Job Description

Job Title: Executive Assistant

Salary: £26,000 - £28,792

Hours: 37.5 hours per week

Contract Type: Permanent

Responsible to: Chief Executive Officer/Board of Management

Background:

Roshni Birmingham is a passionate and ambitious organisation committed to tackling the causes and consequences of domestic abuse on women and children from black and minoritised communities. We are known in the West Midlands for our dedicated, independent services that have been supporting the cause locally since 1979.

We offer a range of services across the West Midlands including refuge accommodation, outreach, floating support, IDVA, Forced Marriage & Honour Based Abuse Helpline, Training for professionals and workshops for young people. Our vision, mission and values define our approach, focus our work and help us achieve our objectives. Our competency framework assists us in working to the best of our ability.

Overall:

To provide smooth, seamless and proactive support to the CEO and Board of Directors and at all times representing the charity in a professional way. Providing financial, HR, planning and organisational support to the CEO and Board of Directors.

Governance:

• All aspects of annual general meetings
• Forward planning of Away Days
• All aspects of Boards meetings including taking minutes at the meetings
• Arranging training for Board members including induction programme for new members
• First point of contact for Board of Directors
• Arranging annual Board appraisals and follow up from these

CEO:

• All aspects of PA/secretarial assistance for CEO as required
• Assisting with bid and project work as necessary
• Assisting CEO with preparation, design and distribution of reports
• Responsible for keeping policy review schedule up to date and liaising with CEO on updating of policies. Maintaining up to date electronic and hard copy of policies and procedures.

Taking an active role in policy reviews

• Assisting with organising events and conferences

Fundraising/stakeholders:

• Working with/support the CEO with special fundraising activities and applications
• Supporting relationship management with all stakeholders as necessary

Team Meetings:

• Responsible for arranging all aspects of strategy days and team building days
• Attending and taking part proactively in Strategic Team meetings

HR:

• Oversee HR administration in conjunction with Domestic Abuse Services Manager, Co-

Ordinator and Chief Executive

• Dealing with recruitment
• Maintaining staff files

General:

• Act as first point of contact within the charity via email and telephone, with responsibility for onward direction of all contact
• Initial and external liaison for awareness raising talks, ensuring that talks are organised and followed up on
• Maintaining permissions and contract files
• Overseeing petty cash/invoices and preparing monthly financial returns to the accountant.
• Maintaining Asset Register and log of all donations
• Proofreading Roshni’s documents/publications
• Assistance with the safe working practices
• Maintain notice boards with up to date information
• Prepare and balance all payments and receipts, including monthly petty cash returns and prepare invoices to be paid
• To keep records for all grants and donations
• Keep records of all memberships and make payments on time to avoid cancellation of memberships.
• Undertake such other duties, which may incidentally arise, development or be assigned, commensurate with the post.

Review arrangements

The details contained in the Job Profile, reflect the content of the job at the date the job description was prepared. It should be remembered, however, that it is inevitable that over time the nature of individual jobs will change; existing duties may be lost, and other duties may be gained without changing the general character of the duties or the level of responsibility entailed. Consequently, we will expect to revise this job description from time to time and will consult with the post holder at the appropriate time.

Person Specification Essential Desirable Competency

1. Knowledge

Knowledge of the domestic abuse sector in relationship to black and Y minoritised women and children, associated legislation and commissioning frameworks.

Degree level education or equivalent Y

Ability to speak one of the South Asian Languages Y

Knowledge of charity governance Y

Practical understanding of relationship management with a variety of Y stakeholders

2. Skills

A self-starter able to manage own workload with minimal supervision Y

Excellent prioritising, planning and organisational skills Y

Able to work within and across teams in a pro-social manner Y

Strong analytical mind, able to pragmatically plan, deliver Y implementation and problem solve

Excellent IT skills Y

A personal and demonstrable commitment to the principles of Y honesty, confidentiality, conscientious behaviour and adaptability

Empathetic in understanding others, with a commitment to own and Y others development and a respect for issues of diversity

Excellent communication and interpersonal skills, able to Y communicate effectively both orally and written

3. Experience

Experience of working in a Third Sector Black and Minoritised Y organisation

Experience of using database software Y

Experience of dealing with financial transactions including petty cash and invoices

Experience of developing communication methods for internal and Y external purposes

Experience of relationship management with diverse stakeholders Y

4. Other

Candidates must be willing to undergo an Enhanced Disclosure & Y

Barring Service check

Evidence of qualifications listed on the application form Y

Full driving licence and access to own vehicle Y

Person al skills determine how we manage ourselves

Self- Emotional awareness Recognising one’s own emotions and their effects

awareness - knowing one’s Accurate self-assessment Knowing one’s strengths and limits internal states, preferences,
Self-confidence A strong sense of one’s worth and capabilities resources and intuitions

Self- Self-control Keeping disruptive emotions and impulses in check

regulation - managing Trustworthiness Maintaining standards of honesty and integrity one’s internal states, Conscientiousness Taking responsibility for personal performance impulses and resources Adaptability Flexibility in handling change

Innovation Being comfortable with novel ideas, approaches and new information

Motivation - Drive Striving to improve or meet a standard of excellence emotional tendencies Commitment Aligning with the goals of the organization that guide or facilitate Initiative Readiness to act on opportunities reaching goals

Innovation Persistence in pursuing goals despite obstacles and setbacks

Social Skills determine how we handle relationships

Empathy - Understanding Others Sensing others’ feelings and perspectives, and taking an active awareness of interest in their concerns others’ feelings, needs Developing Others Sensing others’ development needs and bolstering their abilities and concerns

Task Focus Anticipating, recognising and meeting client needs

Cultivating Diversity Cultivating opportunities through different kinds of people

Political Awareness Reading a group’s emotional currents and power relationships

Social Skills - Influence Wielding effective tactics for persuasion adeptness at inducing Communication Listening openly and sending convincing messages desirable responses in Conflict Management Negotiating and resolving disagreements others

Leadership Inspiring and guiding individuals and groups

Change Catalyst Initiating or managing change

Building Bonds Nurturing instrumental relationships

Collaboration & Cooperation Working with others towards shared goals

Team Capabilities Creating group synergy in pursuing collective goals

Job Type: Full-time

Salary: £26,000.00-£28,239.00 per year

Benefits:

• Company pension

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Birmingham: reliably commute or plan to relocate before starting work (required)

Application question(s):

• All posts are restricted to women due to the nature of the role. Exempt under the Equality Act 2010, Schedule 9, and Part 1. Section 7(2) e of the Sex Discrimination Act 1975.
• The ability to work occasional evening work is essential

Experience:

• Administrative: 2 years (required)

Language:

• Ability to speak one South Asian Language (required)

Work Location: In person

Application deadline: 12/05/2023
Reference ID: RB001

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