Executive Assistant

Based at its head office, UWT are looking to appoint an Executive Assistant to provide high level support to the Chairperson

and board of trustees including full governance and administrative service. Ensuring that effective planning and

administrative systems are in place and are maintained efficiently and effectively.

The successful candidate will provide comprehensive advice and support to the Chairperson, contributing to the smooth

functioning of executive-level operations. This role offers an exciting opportunity to gain exposure to various aspects of

business management and leadership.

Main Duties

Governance and Management

1. Work with the chairperson to ensure the smooth running of UWT’s governance, driving continuous development and

improvement, ensuring it continues to meet the needs of the organisation in a fast-changing external environment.

1. To develop and manage the processes of supporting the chairperson and the board of trustees, ensuring a high level

of assistance through the chairperson, paying particular attention to UWT’s mission, values and constitutional

requirements.

1. To act as first point of contact for the chairperson and provide advice and support to the chairperson to fulfil their

role, including the servicing of trustee meetings and establishing appropriate training and development opportunities

for the trustees.

1. To lead governance and charity secretarial functions, ensuring that work is conducted in accordance with agreed

processes and legal timescales.

1. Working closely with HR and Compliance, monitor and where required review policies and resources as directed by

the chairperson ensuring appropriate compliance with relevant legislation, advising on best practice, keeping abreast

of charity sector, legislative and other developments and liaising with the chairperson to provide regular updates and

briefings to the board and staff.

1. Working closely with the head of compliance, support the chairperson on the management of the organisation’s

approach to risk management, monitoring and reporting on organisational risks.

1. To work in partnership with the Chief Operating Officer to ensure decision making is effectively delegated from the

chairperson and Board of Trustees throughout the organisation’s management structure.

1. As directed by the chairperson, work with the programmes, finance and other relevant managers to analyse and

interpret complex performance data.

1. Maintain and manage the schedule of all regulatory filings and communications, including with the charity commission

and companies house and other regulatory bodies, and to work closely with the compliance department on regulatory

and compliance matters.

1. Keep abreast of internal and external developments and advise the chairperson accordingly, preparing corporate

document as directed by the chairperson.

1. Working closely with the COO to ensure maintaining of a central register of all approved organisational policies and

procedures, and to monitor the rolling schedule of required updates and re-approvals.

Executive Support and Administrative Functions

1. Assist the Chairman in managing schedules, appointments, and communications.

2. Handle email correspondence and prioritise tasks to ensure timely responses.

3. Prioritise inquiries and requests while troubleshooting potential conflicts with little guidance.

4. Manage and maintain executive calendars, ensuring accurate and up-to-date scheduling.

5. Coordinate travel arrangements, accommodations, and itineraries for the Chairman.

6. Prepare and submit expense reports, tracking receipts and reimbursements.

Other Duties

1. Maintain an appropriate level of confidentiality at all times.

2. Attend supervision and appraisal process, meetings, training, and other events as required.

3. Adhere to relevant legal and statutory requirements including the Data Protection Act (ensuring an appropriate level

of confidentiality at all times), Health and Safety at Work Act (ensuring H&S of own and others at all times) and any

other relevant/charity law.

1. Attend and contribute to UWT staff training and any other training identified as appropriate for the post.

2. Occasionally travel abroad and/or work unsociable hours, which may require the need for an overnight stay, evening

and weekend work.

1. Ensure that all responsibilities and activities within their post are consistent with the terms and spirit of UWT’s

mission, vision, values, policies and procedures.

1. Be prepared to work flexibly according to business need

2. Have flexibility in undertaking the role and undertake other duties that may be necessary, from time to time.

Qualifications Educated to a degree or equivalent Essential

High proficiency in verbal and written communication Essential

Qualified or trained in any of the following: business administration, human Desirable

resources, health & safety, facilities management

Islamic Studies graduate Desirable

Experience Experience of implementing strategic and operational plans, and of using Essential

strategic plans to set business and operational objectives

Demonstrable experience of administrative support at executive level Essential

Experience of managing meeting including formal minute taking Essential

Experience of providing governance support Essential

Experienced in working with people at all levels in an organisation Essential

Experience of line management of staff Essential

Portfolio-programme-project management experience Desirable

Experience of financial management (budgets, cashflows etc.) Desirable

Skills / Abilities Exceptional organisational and diary management skills Essential

High levels of flexibility and adaptability Essential

Flawless communication and presentation skills, both written and verbal Essential

Excellent telephone manner Essential

The ability to multitask and prioritise an everchanging workload Essential

The ability to work under pressure and reach deadlines Essential

Problem-solving and decision-making skills Essential

The ability to work autonomously Essential

The ability to determine which emails, reports, telephone calls etc need to reach Essential

the line manager and which do not

Strong business and commercial acumen Essential

The ability to communicate with and present to senior management and trustees Essential

The ability to build relationships at all levels across the business and with Essential

external contacts

Drafting, writing and research skills Essential

Experience using the full Microsoft Office suite Essential

Knowledge and Good understanding of general secretariat, office administration and premises Essential

understanding maintenance

Able to demonstrate that you are familiar with the legal responsibilities of a Essential

Company Secretary

Able to demonstrate and apply knowledge and understanding of legislation Desirable

affecting charities, companies and workplaces, including charity and company

law, employment law, data protection legislation and equalities legislation

Demonstrable knowledge and experience of the charity sector Desirable

Other Personal conduct and delivery of work should comply with the values and culture Essential

of Ummah Welfare Trust

The ability to adapt working hours to meet the requirements of the organisation. Essential

To find out more about the organisation please visit our website on: https://uwt.org, The closing date for applications is 01/12/2024, although the position may close sooner if the right candidate is found.

To apply for this role, please email your CV and Covering Letter to vacancies@uwt.org

Please ensure that you address how you satisfy each of the criteria in the person specification in your covering letter.

For more information or discussion about the role please contact: 01204 661049