Overview The role of the executive administrator is to facilitate the administration and organisation of monthly trustee meetings, and to support the executive director with administrative duties on an ad hoc basis. Attendance at board meetings is not necessarily required as we hold these on a Saturday and recognise that the applicant may prefer a more flexible approach. As such minutes may be taken from video recordings. Specific responsibilities:
- To liaise with Executive Director on the submission of relevant reports that may be required
- To request agenda items and compile an agenda (with the Chair).
- To file and share all board papers 1 week prior to each meeting
- To take minutes from each board meeting & circulate within 1 week of receiving them
- To ensure the action register is kept up to date and, where possible, reminders are sent to the relevant parties one week prior to the next meeting
- To ensure meeting links are sent out, and room bookings made where meetings are being held in person
- To assist the Executive Director with administrative duties as requested on an occasional basis
Limits to authority: The post holder may not, without the consent of the Trustee Board, enter into any agreement or contract with any other person, organisation or company. The post holder may not order any goods or services outside of a budget approved by the Trustee Board, without the express consent of the Chair and the Treasurer.
Reporting structure: The post holder is directly responsible to the Trustees for the specific areas of responsibility listed above.
Out of pocket expenses: The post holder will be reimbursed for reasonable “out of pocket” expenses incurred in the fulfilment of the requirements of the post. These include postage costs, telephone calls, travel costs (please find a copy of the expenses policy in the Volunteer Google Drive).
Support: All support and training necessary to complete the role to the required standard will be provided. Induction, ongoing support and appraisal will be provided by the volunteer manager, with whom any concerns may be raised. HBA is happy to provide a reference for employment purposes.
Personal specification: Essential skills/abilities
- Computer literate (word processing, e-mail etc.)
- Be able to independently and to agreed deadlines
- A team player, but able to work on their own without direct supervision
- Commitment to our vision, mission and values
- A high level of professionalism
- Excellent written communication skills
- Good interpersonal skills
- A reliable internet connection
- Interest in healthcare/broadcasting
- Experience using Google Workspace
Time commitment: 5-6 hours per month (flexibly distributed)
Please email firstname.lastname@example.org with a CV and covering letter with how you meet the requirements of the role.