Office Manager and Executive Assistant

OFFICE MANAGER & EXECUTIVE ASSISTANT

Job Title:

Office Manager and Executive Assistant

Salary: £31,710 per annum

Working Hours:

35 hours per week, with the possibility of hybrid working, subject to agreement

Location:

Fareham

KaneHR are working with our client to present an exciting opportunity for an Office Manager and Executive Assistant to join their organisation. Recent staff changes in the office and household of a senior leader within our client; a religious organisation, have provided an opportunity to reshape their staff team so that it better reflects and facilitates the purpose, values, and strategic direction of the organisation.

The purpose of this role is to support a senior leader of the religious institution as effectively as possible in the discharge of their duties; to ensure that their office runs with hospitable warmth and efficiency and that all core functions are discharged to the highest standard. The organisation looks to appoint a personable and efficient colleague with an enquiring mind, a proactive approach, good relational skills, and proven administrative competence.

General:

• To provide appropriate support as requested by the senior leader in exercise of their duties.
• To ensure the oversight and effective running of the senior leader’s office, ensuring that all key functions of the office are delivered to the highest possible standard.
• To ensure that all contact with the senior leader’s office, whether through a personal visit, telephone call or correspondence is dealt with in a timely, courteous, and efficient manner.
• To ensure that the senior leader’s office has the capacity to be flexible and innovative to meet new developing needs of the senior leader and the organisation.
• To manage and support the office staff, including the full line management of staff, to that end creating a positive team and a learning culture.
• To identify possible areas for development and change.
• To liaise with other departments to ensure all posted social media content remains relevant and reflective of the organisation’s values. To manage the senior leader’s professional presence on all associated social media platforms, liaising regularly with other departments to do so.
• To respond as appropriate on behalf of the senior leader to comments or direct messaging received on social media platforms in a timely manner, liaising with other departments as required.

• To act as a sounding board for the senior leader on matters of organisation management and leadership
• To respond to calls, emails, complaints or enquiries or issues and act appropriately on any administration matters that arise
• To manage the senior leader’s diary, aligned to priorities agreed with the senior leader
• To play an enabling role in the management of disciplinary cases, liaising as needed with the relevant departments, and to work with the Administrative Secretary insofar as confidentiality allows
• To draft appropriate responses to letters, and other papers, for the senior leader according to need
• To act as the secretary for the senior leader’s Staff meetings, and other meetings, including preparing agendas, taking, and producing minutes
• To attend stakeholder meetings when requested by the senior leader.
• To respond and act on the senior leader’s behalf, as requested by the senior leader

• To represent where necessary the senior leader’s office at relevant meetings.
• To oversee and manage the work of the Administrative Secretary
• All staff working for and with the senior leader will give proper care and attention to matters of safeguarding. This includes attending training and careful handling of confidential information.
• The role will require an enhanced DBS check, as there will be frequent contact with young people and vulnerable adults.

• To oversee on all DPA issues, including Subject Access Requests, for the senior leader’s office including working with relevant staff within the organisation to ensure compliance.

• To oversee maintenance contracts and house repairs and liaise with the relevant departments when necessary. To work closely with office…