Overview
War Child works with children who, as a result of conflict, live with a combination of poverty, exclusion and insecurity. These children might include street children, child headed households, children conscripted into armed groups, and children who have been put in prison. Our mission is to support and improve the care and protection of children and young people who live with a combination of insecurity, poverty and exclusion in some of the worse conflict-affected places. We look forward to a world in which the lives of children are no longer torn apart by war. This is a vision that can only be realised through the collective actions of children themselves, communities and their leaders, organisations like War Child, governments and key decision makers.
Purpose of Post
The Executive Officer supports senior Directors in the provision of company secretarial assistant services for War Child and also acts as an Executive Assistant to the Director of Resources and the Chief Executive Officer. The role also provides diary management to the Director of Programmes. The key aims of the job are to:
- Company Secretarial Administration: support the Company Secretary by administering War Child’s company secretariat and governance requirements, delivering an efficient administration service to trustees and support to the Chair
- Executive Assistant: provide effective executive assistance duties and forward planning to the Director of Resources and the Chief Executive Officer
- Diary Management: coordinate the diary of the Director of Programmes
JOB SPECIFICATION: TASK AND RESPONSIBILITES
Company Secretarial Administration
• Compile soft and hard copy papers, ensuring that appropriate documents and information are sent out on time in accordance with agreed schedule for the War Child Trustee Board, the Audit and Risk Committee, the Programmes Quality Committee and the annual AGM.
• Lead on the organisation of Board meetings and events (such as AGMs, Away days etc.) including preparation of agendas, papers, and venues; minimising costs, and managing RSVPs War Child Job Description & Person Specification
• Take minutes at board and committee meetings, and undertake appropriate post-meeting action to ensure implementation of decisions arising from meetings and ensure an appropriate forward plan for the work;
• Provide administration support to the Chair of Trustees, and the chairs of the two main committees
• Act as a first point of contact for Trustees on organisational matters
• Support the trustee recruitment process and manage trustee inductions
• Prepare updates and annual returns to Companies House and Charity Commission; respond to internal and external queries related to War Child’s articles of association, and related company secretarial administration.
Executive Assistance to Director of Resources and the Chief Executive
• Manage diaries and meetings, arranging travel and accommodation as necessary, negotiating changes to meeting times, participants, rooms etc. in response to changes in availability.
• Act as first point of contact, managing incoming email and post, screening phone calls, enquiries and requests, and handling them when appropriate
• Process CEO and Director expense claims and invoices
• Represent the SMT by welcoming visitors; answering questions and meeting requests directed to the CEO and Director of Resources.
• Take notes and minutes in meetings, when requested
• Anticipate the needs of the CEO and Director of Resources and proactively bring together appropriate people and resources to support the CEO and Director in addressing these issues
• Coordinate meetings for the Resources department, the Senior Management Team, the Management Team.
• Manage the logistics of team and All Staff Away Days.
• Maintains confidentiality, where required, in matters relating to personnel or organisational issues.
Diary Management
• Arrange internal and external meetings for the Director of Programmes, negotiating changes to meeting times, participants, rooms etc. in response to changes in availability.
PERSON SPECIFICATION – ESSENTIAL CRITERIA:
War Child’s office is a lively and fast-paced environment made up of a team of extremely dedicated staff & volunteers. We’re looking for someone who can fit in well and bring their personality, creativity and professionalism to our communications and the wider charity.
Experience:
• Right to work in the UK
• Educated to degree level, or equivalent
• Experience of supporting senior management level staff in a PA/Senior Administrative role, including the drafting of minutes, reports and presentations
• Compiling reports using large amounts of data to generate insightful pieces of information
• Organising meetings, seminars, long term planning and implementation processes
• Working with trustees and voluntary committees
Competencies (Soft Skills):
• Ability to manage complex and highly confidential information
• A high level of commitment to the work and mission of War Child UK
• High level of competency on Word, Excel, Outlook
• Good team working and relationship building
• Attention to detail and ownership for the delivery of high quality work
• Good decision making and problem solving skills
• Excellent written and verbal communication skills
• Understanding and appreciation of the importance of excellent administrative support
• Willingness to take initiative and rise to any tasks set
• Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
• A high degree of personal organisation and self-management
• Ability to operate with diplomacy, tact and empathy
• Personable, professional and efficient telephone manner
Desirable Experience:
• Submitting reports to Companies House and the Charities Commission and managing company information on the register
Application process
• All applications must reach War Child by 11:59pm on Sunday 4 June. Please see:
https://www.warchild.org.uk/who-we-are/jobs/executive-officer
• Due to limited resources War Child HR will contact only the shortlisted candidates
• First round interviews will be held on Wednesday 14 June 2017
• Second round interviews for selected candidates may be held.
• Any offer made will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.
• The successful applicant will be expected to undergo a DBS Police check and/or international police check, a medical check for overseas travel purposes, be compliant and sign up to War Child’s Child Safeguarding Policy prior to a final offer being made.
Executive Officer
Job posted by: War Child - UK - Wed, 24 May 2017Job Details:
Organisation: War Child - UK
Deadline Sun, 4 Jun 2017
Job type: Permanent
Location: United Kingdom
Overview
War Child works with children who, as a result of conflict, live with a combination of poverty, exclusion and insecurity. These children might include street children, child headed households, children conscripted into armed groups, and children who have been put in prison. Our mission is to support and improve the care and protection of children and young people who live with a combination of insecurity, poverty and exclusion in some of the worse conflict-affected places. We look forward to a world in which the lives of children are no longer torn apart by war. This is a vision that can only be realised through the collective actions of children themselves, communities and their leaders, organisations like War Child, governments and key decision makers.
Purpose of Post
The Executive Officer supports senior Directors in the provision of company secretarial assistant services for War Child and also acts as an Executive Assistant to the Director of Resources and the Chief Executive Officer. The role also provides diary management to the Director of Programmes. The key aims of the job are to:
JOB SPECIFICATION: TASK AND RESPONSIBILITES
Company Secretarial Administration
• Compile soft and hard copy papers, ensuring that appropriate documents and information are sent out on time in accordance with agreed schedule for the War Child Trustee Board, the Audit and Risk Committee, the Programmes Quality Committee and the annual AGM.
• Lead on the organisation of Board meetings and events (such as AGMs, Away days etc.) including preparation of agendas, papers, and venues; minimising costs, and managing RSVPs War Child Job Description & Person Specification
• Take minutes at board and committee meetings, and undertake appropriate post-meeting action to ensure implementation of decisions arising from meetings and ensure an appropriate forward plan for the work;
• Provide administration support to the Chair of Trustees, and the chairs of the two main committees
• Act as a first point of contact for Trustees on organisational matters
• Support the trustee recruitment process and manage trustee inductions
• Prepare updates and annual returns to Companies House and Charity Commission; respond to internal and external queries related to War Child’s articles of association, and related company secretarial administration.
Executive Assistance to Director of Resources and the Chief Executive
• Manage diaries and meetings, arranging travel and accommodation as necessary, negotiating changes to meeting times, participants, rooms etc. in response to changes in availability.
• Act as first point of contact, managing incoming email and post, screening phone calls, enquiries and requests, and handling them when appropriate
• Process CEO and Director expense claims and invoices
• Represent the SMT by welcoming visitors; answering questions and meeting requests directed to the CEO and Director of Resources.
• Take notes and minutes in meetings, when requested
• Anticipate the needs of the CEO and Director of Resources and proactively bring together appropriate people and resources to support the CEO and Director in addressing these issues
• Coordinate meetings for the Resources department, the Senior Management Team, the Management Team.
• Manage the logistics of team and All Staff Away Days.
• Maintains confidentiality, where required, in matters relating to personnel or organisational issues.
Diary Management
• Arrange internal and external meetings for the Director of Programmes, negotiating changes to meeting times, participants, rooms etc. in response to changes in availability.
PERSON SPECIFICATION – ESSENTIAL CRITERIA:
War Child’s office is a lively and fast-paced environment made up of a team of extremely dedicated staff & volunteers. We’re looking for someone who can fit in well and bring their personality, creativity and professionalism to our communications and the wider charity.
Experience:
• Right to work in the UK
• Educated to degree level, or equivalent
• Experience of supporting senior management level staff in a PA/Senior Administrative role, including the drafting of minutes, reports and presentations
• Compiling reports using large amounts of data to generate insightful pieces of information
• Organising meetings, seminars, long term planning and implementation processes
• Working with trustees and voluntary committees
Competencies (Soft Skills):
• Ability to manage complex and highly confidential information
• A high level of commitment to the work and mission of War Child UK
• High level of competency on Word, Excel, Outlook
• Good team working and relationship building
• Attention to detail and ownership for the delivery of high quality work
• Good decision making and problem solving skills
• Excellent written and verbal communication skills
• Understanding and appreciation of the importance of excellent administrative support
• Willingness to take initiative and rise to any tasks set
• Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
• A high degree of personal organisation and self-management
• Ability to operate with diplomacy, tact and empathy
• Personable, professional and efficient telephone manner
Desirable Experience:
• Submitting reports to Companies House and the Charities Commission and managing company information on the register
Application process
• All applications must reach War Child by 11:59pm on Sunday 4 June. Please see:
https://www.warchild.org.uk/who-we-are/jobs/executive-officer
• Due to limited resources War Child HR will contact only the shortlisted candidates
• First round interviews will be held on Wednesday 14 June 2017
• Second round interviews for selected candidates may be held.
• Any offer made will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.
• The successful applicant will be expected to undergo a DBS Police check and/or international police check, a medical check for overseas travel purposes, be compliant and sign up to War Child’s Child Safeguarding Policy prior to a final offer being made.