Pa to ceo and board secretary - united kingdom, central london, london
at women in prison, we are passionate, ambitious and grounded in the reality of women s lives. we are proud of our roots and have grown from strength to strength since the 1980 s, delivering services to women and campaigning for change.
job purpose: to provide day to day pa support to the chief executive, administrative support to the chief executive and smt and secretarial duties for the board of women in prison
reports to: chief executive
key responsibility areas:
to proactively manage the diary of the chief executive
to provide administrative support to the chief executive
to provide administrative support to the senior management team
to provide secretarial/administrative support to the board
duties and key responsibilities:
to manage the diary of the chief executive
to proactively manage the diary of the chief executive
to ensure all requested meetings are appropriately prioritised and diarised, with sufficient time for preparation and travel
to support the chief executive to ensure her diary enables positive working practices
to maintain excellent relationships with all contacts for the chief executive
to manage a system for key meetings with the chief executive to ensure preparation time, papers and briefings are in place in good time
to ensure the chief executive is meeting regularly with line reports, chairs of the board and board members
to provide administrative support to the chief executive
to put an effective filing system in place manage it on behalf of the chief executive
to organise travel for the chief executive when required
to manage the expenses for the chief executive and ensure appropriate sign off from the chairs of the board
to take minutes of meetings as required by the chief executive and circulate in a timely manner
to provide administrative support to the senior management team
to support the smooth running of the senior management team
to set up meetings and ensure agendas are in place
to circulate papers at least 2 days in advance of meetings
to minute meetings and share minutes and actions in a timely manner
notify all those who need to take follow up action and/or others who may need to be aware of the decision and its implications
to provide secretarial/administrative support to the board
to ensure board meetings are in the diaries of all attendees
to support the preparation and circulation of board papers and agendas in a timely fashion
to take minutes of board and board committee meetings, agree these with the chief executive and chairs and circulate in a timely fashion
to keep proper records and files of board decisions, approvals and minutes
to support board members with administrative support as required
notify all those who need to take follow up action and/or others who may need to be aware of the decision and its implications
these are the main duties of the role but do not form part of the contract of employment, and flexibility will be required as the needs of the organisation changes.
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