SHAL Housing
Providing safe, warm and affordable homes in our community
Job Description
Designation Executive Assistant
Responsible to Data and Communications Manager
Salary £31,254 per annum
Location: Bridgwater, this role is hybrid with a minimum of 2 days in the office and occasional evening work will be required to support board meetings.
Job Purpose
To provide high-level administrative support to the CEO, Finance Director and Data and Communications Manager, including diary management, travel arrangements, and meeting coordination, and administrative support to the wider management team and the Board.
Key Responsibilities
Act as a key point of contact between executives and internal/external stakeholders, ensuring smooth communication and follow-ups and to manage and prioritise email correspondence, draft communications, and prepare reports, presentations, and briefing documents for Board and Management.
Assist in organising board and committee meetings, including the AGM, preparing agendas, collating and communicating papers, and taking accurate minutes.
Support the Data and Communications Manager with the collation and provision of governance-related data to the Board and to provide governance support for the Board of Non-Executive Directors, ensuring compliance with regulatory and internal governance requirements and delivery of the Board training plan.
To oversee office management tasks, ensuring a well-organised and efficient working environment, including in the online environment and SharePoint.
To support the Data and Communications Manager with the development of SHAL’s digital capabilities, and the effective utilisation of information and communication systems and processes, including the upkeep and updating of the website, social media and the production of newsletters.
Handle confidential matters with discretion and professionalism, including assisting with minutes at HR and key stakeholder meetings.
Support in project management and coordination of strategic activities and ensure the effective and accountable use of strategic monitoring systems and perform ad-hoc tasks and support business operations as required.
Other
Establish, develop, and maintain effective working relationships with all work colleagues, contractors and partnering agencies to ensure an integrated contribution to the delivery of SHAL’s purpose, priorities and culture.
Observe and comply with SHAL’s policies and procedures and observe and continually promote equality, diversity and inclusion and customer care in compliance with SHAL’s purpose, priorities and culture.
Continuously seek realistic ways to improve efficiency and effectiveness in your role, to help SHAL deliver its purpose, priorities and culture.
Participate in learning and development activities that develop personal and professional effectiveness and assist in improving performance in the role and to undertake any other duties as may reasonably be required in line with the level of responsibility of the post and in order to meet SHAL’s changing needs.
Data Security and Quality Assurance
Deliver your role in adherence to the requirements of the regulations in force relating to data security and GDPR, ensuring that the rights and freedoms of data subjects whose personal data is processed as part of your role is protected at all times.
Ensure that all work is carried out with the awareness of the need to maintain information security and the need to adhere to the IT security management practices in place.
Be proactive in suggesting improvements to information security management practices and contribute to SHAL’s objective to maintain continual improvement in the management of information security.
Work efficiently, cost-effectively, economically, equitably and ethically in accordance with SHAL policies and the law to maintain SHAL’s reputation.
Person Specification
Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role supporting senior executives, with strong organisational and time management skills with the ability to multitask effectively in the context of sometimes conflicting priorities.
Excellent written and verbal communication skills.
Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant tools.
Experience in governance-related tasks, including producing board papers and taking meeting minutes.
Ability to work independently, take initiative, problem-solve proactively and to work well as part of a team.
High level of discretion and professionalism in handling confidential information.
Strong attention to detail and accuracy.
Be enthusiastic, flexible, honest, hardworking and committed to SHAL’s mission
Able to demonstrate accountability and take responsibility for own actions and results
Demonstrate a high degree of integrity and professionalism at all times
Experience or knowledge of the social housing sector is advantageous.
Equal Opportunities
SHAL is an equal opportunities employer. In carrying out your role you will not discriminate on the basis of any characteristic as prohibited by applicable law.
Application
To apply, please submit your CV and covering letter setting you how you feel your experience is suitable for this role to hello@wellingtonhr.co.uk. Wellington HR are SHAL’s HR Consultants, and are handling all communication relating to this vacancy.
To arrange an initial discussion prior to application, please also contact Wellington HR on the above email address or on 0330 4010013, and ask to speak to Natalie or Shelley.
Closing Date Tuesday 27th May 2025