Executive Assistant

Glasgow Childrens Hospital Charity former Yorkhill Childrens charity; Paisley; On-site; GBP 25,000 - 35,000; Full time

Job summary

A children's healthcare charity in Scotland is seeking a skilled individual for high-level administrative support to the Chief Executive. The role demands excellent IT and organizational skills, attention to detail, and the ability to manage communications effectively. Previous experience and a driving license are essential. This position may involve evening and weekend commitments for charitable events.

Qualifications

• Two years previous experience in a similar role.
• UK driving license and access to your own vehicle.
• Clear understanding of confidentiality and UK Data Protection Legislation.
• Ability to work under pressure to agreed deadlines.

Responsibilities

• Manage the Chief Executive's calendars, appointments, and correspondence.
• Develop and maintain administration systems.
• Assist in the compilation of Board papers and reports.

Skills

Excellent IT skills

Strong inter-personal skills

Organisational skills

Attention to detail

Excellent written English

Education

Relevant further education qualification in Administration

Tools

Outlook

Word

Excel

PowerPoint

Job description

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 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.


• To develop, maintain and review administration systems to achieve maximum efficiency.


• To 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.


• 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 Children's Hospital Charity