Executive Support Manager

Information

At CrossReach we’re a charitable organisation that puts people at the heart of everything we do.  From caring for older people, children and families and the homeless to supporting those with learning disabilities, we’ve been delivering innovative social care for 150 years.  And as one of Scotland’s largest social care providers, we have 65 services and 1,800 employees across the country.

 

As a member of our Corporate Services team you’ll be helping some of the most vulnerable people in our society live safer, fuller and happier lives.  Our values driven culture means we are accepting, respectful and compassionate to both our service users and employees.  So, join us and you’ll be part of a professional environment with a range of development opportunities and a generous benefits package.  It’s a career that will enhance both your life and the lives of vulnerable people across Scotland.

#Crossreach

Main Function

To provide full pro-active support to the Chief Executive Officer (CEO) and Board members, taking responsibility for administration to meet tight deadlines, conducting research, managing conflicting priorities and flexible to change at short notice.

Main Duties

1. Organise and schedule meetings and appointments with technology/accessibility requirements based on participant needs.
2. Be the principal support for the Corporate Management Team (CMT), scheduling meetings, agreeing and distributing the agenda and minutes.
3. Co-ordinate key projects for the CEO and CMT, supporting any research needed; produce timelines and ensure follow up actions are progressed.
4. Develop the annual plan for Board and senior management appointments and events.
5. Diary Management for CEO and, in addition, for the Corporate Team as required.
6. Develop a carry forward system for key activities and action plans so that progress on key objectives is monitored and reported on at the appropriate points.
7. Support the CMT in managing the risk register and ancillary action plans and take responsibility for the administrative tasks associated with that.
8. Carry out or organise any research needed in order to help prepare for key meetings and ensure the CEO is fully prepared and briefed prior to attendance.
9. Produce briefing papers on matters of interest to the CEO and to help CrossReach influence public policy affecting social care in Scotland.
10. Act as a support to the CEO in their liaison with senior staff in the National Church Offices and help in the research and preparation of the Annual Report (Blue Book) and arrangements for the General Assembly and associated events.
11. Act as the first point of contact for the CEO with internal and external stakeholders dealing with correspondence and phone calls on a routine basis.
12. Produce high quality administrative support including drafting letters and other correspondence on behalf of CEO.
13. Proofread/arrange for proofreading of outgoing documents and reports.
14. Answer general questions, filtering routine matters to appropriate parties and follow up to ensure any action needed has been taken.
15. Take initiative to resolve low level problems within policies and guidelines.
16. Meet and greet visitors, book meeting rooms and arrange refreshments.
17. General administrative duties including setting up and maintaining filing systems.
18. Ensure compliance with GDPR regarding data held and information handled in connection with the service provided and maintain safe systems.
19. To demonstrate and share Christian love and support including sharing with others the leading of worship in accordance with CrossReach policy and by ensuring all staff meetings are opened with prayer and Bible reading.

Qualifications

Essential:

• Educated to at least SCQF level 6 in a relevant discipline (Business Administration or Management or similar).
• Educated to at least SCQF level 6 (Scottish Higher) in English.

Desirable:

• Relevant qualification and/or experience in social care or public policy.

Personal

As we do our work in Christ’s name the job you have applied for requires you to have a Christian faith and be able to work within and uphold our Christian Ethos (this is an ongoing occupational requirement under the Equality Act 2010).

This post requires you to complete a Standard Disclosure and undertake the necessary vetting checks.

Skills and Abilities

Essential:

• Post holder must possess excellent communication skills, including spoken and written English and the ability to proof read documents and correspondence to a high standard.
• Post holder must have previous experience in a similar role supporting a Senior Executive.
• High level IT skills including MS Word, Excel, PowerPoint and Outlook.