London Sustainability Exchange

PA to Chief Executive & Team Administrator Job Description

Job Title:PA to Chief Executive & Team Administrator

Name of Organisation:London Sustainability Exchange

Location:84 Long Lane, London SE1 4AU

Responsible to:Finance Coordinator

Responsible for:Short-term temporary administrative staff, interns and volunteers as required

Salary:£20,089- £22,220

Working Hours:37.5 hours per week. The pattern of hours may vary according to operational needs and generally work will be carried out during normal office hours.

Contract:This is a permanent contract. The period of notice is two months in writing on each side. There is a probationary period of three months.

Holiday:25 days per annum, plus statutory holidays. There is no carry over entitlement.

Equal Opportunities:London Sustainability Exchange strives to be an equal opportunities employer and commitment to this process will be expected.

Last updated:June 2010

LSx has a no smoking policy.

Full details of the conditions of employment are set out in the employment contract, the main features of which are standard to all staff.

More information about LSx is available on our website:

JOB SUMMARY

The post holder is responsible for providing administrative support to London Sustainability Exchange, including personal assistant support to the Chief Executive, administration support to the LSx team and Board and the recruitment/management of one or more administration interns. This includes liaison with senior people from London’s public, private and voluntary sectors.

The post holder is expected to be an active member of the LSx team, contributing to positive working relationships and team development as needed.

DIMENSIONS OF THE ROLE

Provide administrative support to the LSx team

The areas of responsibility include:

  • Organise project meetings, advisory committee, and events.
  • Participate, when necessary, in administrating events and seminars, i.e. registration desk, co-ordinating speakers, liaising with delegates and taking notes.
  • Office reception duties; act as first point of contact for all incoming queries via person, post, fax and email via individual and “” email accounts
  • Act as primary information officer, referring to project officers where appropriate
  • Produce bi-monthly LSx e-bulletin “The Exchange”, with support from interns
  • Some diary management of the senior management team
  • Contact management database and procedures, to ensure high quality, transparent contact information
  • Electronic and paper filing systems for LSx activities, correspondence and other information
  • Administration of time sheets
  • Administration of team meetings
  • Human resources administration, including recruitment, holiday and sickness recording
  • Purchasing of office supplies, office equipment, branded stationery and other printing
  • Managing recruitment, supervision, training and effective use of temporary staff and interns for administrative support
  • Office operation duties as required
  • Take charge of updating the “About Us” section of the LSx website, ensuring that all details are up to date

Act as Personal Assistant to the Chief Executive

The areas of responsibility include:

  • Act as first point of contact and maintain efficient systems for dealing with: incoming mail; telephone; fax; some e-mail; and letter correspondence (assuring confidentiality as appropriate)
  • Maintain and manage appointments diary (paper, electronic), arrange meetings, engagements and travel schedules; keep track of key work deadlines
  • Produce letters, memos and emails
  • Liaison with partners and others, all to ensure smooth flow of information and administration
  • Periodically as needed:
  • design and produce documents (articles, reports, memos, agendas, briefs, presentations), to tight deadlines and high standard
  • attend and take minutes/notes of meetings
  • undertake desk-based research tasks, obtain information and material
  • Take responsibilities and decisions, as required and appropriate

Provide administrative support to the LSx Board to ensure the smooth board operation to the satisfaction of the Chief Executive and Board members

The areas of responsibility include:

  • Administrate Board and AAC meetings
  • Take Board minutes
  • Maintain information about Board members, including CVs, photos and lists of their other responsibilities
  • Liaison with the Chair, other Board members and their staff

Provide assistance to the Office Administration and Finance Officer

Contribute to the development and effectiveness of LSx and its staff

This includes:

  • Contribute to administration of LSx events
  • Contribute to shared office and team responsibilities
  • Contribute to team-building

ORGANISATIONAL CHART

RESPONSIBILITIES (Key Results and Outcomes)

Action / Result
Provide administrative support to the LSx team. / Maximum contribution to the development and delivery of projects, which will contribute to LSx achieving its mission and objectives.
Smooth operation of administrative processes
Effective use of interns/volunteers for appropriate administrative tasks
Accurate and accessible contact information
Accessible past correspondence and other records of LSx activities
Website up-to-date
High quality e-bulletin distributed bimonthly
Timely and accurate information for decision making (including time recording and financial information)
Effective team meetings
Effective and efficient provision of services to LSx team (IT, stationery, etc.)
Act as Personal Assistant to the Chief Executive, including diary management. / Maximising the effective use of the Chief Executive’s time.
Contribution to LSx’s reputation.
Provide administrative support to the LSx Board. / Smooth running and productive Board meetings.
Satisfaction of Board representatives, with the aim of maximising their contribution to LSx.
Meeting other governance requirements, such as the provision of transparent and up to date information about non-LSx responsibilities of Board members.
Provide assistance to the Office Administration and Finance Officer / Smooth running of the LSx office
Liaison with a wide range of organisations and individuals as needed, including senior representatives of London’s public, private and voluntary sectors. / Contributing to:
  • LSx’s public image and reputation
  • Building and strengthening key relationships
  • Communicating LSx’s key messages articulately when required, particularly by telephone and during attendance at occasional events

An active member of the LSx team, contributing to collective activities, positive working relationships and team development as needed. / An effective, efficient and high morale LSx team

PERSON SPECIFICATION

  • At least two years’ administrative and personal assistant experience.
  • Highly proficient in the use of information and communications technology (ICT) including Microsoft Office and paper based administrative systems.
  • Systematic, meticulous and quick worker, highly organised, able to prioritise and work under pressure and consistently to a high standard; able to use initiative, be self-motivating, flexible, innovative and a good team worker.
  • Excellent communication skills, both written and verbal, together with a positive, warm and flexible approach. Persuasive, discreet and able to communicate effectively with a wide range of people, including high profile partners in the private and public sectors and senior representatives of London organisations.
  • High standard of numeracy, with some experience of accounts and financial management.
  • Excellent educational record, probably to degree level
  • Some knowledge of, and a personal commitment to, sustainable development
  • Knowledge of Greater London including its geography and key institutions
  • Entitled to work permanently in the UK (As a small voluntary organisation, London Sustainability Exchange is regretfully not able to assist with applications for work permits)

JOB DESCRIPTION AGREEMENT
Job Holder's Signature / Date:
Manager's Signature / Date:

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