This job opportunity has been created to cover the position while the permanent post holder is on furlough due to childcare commitments. Please note this role is temporary and part-time (25 hours per week for 6 weeks) and will require homeworking.

The purpose of the post is to:

  • Provide administrative and secretarial support at a senior level to FACT’s Director (Chief Executive) to ensure the smooth management of their day to day affairs, and most effective use of their time. Handle sensitive issues in a professional, objective manner.
  • Provide administrative and company secretary support to the FACT Board of Trustees with responsibility for coordinating and issuing papers and organising and minuting meetings.

KEY RESPONSIBILITIES INCLUDE:

  • Manage the Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
  • Process the Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or by other staff as appropriate.
  • Maintain the Director’s office systems, including data management, filing, credit card statements and expenses.
  • Screen calls, enquiries and requests, and deal with them when appropriate.
  • Assist the Director in researching and following up with action on matters which fall within the Director’s responsibility.
  • Produce documents, briefing papers, reports and presentations for the Director.
  • Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
  • Deal with HR administration and maintain personnel records on the People HR system, liaising closely with the HR Consultant.
  • Manage arrangements for Board of Trustees and Sub-Committee meetings, including production/distribution of agenda and papers, and minuting meetings.
  • Dealing with all Board queries in a timely and effective manner and communicate key messages to the members of the Board.
  • Supervise all Charities Commission and Companies House related mail and deal with this or ensure that it is directed to the relevant staff member.
  • Ensure paperwork is filed promptly with Companies House concerning changes to FACT Trustees or other relevant matters.
  • Ensure an up-to-date and Chair-approved FACT Trustee Induction Pack is available and provided to new Trustees.
  • Any other duties as may reasonably be required by the Director.

PERSON SPECIFICATION

Essential

  • Demonstrable success in a previous similar role.
  • Highly organised with excellent administrative and time management skills,
  • Experience of electronic diary management.
  • Strong interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to FACT.
  • Ability to organise and plan own work.
  • Excellent attention to detail, with the ability to maintain a high level of accuracy.
  • A flexible, pro-active approach to work including the ability to prioritise.
  • Ability to work on own initiative.
  • Ability to deal with sensitive information with discretion and to maintain confidentiality.
  • Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.

Desirable

  • Experience of working in a creative or arts environment.
  • HR administration experience.

HOW TO APPLY

Please download the full Job Description and Equal Opportunities and Monitoring Form below.

To apply, please send a covering letter, CV and Equal Opportunities and Monitoring Form to [email protected].

Closing date: Sunday 19 July 2020 at midnight. Interviews will take place on Tuesday 21 July via Zoom.


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