work in UK and disclosure and barring service checks are obtained and appropriate induction records and corresponding signed copies of policies /procedures, copies of contracts obtained.
  • Manage the HR administration of all staff, including but not limited to:
    • Drafting and issuing standard letters and contracts of employment, changes to contracts of employment terms and conditions, including job descriptions, hours, days, salary changes and letters regarding pregnancy/maternity/paternity/adoption/sickness leave.
    • Monitor staff sickness and unplanned absences and maintain appropriate records (ensure receipt of self cert forms and Fit to Work certs as applicable).

Publicity and Communications

  • Manage annual plan of funding requests and reports, media articles and publicity materials, including those for publicity events and talks and for our website and newsletter.
  • Maintain a schedule of contact with all external stakeholders, including local parish and town councils and other funders, and provide publicity materials and ensure all information held about us is correct and up to date.
  • Manage the administration of information held on the charity’s website.
  • Proactively promote the organisation through social media (e.g. Twitter & Facebook)
  • Manage the production, design and content of a Citizens Advice Northumberland Newsletter and maintenance of the mailing list of contacts.
  • Circulate internal operational and strategic communications to staff and volunteers as required.

IT Support

  • Manage accounts on CRM system and creation & deletion of e-mail addresses
  • Assist offices in any other IT issues as appropriate

Finance and fundraising

  • Work with the chief executive and fundraisers to identify opportunities for grant funding.
  • Assist with drafting and submission of small grant applications and expressions of interest.
  • Acknowledge grants and funding donations and highlight reporting requirements.
  • Acknowledge donations and grant awards

Other duties

  • Any other duties as designed and agreed with Chief Executive and Trustee Board.
  • Act as Charity’s Risk Register Custodian

Person Specification

Qualifications Essential Desirable
Good level of general education (including English and Maths or high levels of Literacy and Numeracy) yes
Educated to Level 3 (or equivalent experience) yes
Educated to Level 4 (or equivalent experience) yes
Knowledge and Experience Essential  
Experience of minute taking and producing high quality Minutes and Actions following formal meetings yes
Experience of complex diary management yes
Experience of producing presentations and reports yes
Experience of organising meetings with a range of internal and external people yes
Experience of managing travel arrangements yes
Experience of working for/to more than one person yes
Experience of working within a confidential setting yes
Skills and Competencies Essential  
Excellent computer skills including Microsoft Office packages including Word, Excel and Powerpoint yes
Ability to produce good quality reports yes
Ability to summarise complex information yes
Ability to provide basic IT support to paid staff and trustees. yes
Personal Attributes Essential  
Exceptional time management and organisational skills yes
Exceptional communication skills yes
Ability to prioritise workload and act/react immediately where necessary yes
Ability to work as part of a team and autonomously yes
Ability to deal with competing demands / multi-task yes
Ability to work to tight deadlines yes
A can-do attitude and able to use own initiative is essential yes
High attention to detail and accuracy yes
Personable, with the ability to build effective and professional relationships with others. yes
Alignment with the core values and charitable objectives of Citizens Advice Northumberland in particular with regards diversity and equality. yes

Further Details

  1. Normal hours of work for a full-time worker are Monday to Thursday 9.00am to 5.00pm and Friday 9.00am to 4.30pm including a 30 minute unpaid break.
  2. Full-time employees are entitled to 36 days annual leave including BH
  3. Travel expenses will be paid on authorised business.
  4. Closing date for applications is: 9.00 Monday, 15 April
  5. Interviews will be held on: Wednesday 24 April
  6. If you would like an informal discussion about the role please contact Jane Brown, in the first instance to arrange this, using the contact details below.
  7. Return completed applications (CV’s will not be accepted) using the details below.

Contact Information

Jane Brown

Citizens Advice Northumberland (Ashington Office)
89-91 Station Road
Ashington
NE63 8RS

07384 510724

Alternatively completed applications can be emailed to: janebrown@citizensadvicenorthumberland.org.uk
Please ensure that you receive a read receipt.