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Executive Assistant Cairdeas House

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Posted By: Penumbra
Address:
Contact: 0131 475 2380
Date Posted: 26th Aug 2008
Salary: £16,729 to £19,250 Point 20 to 25
Location: Edinburgh (EH12 5LG)
Reference Code: Exec Assistant Respite Care
Views Since Posting: 946
Full Description:

Situated in the West End of Edinburgh, we are a small, committed team providing a residential respite service to adults with mental health problems and their Carers. Click onto www.penumbrarespitecare.org.uk for further information about our services.

We are seeking an experienced and enthusiastic Executive Assistant. If the challenge of taking on a broad range of administrative and financial functions within a small dynamic team appeals to you then please contact us for an application pack.

Job Title: Executive Assistant

Responsible To: Project Director and Assistant Director

Salary: £16,729 to £19,250 Point 20 to 25pro rata for part-time employees

Working Hours: 36.25 (Full Time)

Leave: 33 days per annum including public holidays pro rata for part-time employees

PURPOSE OF POST

The Executive Assistant will provide administrative and secretarial support to the Project Director and Assistant Director. She or he will also be responsible for the smooth running of the office premises and manage the operation of our financial and administrative tasks.

MAJOR TASKS AND ACTIVITIES

Finance

1. Manage the day to day financial matters, including bookkeeping (manual and computerised), prepare monthly accounts, prepare and issue sales invoices, check and pay purchase invoices. Ensure effective credit control. Reconcile bank account.

2. Maintain Petty Cash system.

3. Assist the Project Director in preparing the annual budget. Monitor and control budget.

4. Be the first point of contact for purchasing, and provide breakdown of purchasing and quarterly monitoring of purchasers’ budgets.

5. Liaise with Project Director and Penumbra Finance Director concerning all aspects of the accounts, including the annual audit.

Administration

1. Maintain all files associated with the project.

2. Produce statistics on usage of the service.

3. Type all correspondence, reports, minutes and other documentation. (Microsoft Word).

4. Attend and minute all meetings as required, including Management Council meetings.

5. Develop an understanding of the service to enable satisfactory and courteous responses to all telephone enquiries.

6. Maintain duties, arrange appointments and meetings for the Project Director and Assistant Director.

7. Complete returns on sickness, annual leave, time off in lieu, sleepover/pager dates, relief staff timesheets.

8. Maintain staff rota and ensure adequate cover, arranging relief staff as necessary.

9. Assist Project Director in preparation, layout and production of Annual Report.

10. Organise travel arrangements, bookings of meetings and conferences etc.

11. Photocopying and distribution of documents.

12. Assist in all administration of recruitment process.

13. Prepare and distribute internal and external mail.

14. Liaise with insurers regarding renewals, claims etc.

Office Management

1. Ensure adequate office supplies, stocktaking and arranging purchases.

2. Liaise with contractors and suppliers to ensure all minor house repairs are carried out.

3. Organise repairs and maintenance of office equipment.

4. Undertake any other related tasks as requested by Management Team.

EMPLOYEE SPECIFICATION

ATTRIBUTES

Education/Qualifications

ESSENTIAL CRITERIA
Highers or A Levels

DESIRABLE CRITERIA
HND/HNC in Business Studies or Accounting

Technical Experience

ESSENTIAL CRITERIA
Excellent organisational skills.
Good at managing own time. Has previous experience of Sales & Purchase Ledgers, Bank reconciliation. Operating petty cash system. Bringing books to trial balance. Knowledge of spreadsheet and word processing packages, & e-mail. Experience in Credit Control.

DESIRABLE CRITERIA
Minute taking experience. Understands double entry bookkeeping. Able to work with complex coding. Experience of using Microsoft Access

People Experience

ESSENTIAL CRITERIA
Has significant experience in admin/finance role. Ability to work in a busy office environment. Excellent written and oral communication and interpersonal skills. Good team player. Ability to manage personal stress.

DESIRABLE CRITERIA
Knowledge and experience of the voluntary sector.

People Skills

ESSENTIAL CRITERIA
Able to get on well with a wide range of people both inside and outside the organisation. Able to set and achieve work goals and targets with minimal supervision.

DESIRABLE CRITERIA
Having an interest and understanding of mental health problems.

To apply for this position please print off and fill out the application form and recruitment monitoring form available below and send to:

Penumbra, Norton Park, 57 Albion Road, Edinburgh EH7 5QY or email personnel@penumbra.org.uk

For our application form please Click
Here

For our recruitment monitoring form please Click
Here

Alternatively, for full details and an information pack you can

email : personnel@penumbra.org.uk

The closing date for receipt of completed application forms is Monday 6th October 2008. Interviews will take place on Wednesday 15th October 2008.

I am sorry we do not accept CVs by way of application.