Job Description and Person Specification s9

Sleep Scotland

Job Description and Person Specification

Job Title: PA and Office Manager

Reporting to: CEO

Location: Sleep Scotland Office, Edinburgh

Hours: 28 per week

Working Pattern: Monday to Thursday, 0900hrs to 1700hrs.

Salary: £20,000 to £23,000 (pro rata) per annum, depending on experience

Main areas of responsibility:

PA to CEO:

·  Make appointments on behalf of the CEO

·  Screen and manage enquiries and requests – telephone calls, emails and post - handling them when appropriate

·  Manage CEO’s pending calls, enquiries and actions files ensuring that items and tasks are dealt with in a timely manner

·  Arrange accommodation and travel and process CEO’s business expenses

·  Ensure that the CEO is well-prepared for meetings and conferences, including communicating with external agencies and creating and amending power-point presentations

·  Negotiate terms and appearance fees with external organisations on behalf of CEO

·  Maintain CEO’s working files (e.g. presentations, minutes etc.)

·  Provide support to the Sleep Scotland Board of Directors where required

Office management and general activities:

·  Secretariat to team & management meetings

·  Manage, organize and maintain office diary

·  Building facilities management

·  Arrange and provide support at video conference meetings of Lead Sleep Counsellors  Manage stationery procurement and budget

·  Manage telephone cover rota for the main Sleep Scotland number

·  Answer incoming calls as part of the telephone cover rota

·  Research and fully resolve telephone and email enquiries on behalf of Sleep Scotland

Sleep Scotland Board:

·  Servicing Board meetings

Person specification:

Experience:

·  Experience of providing secretarial / administrative support to senior member of staff, including diary management, organising meetings and progress chasing

·  Experience of using IT in an administrative context, in particular Microsoft Access, Word, Power Point and Excel

·  Experience of developing and maintaining efficient office systems

·  Experience negotiating effectively via telephone

Skills and Abilities:

·  Excellent organisational skills, including the ability to manage own workload to meet priorities and deadlines

·  Able to communicate effectively and build rapport with others, both over phone and email

·  Ability to maintain a professional and confidential attitude with regard to all aspects of the post

·  Ability to create accurate and concise written material, such as reports and power point presentations

·  Ability to use own initiative to identify and address problems, and produce solutions to work-related issues

·  Able to work effectively as part of a team

Qualities:

·  Tactful, diplomatic and approachable

·  Recognises the importance of attention to detail

·  Proactive and efficient

·  Flexible and committed

·  Discrete

Desirable:

·  Interest in the voluntary sector

·  Interest in Sleep Related Information

Further information:

This appointment is for 12 months initially (subject to a satisfactory 3 month probationary review) and may be renewed dependant on future funding

This Job Description is a general statement of the duties and responsibilities that the post holder is expected to undertake. It may change from time to time to reflect the changing nature of the post.

Appointment is subject to satisfactory references and a standard disclosure check