Overview
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Role purpose
To work closely with the Chief Executive, this role will provide comprehensive, high-level administrative support to the Chief Executive of Glasgow Children’s 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 Executive’s calendars, appointments, travel plans, and correspondence, ensuring efficiency and confidentiality.
* Develop, maintain and review administration systems to achieve maximum efficiency.
* Maintain and organise the Chief Executive’s 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.
* Support the Chief Executive in projects.
Key responsibilities (cont’d)
* Format documentation as requested by the Chief Executive.
* Minute taking.
* Coordinate and attend Board and sub-committee meetings (some after office hours), take and write minutes and assist in the preparation of Board and sub-committee meeting 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; circulate reports, minutes and agendas for Board meetings.
* Liaise with Board Members on various matters as required.
* Maintain and 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 as requested by the Chief Executive.
Other
* Willingness to attend charitable events and activities, often outside core hours including evenings and weekends.
* Build relationships with key stakeholders including NHS staff, suppliers and volunteers.
* Any other duties as required by the CEO.
Essential criteria
* Two years’ previous experience in a similar role.
* UK driving licence and access to your own vehicle.
* Excellent IT skills, including Outlook, Word, Excel, PowerPoint.
* Strong interpersonal skills.
* Excellent letter writing, minute taking and organisational skills.
* Clear understanding of confidentiality.
* Knowledge of UK Data Protection Legislation.
* Ability to work under pressure to deadlines and adapt to change.
* High attention to detail to ensure high quality work leaves the organisation.
* Flexible working approach.
* Excellent written English and 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 with the work of Glasgow Children’s Hospital Charity.
Seniority level
* Mid-Senior level
Employment type
* Full-time
Job function
* Administrative
* Industries: Staffing and Recruiting
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