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Greenwich Hospital – Executive Assistant

Salary range: £28,000-£34,000 (pro-rata)
Working hours: 3 days per week, 9am-5pm (1hr lunch) – with some flexibility on days
Location: London (may include some time working from home)

Job Purpose

• To act as Secretary to key Greenwich Hospital governance committees, documenting all Greenwich Hospital’s board and committee meetings
• To support the Senior Management Team in their role as leaders by ensuring they can act efficiently, with their time optimised
• To support the Office Manager in maintaining an efficient, professional and welcoming office environment (both physical and virtual)

Key responsibilities

• Provide flexible support to the Director of Greenwich Hospital (“GH”), and other Senior members, coordinating diaries for the Senior Management team, liaising with external and internal contacts to confirm appropriate appointments
• Act as Secretary of Hospital’s Advisory Board and other committees by:
o Planning and timetabling the meeting cycles
o Drafting agendas for meetings in liaison with Director GH and Senior Management
o Producing concise, accurate and timely minutes
o Monitoring matters arising and ensure they are actioned on time
o Coordinating Board packs
o Issuing papers both electronically and, when exceptionally required, in hard copy
o Assist with the recruitment and induction of new Board members as required
o Keeping the organisation’s Declaration of Interest Register and Gifts & Hospitality Register up to date
• Act as the Secretary of other internal project boards and committees as required
• Ensure that risk registers are maintained and used; and that the Advisory Board and Panel are briefed on and consider them in addition to the Audit Committee
• Supporting the Office Manager by:
o Ordering office supplies
o Maintaining the contract register
o Assisting with logistical arrangements for applicable meetings (including assisting with refreshments, documents, and venue set up)
• Oversee efficient inbox management of central mailboxes, as well as other mailboxes as needed
• Maintaining suitable central templates for office documents, including reports, forms, and presentations

Accountabilities

• Efficient oversight of diaries and core governance meetings, such that non-executive Members gain a positive impression of Greenwich Hospital’s corporate governance
• Management of accurate governance records, including Board and Committee minutes, Board and Panel declarations, and submissions to The National Archives
• Oversight of internal risk registers, including ensuring they are regularly reviewed
• Providing an example of excellent standards of governance and accountability across the organisation
• Supervised management of data retention policies, including archiving and destruction

Goals

• Provide a ‘best-in-class’ approach to Greenwich Hospital’s administration, aimed at leading from the front
• Implement improvements that deliver continuous incremental progress in GH’s data management procedures
• Deliver a positive impression of GH’s virtual and physical meeting spaces, including the overall Head Office environment
• Facilitate effective partnership-working for the organisation

For more details and to apply, please download the full job description.

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The Service Charity Sector and the coronavirus outbreak

For the latest information and guidance on the Service Charity Sector and the coronavirus (COVID-19) outbreak, please click here