Role: Executive Assistant

Salary: £29.5k to 31k (dependent on experience)

Hours: 37.5 per week, full time

Location: Baginton (2 days a week, with up to 3 days working from home)

Closing date: 13th February 2023

Role

This position is a Hybrid role, where you will be based at The Air Ambulance Service Airbase in Baginton 40% of the week, with the option to work from home for the additional 60%. There will be some travel required to attend meetings and events. The role attracts a competitive salary and a comprehensive range of benefits.

Purpose

Provision of executive level administrative, communications and logistical support primarily to the Director of Operations and on occasion, the CEO, Trustee Board and the Leadership Team (ELT and SLT).

Relationships

• 
  Director of Operations
• Wider Operations Team
• CEO
• Trustees
• Executive Leadership Team
• Senior Leadership Team
• Other staff members and volunteers
• NHS external senior stakeholders
• Existing and potential supporters
• Suppliers

Scope

Governance

• Maintain the timetable of key meetings and make logistical arrangements/changes as necessary, including diary management.
• Prepare all required documents for submission to high standard.
• Ensure timely distribution to relevant parties.
• Create and maintain all necessary records of Board/management meetings and activities in line with internal/external requirements, and maintain electronic filing system.
• Maintain repository of legal documentation relating to contracts, and regulatory bodies.
• Maintain all archives of Charity documentation.
• Liaise with Trustees and provide assistance as directed.
• Ensure security and confidentiality of all records.

Information Management

• Take accurate minutes of all required meetings and ensure timely distribution.
• Manage information sharing between operations management team, the Trustees and ELT and maintain systems and procedures to ensure smooth and efficient running.
• Liaise with and arrange personal engagement for key supporters with senior staff

• Manage email traffic on behalf of Senior Executives, primarily Director of Operations.

Personal Assistance

• Assist Executive Leadership Team with administrative work.
• Process invoices and expenses.

• Prepare and enhance documents/presentation materials as requested by Director of Operations and ELT members

• Support Project Management
• Undertake discrete and ad hoc projects and research as required.

Events Support

• 
  Assist with the organisation of Executive led specific events, external and internal.
• Book travel, accommodation, venues, catering, and other activities as required.

Any other activities reasonably required for an acceptable performance of the role.

Person

Essential

• Strong communication skills and professional manner.
• Experience of customer services and support
• Experience of organising and prioritising a demanding workload.
• Successful track record of managing day to day administration in a fast-moving environment.
• Experience of dealing with confidential information.
• Experience in maintaining complex records.
• Proven ability of completing tasks within strict deadlines and managing the deadlines of the executive team
• Ability to travel.

Desirable

• Understanding of Charity sector.
• Understanding of the NHS.
• Exposure to commercial environment.
• Experience in a similar role.

Working for The Air Ambulance Service entitles you to a great benefits package which includes the following:

• Company pension after qualifying period
• 22 days holiday a year plus all Bank Holidays and paid ‘Birthday Leave’ day each year
• Christmas and New Year closure to ensure everyone can enjoy a well-deserved rest (3 additional days that do not come out of your allowance)
• Flexible working hours between 8:00am - 6:00pm - Monday – Friday. Core working hours are 10-3. (30mins lunch)
• The Air Ambulance Service Charity Stores discounts
• Two days paid volunteering days each year to enable you to support a charitable organisation/community project of your choice
• Access to a dedicated confidential assistance hotline
• Blue Light Card membership
• Eye Care voucher
• Company sick pay upon eligibility (6 months service)

This role is subject to a Basic DBS check

Environment

TAAS is an inclusive working environment where Equality, Diversity and Human Rights are guiding principles, individuals are respected and a value of having a diverse workforce is recognised. The recruitment, employment and development of people are based on qualifications, experience and competency to do the job, eliminating personal bias or prejudice.

As an organisation, TAAS are committed to ensuring the safety and welfare of children and vulnerable adults involved in any of our activities. Our commitment applies to all acting on our behalf, i.e., employees, contractors, volunteers, supporters, patient, donors and visitors, meaning that all have a responsibility towards safeguarding children, young people and vulnerable adults with whom they have contact with. Any new staff starting with the organisation will need to be committed to Safeguarding, complete relevant Safeguarding training and report any concerns they may have. TAAS operate a safer recruitment process, as part of our Safeguarding policy, which includes identifying and rejecting anyone who may be a risk to vulnerable people.

Please note that we reserve the right to close this before the stated date, should the hiring manager deem there to be enough suitable applicants.