Office Manager and Executive Assistant in Fareham

Salary: £31,710 per annum

Working Hours: 35 hours per week, with the possibility of hybrid working, subject to agreement

Location: Fareham

Overview

KaneHR are working with our client to present an exciting opportunity for an Office Manager and Executive Assistant to join their organisation. Recent staff changes in the office and household of a senior leader within our client; a religious organisation, have provided an opportunity to reshape their staff team so that it better reflects and facilitates the purpose, values, and strategic direction of the organisation. The purpose of this role is to support a senior leader of the religious institution as effectively as possible in the discharge of their duties; to ensure that their office runs with hospitable warmth and efficiency and that all core functions are discharged to the highest standard. The organisation looks to appoint a personable and efficient colleague with an enquiring mind, a proactive approach, good relational skills, and proven administrative competence.

Main Responsibilities

• To provide appropriate support as requested by the senior leader in exercise of their duties.
• To ensure the oversight and effective running of the senior leader’s office, ensuring that all key functions of the office are delivered to the highest possible standard.
• To ensure that all contact with the senior leader’s office, whether through a personal visit, telephone call or correspondence is dealt with in a timely, courteous, and efficient manner.
• To ensure that the senior leader’s office has the capacity to be flexible and innovative to meet new developing needs of the senior leader and the organisation.
• To manage and support the office staff, including the full line management of staff, to that end creating a positive team and a learning culture.
• To identify possible areas for development and change.
• To liaise with other departments to ensure all posted social media content remains relevant and reflective of the organisation’s values.
• To manage the senior leader’s professional presence on all associated social media platforms, liaising regularly with other departments to do so.
• To respond as appropriate on behalf of the senior leader to comments or direct messaging received on social media platforms in a timely manner, liaising with other departments as required.

Advice & Support

• To act as a sounding board for the senior leader on matters of organisation management and leadership.
• To respond to calls, emails, complaints or enquiries or issues and act appropriately on any administration matters that arise.
• To manage the senior leader’s diary, aligned to priorities agreed with the senior leader.
• To play an enabling role in the management of disciplinary cases, liaising as needed with the relevant departments, and to work with the Administrative Secretary insofar as confidentiality allows.
• To draft appropriate responses to letters, and other papers, for the senior leader according to need.
• To act as the secretary for the senior leader’s Staff meetings, and other meetings, including preparing agendas, taking, and producing minutes.
• To attend stakeholder meetings when requested by the senior leader.
• To respond and act on the senior leader’s behalf, as requested by the senior leader.

Safeguarding

• To represent where necessary the senior leader’s office at relevant meetings.
• To oversee and manage the work of the Administrative Secretary.
• All staff working for and with the senior leader will give proper care and attention to matters of safeguarding. This includes attending training and careful handling of confidential information.
• The role will require an enhanced DBS check, as there will be frequent contact with young people and vulnerable adults.

Data Protection

• To oversee on all DPA issues, including Subject Access Requests, for the senior leader’s office including working with relevant staff within the organisation to ensure compliance.

Finance and House Management

• To oversee maintenance contracts and house repairs and liaise with the relevant departments when necessary.
• To work closely with office colleagues to ensure these are carried out in a timely and effective manner, with minimal disruption to the senior leader’s home.
• To be the principal administrator for the senior leader’s online database, ensuring all pertinent policies are concurrent.
• To liaise with the senior leader and the senior leader’s spouse in organising hospitality and marquee functions.
• In collaboration with the Administrative Secretary oversee the budget processes for the senior leader’s budget and payments, and other small bespoke charitable trusts/grants.

Appointments

• To exercise oversight over the process of relevant appointments.
• To oversee the work of the Administrative Secretary, and most frequently by delegation to the Administrative Secretary.
• The issuing of offer letters.
• Appropriate steps are taken regarding DBS and safeguarding.
• The management of personal files, and ensure they are kept up to date and compliant.
• Granting of annual leave.
• Issuing of exit letters and deeds of resignations.
• Announcements of appointments and resignations.

Person Specification

Essential Knowledge/Experience

• A proven track record in office management, or its equivalent, to an exacting standard including effective planning of own work and that of others.
• Experience of managing and developing staff.
• Experience of drafting clear, accurate and sensitive briefing material and longer documents to tight deadlines.
• Evidence of a high level of administrative and organisational ability including document management skills and complete understanding of the full Microsoft Office suite.
• The ability to communicate excellently both orally and in writing.
• Experience of minute taking and drafting correspondence.
• Proven problem solving and analytical skills.

Attributes

• An awareness of the Christian faith would be desirable, but not essential.
• Excellent interpersonal skills including the ability to establish positive working relationships with senior stakeholders and to represent the senior leader to external partners.
• Patience, resilience, and flexibility.
• Ability to change and adapt to changing priorities and work under pressure to achieve deadlines.
• Well organised with an excellent eye to detail.
• Able to adjust the working style to the senior leader’s preferences and requirements.

Education

• Educated to degree level or equivalent experience.

Desirable

• A full driving licence.

TERMS OF EMPLOYMENT:

• Salary £31,710 per annum.
• Hours of work: The hours of work will be 35 hours per week (09:00-17:00) with a one-hour lunch break, to be taken at a time agreed with the senior leader. Some flexibility on the pattern of working and remote working is possible by negotiation.
• Annual Leave Entitlement is 25 days paid annual leave per leave year. This is exclusive of public and additional holidays which equate to an additional 8 days per leave year. The leave year runs from 1st January to 31st December.
• Notice: During the probationary period employment may be terminated by two weeks’ written notice on either side or pay in lieu of notice by the senior leader. Following the successful completion of the probationary period, the senior leader must give the following period of notice, or pay in lieu of notice, if they want to end this employment: Three months. If dismissed on the grounds of gross misconduct, employment may be terminated without notice.
• Probationary period: There will be a probationary period of six months.
• Contract: Permanent.

The organisation is committed to building an inclusive, personal, fair, and diverse environment where belonging, equality, diversity, and inclusion are promoted and treasured. As part of this commitment, we welcome applications from people, regardless of their background. If you are required any assistance with the interview, please state this information in your application.