Key Areas of Responsibility

To provide PA support to the Chief Executive, secretarial support to the Company Secretary and Executive Team and other general administration duties within Cheltenham House

PA Support to the Chief Executive

• General administrative and secretarial functions to include dictation, typing, filing, and receiving and making telephone calls.
• Become familiar with key corporate decisions, strategies and policies in order to understand the Chief Executive’s priorities
• Maintain a high level of confidentiality, discretion and professional integrity in working with the Chief Executive and the Executive Team

Support for the Executive Team

• Manage diaries in Outlook, including scheduling meetings and visitor appointments
• Organise accommodation and travel arrangements as required
• Preparation and collation of reports for the Executive Team

Governance Support

• Carry out duties as tasked by the Company Secretary
• Provision of secretarial support to the Company Secretary and governance support to Board and Committees in the absence of the Company Secretary
• Assisting with the collation and copying of final reports for Board and Committees for final overview by the Company Secretary 
• Assist with post out of Board and Committee papers as required and upload to the Board Portal
• Organise travel arrangements for Board members and make bookings for training and conferences

Other Administration Duties

• Minute evening Board and Committee meetings in the absence of the Company Secretary
• Arrange Leadership Team meetings, book venues and ciculate documents as required
• Provide administration support for the Development Project Manager (New Build) to include the raising and processing of purchase orders and dealing with new build invoices
• Prepare and circulate agendas, undertake and distribute minutes for internal and partnership meetings
• Raise requisitions and general finance processing relating to Purchase Orders 
• Open and distribute incoming post. Upload to QL or record in the post book as required
• Responsible for the CBH Credit Card, an Oyster Card and maintaining the usage log 
• Receive visitors and deal with enquiries ensuring that any complaints are dealt with according to the CBH Complaints Procedure.   
• Responsible for providing refreshments for Board and Committee meetings, meetings held in the Boardroom and visitors of the Executive Team. 
• Responsible for Car Parking Permits for all staff, ordering, obtaining refunds, yearly renewals and keeping up-to-date records.  
• Responsible for ordering stationery and other supplies for Cheltenham House.
• Receive incoming calls and transmit messages as required.

General

• Comply with Cheltenham Borough Homes’ Health, Safety and Welfare policy and contribute to good health and safety practice
• Promote equal opportunities throughout Cheltenham Borough Homes
• Represent, promote and maintain a positive attitude and image for Cheltenham Borough Homes

Knowledge/Skills/Experience

Essential

• Experience of providing PA support services to executive management
• Ability to take and produce minutes of a range of meetings including formal, high level meetings
• Advanced word processing skills using Microsoft Word, Powerpoint and Excel to produce letters, reports and other documents
• Involvement with the development of administrative procedures
• Ability to communicate effectively (orally and in written form) with Board Members, the Executive Team, senior managers, Councillors and members of the public
• Ability to construct and use spreadsheets
• Clear understanding of the needs of customer care
• Ability to work within a specified budget
• Strong organisation and administrative skills
• Ability to undertake a diverse range of tasks
• To respect confidentiality and be diplomatic
• Ability to work as part of a team and appreciate the importance of prioritising
• Ability to work with people from a diverse range of backgrounds
• Ability to listen, understand and translate information quickly into written form
• Ability to work with pressurised work situations and meet deadlines
• Ability to demonstrate a logical approach to problem solving
• Ability to prioritise and organise own work and show initiative
• Ability to assist with the monthly set up of a board room to include moving light furniture

Desirable

• A secretarial or business administration qualification

General for all

• Support colleagues across CBH.
• Adhere to and follow CBH’s policies and procedures.
• Comply with CBH’s health, safety and wellbeing policy and contribute to good health and safety practice.
• Ensure equality is integrated into all aspects of daily work, promoting and supporting CBH’s Equality and Diversity & Dignity at Work Policies.
• Represent, promote and maintain a positive attitude and image for CBH.
• Attend and engage with any employee forums and working groups as required.
• Carry out any other duties as may be reasonably requested.