Overview
Role Purpose
To work closely with the Chief Executive this role will provide a comprehensive, high-level administrative support to the Chief Executive of Glasgow Childrens Hospital Charity. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality.
Key Responsibilities
* Manage the Chief Executives calendars, appointments, travel plans, and correspondence, ensuring efficiency and confidentiality.
* To develop, maintain and review administration systems to achieve maximum efficiency.
* To maintain and organise the Chief Executives filing systems and all other relevant areas as necessary.
* Ensure smooth communication between the Chief Executive and internal departments and external stakeholders.
* Keep the Chief Executive informed of upcoming commitments and responsibilities, enabling effective leadership.
* To support the Chief Executive in projects
Key Responsibilities (cont\d)
* Format documentation as requested by the Chief Executive.
* Minute taking.
* Co-ordinate and attend Board and sub-committee meetings (some of these take place after office hours), take and write minutes and assist in the preparation of Board and sub committee meetings reports.
* Respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.
* Assist in the compilation of Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for Board meetings.
* Liaise with Board Members on various matters as required.
* Maintain and continuously keep up to date all mailing lists required by the Chief Executive.
* Ensure the effective management and update of all relevant databases.
* Liaise positively and professionally with colleagues and visitors.
* Be amiable, professional and approachable at all times. Any other duties that may arise as requested by the Chief Executive.
Other
* Willingness to attend charitable events and activities, often out with core working hours including evenings and weekends.
* Build relationships with key stakeholders including NHS staff, suppliers and volunteers.
* Any other duties as required by the CEO.
Who we\re looking for
Essential Criteria
* Two years previous experience in a similar role.
* UK driving license and access to your own vehicle.
* Excellent IT skills, including use of ICT packages i.e. Outlook, Word, Excel, PowerPoint.
* Strong inter-personal skills.
* Excellent letter writing, minute taking and organisational skills.
* Clear understanding of confidentiality.
* Knowledgeable about UK Data Protection Legislation.
* Ability to work under pressure to agreed deadlines and adapt to change.
* The ability to pay high attention to detail to ensure that high quality work leaves the organisation.
* Ability to work in a flexible manner.
* Excellent written English and the ability to communicate at all levels.
* Ability to represent the charity externally with key stakeholders.
Desirable criteria
* Relevant further education qualification in Administration.
* Experience of working in the Charity Sector.
* Familiarity of the work of Glasgow Childrens Hospital Charity
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