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
- 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.
- 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.
- 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.
- To lead governance and charity secretarial functions, ensuring that work is conducted in accordance with agreed
processes and legal timescales.
- 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.
- 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.
- 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.
- As directed by the chairperson, work with the programmes, finance and other relevant managers to analyse and
interpret complex performance data.
- 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.
- Keep abreast of internal and external developments and advise the chairperson accordingly, preparing corporate
document as directed by the chairperson.
- 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
-
Assist the Chairman in managing schedules, appointments, and communications.
-
Handle email correspondence and prioritise tasks to ensure timely responses.
-
Prioritise inquiries and requests while troubleshooting potential conflicts with little guidance.
-
Manage and maintain executive calendars, ensuring accurate and up-to-date scheduling.
-
Coordinate travel arrangements, accommodations, and itineraries for the Chairman.
-
Prepare and submit expense reports, tracking receipts and reimbursements.
Other Duties
-
Maintain an appropriate level of confidentiality at all times.
-
Attend supervision and appraisal process, meetings, training, and other events as required.
-
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.
-
Attend and contribute to UWT staff training and any other training identified as appropriate for the post.
-
Occasionally travel abroad and/or work unsociable hours, which may require the need for an overnight stay, evening
and weekend work.
- 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.
-
Be prepared to work flexibly according to business need
-
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
Contact Detail:
Ummah Welfare Trust Recruiting Team
+441204661049
vacancies@uwt.org