Job responsibilities
Job Title:Administrative Assistant (To the Senior Management Team)
Location: Coventry, Allesley Head Office
Salary: £23,500
Hours: Full time 37 hours
Job type: Permanent
About The Role:
To provide a comprehensive, efficient, and professional administrative service to the Senior Management Team of Coventry and Warwickshire Mind, a large third sector organisation. To be highly organised and able to oversee emails, diary management and administrative requirements of the Senior Management Team, maintaining discretion, and confidentiality, at all times. To ensure that governance and procedures and timescales are maintained. This role is office based.
Key Responsibilities include:
- To provide all aspects of administrative support to the Senior Management Team, attending meetings, and minute taking, as required.
- To oversee the email inbox of members of the Senior Management Team, and main CW Mind inbox; including sorting, prioritising, redirecting and on occasions responding to correspondence, where possible, with limited direction
- To be responsible for the management of diaries, including scheduling meetings and resolving diary conflicts, whilst ensuring sufficient breaks in the working day and considering the wellbeing of the team.
- To prepare documents for members of the Senior Management Team in advance of meetings, including agendas, papers for circulation, memos or presentations
- To deal with telephone calls sensitively, recording messages and ensuring these reach the appropriate member of the team using agreed procedures.
- To meet and greet visitors to the building and answer the main phone.
- To minute board or sub-committee meetings when directed by the Senior Executive Assistant.
- In the absence of the Senior Executive Assistant to cover the duties as the office manager inc. Fire Marshall, addressing building issues, general office management.
Essential criteria includes:
- Experience of working in a busy administrative role and environment, ideally supporting Senior staff.
- Experience of minute taking meetings at a senior level, providing and monitoring any actions.
- Experience of delivering to agreed timeframes and meetings deadlines.
- Fully computer literate with a good working knowledge of Microsoft 365 and programs such as Word and Excel. Confident using Teams, Outlook and managing calendars. Good understanding of office practices and conduct.
- Good time management and excellent planning / organisational skills.
- Excellent communication skills, both verbal and written
- Holding an NVQ in Business Administration is desirable.
- Ability to work under pressure, with a range of complex and competing needs.
What We Can Offer You:
The following are just some of the benefits that Coventry and Warwickshire Mind offer its employees:
- Working Culture -based on core values of trust, honesty, inclusivity, enabling, effective and an apologetic drive for excellence for children and young people.
- Annual Leave- 25 days plus bank holidays plus an extra day for every two completed holiday years.
- Wellbeing Day- 1 day, per holiday year, to be used to take care of your own mental health and wellbeing.
- Life Insurance Policy -Coventry and Warwickshire Mind are covered by a Life Insurance policy. The death in service payment is 2 x gross salary (tax free).
- Employee Development -Active encouragement not only to assist performance in the current role but also for the benefit of personal development via various means. Access to CW Mind CPD training and opportunities to access external CPD training.
- Flexible Working- A range of options available for all employees dependant on role and responsibilities.
- Pension - Minimum 5% employee contribution and 3% employer contribution, with an ethical investment policy option.
- Sick Pay- On completion of a 6-month probationary period, Coventry and Warwickshire Mind employees will be eligible to a period of paid sick leave.
Mandatory Questions:
If you are submitting a CV, you MUST include answers to the following questions, these can also be found on our application form:
- Do you have any unspent convictions or conditional cautions? If yes please give details of date(s) of offence(s), nature of offence(s) and sentence(s) passed.
- Are you eligible to work in the United Kingdom? If you are currently on a visa, please advise the expiry date, visa type and any restrictions.
- Are you the partner or relative of anyone currently connected with Coventry and Warwickshire Mind? (either as a volunteer, service user or employee If yes please confirm their name and which project they are connected with if known.
- Do you hold a UK driving license?
Closing date: 12 Noon Monday 29th January 2024
Interview Date: WC Monday 5th February 2024
Please note: Only successful applicants will be notified.
We reserve the right to close the application window early and without notice should a suitable number of applications be received.
Coventry and Warwickshire Mind values diversity and difference. We welcome applicants from all sections of the community, particularly under-represented groups and people with lived experience of mental health issues.
Coventry and Warwickshire Mind is a leading mental health service provider and an equal opportunities employer.
