Overview

Executive Assistant Job at Kent Association for the Blind in Maidstone

Job Description



For more information and to apply, please download an application pack from our website at http://www.kab.org.uk/working-with-us/current-vacancies.html or call 01622 691357 for more information. We will not accept CVs in application for this post without a completed application pack.

Kent Association for the Blind are looking for an experienced Executive Assistant to provide a professional, efficient and responsive administrative service to our Chief Executive. The ideal candidate will have excellent written and verbal communication skills, be able to juggle competing demands, plan ahead to anticipate needs and handle sensitive information with discretion. They will also possess excellent IT skills, a good standard of education and a proactive approach.

The Executive Assistant will manage the CEO’s office and act as a main point of contact for staff and visitors. The successful candidate with have an enthusiastic approach with experience in delivering excellent customer service to both internal and external customers.

Closing date for applications: 9am, Monday 5th October 2020

Interview date: Week commencing 19th October 2020

Hours of work: 17.5 hours per week between Monday to Friday 9am to 5pm (flexible)

Based at: Kent Association for the Blind,72 College Road, Maidstone and covering KAB’s area of service.

Salary: £11,068 – £12,180 per annum (£22,137 – £24,360 full time equivalent)

Main Duties

1. Be responsible for the efficient management of all administrative duties relating to the work undertaken by the CEO.

2. Scan, photocopy, screen telephone calls, enquiries and requests, and deal with incoming mail, emails and post, responding on behalf of the CEO when appropriate (referring to senior managers where necessary). Ensure the CEO receives clear and full messages via phone or in person and ensure appropriate fielding of calls and follow up as necessary.

3. Organise and maintain the CEO’s diary; liaise with colleagues and external parties to arrange meetings and appointments, ensuring clear forward planning as necessary and that appropriate paperwork is prepared and available in good time.

4. Provide a high quality, front line professional service for visitors to the CEO’s office, delivering outstanding customer service at all times.

5. Write letters on behalf of the CEO, produce documents, briefing papers, reports and presentations in a range of formats: collate and maintain statistical information using databases and spreadsheets.

6. Maintain KAB’s database, providing statistics and reports where required.

7. Manage the cascade of information on behalf of CEO.

8. Devise and maintain office systems, organise and store paperwork, documents and computer based information. Maintain and develop filing systems and operational procedures for the secure retention of information relating to the CEO’s responsibilities and the retrieval of such information as required.

9. Deal with the purchasing requirements of the CEO’s office and other departments as directed.

10. Carry out background research and present findings in subjects which the CEO is dealing with.

11. Efficiently manage paperwork for meetings and implement effective forward planning administrative systems for the smooth running of meetings.

12. Organise and attend meetings, events and conferences with the CEO, and ensure they are well prepared for those meetings; including booking rooms, arranging catering, preparing and circulating agendas and confidential minutes in a variety of formats (written, large print, audio etc). In particular act as a key link with KAB Trustees and be responsible for the smooth running of Trustee meetings.

13. Arrange travel and accommodation and occasionally travel with the CEO to take notes or dictation at meetings, or to provide general assistance during presentations.

14. Support tenders by producing detailed diagrams and presentations for Local Authorities.

15. Occasionally assist with the administrative work of other departments, as required, particularly during holiday periods or absence of key colleagues.

16. Undertake relevant training to ensure continued personal development relevant to the area of work.

17. Perform other duties that the CEO of KAB or her authorised deputy may consider appropriate.

KAB is an equal opportunities employer.

This job description is not exhaustive, but is provided to assist the postholder to know what her/his main duties are. It may be amended from time to time without change to the levels of responsibility appropriate to the grade of the post and in discussion with the postholder.

Person Specification

Essential criteria

  • Educated to A Level standard or equivalent.
  • Hold a recognised PA or secretarial qualification, e.g. RSA, Diploma.
  • Experienced in providing senior level administrative support in a dynamic and demanding environment.
  • Experienced in delivering excellent customer service to both internal and external customers.
  • Experienced in complex diary management and handling a wide range of activities and prioritising these effectively.
  • Experienced in meetings administration and effective minute taking skills.
  • Ability to use initiative and make effective decisions.
  • Enthusiastic approach and demonstrable commitment to using technology to bring about process and systems improvements.
  • High level of skills in a comprehensive range of IT software (Microsoft Outlook, Excel, Word, Internet Explorer, PowerPoint) and the willingness to train in additional IT skills as and when required.
  • Copy and report typing skills.
  • Excellent level of accuracy and attention to detail, and the ability to work to very tight timeframes.
  • A good pass at O Level/GCSE Mathematics and English Language or equivalent.
  • Outstanding communication and relationship building skills.
  • Excellent written and proof reading skills.
  • Tact, patience and diplomacy. Ability to maintain a sensitive and professional approach towards colleagues and service users, mindful of confidentiality and anti-discriminatory practices.
  • Empathy with KAB’s aims, values and objectives.

Desirable criteria

  • Understanding of issues relating to sight impairment.
  • Ability to travel independently across KAB’s area of service.
  • Database skills.

For more information and to apply, please download an application pack from our website at http://www.kab.org.uk/working-with-us/current-vacancies.html or call 01622 691357 for more information. We will not accept CVs in application for this post without a completed application pack.

Part-time hours: 17.5 per week

Job Type: Part-time

Salary: £11,068.00-£12,180.00 per year

Schedule:

Work remotely:

  • Temporarily due to COVID-19

About Company

Company: Kent Association for the Blind

Company Location:  Maidstone

About Kent Association for the Blind