Job Description

Job Summary

- Maternity Cover
The Whiteley Homes Trust, "the Trust," is a charity that manages Whiteley Village in Surrey. The purpose of the charity is to provide homes for older people of limited means from all over the country. Founded over a hundred years ago in Walton on Thames, Surrey, the Village is located in 225 acres of beautiful grounds and is a very special place to live and work.

Established in 1917 the village has many Grade 2 listed buildings and provides housing for nearly 400 older people of limited means. There are 265 Almshouses and 51 extra care apartments, and the Village also has a church, activity centre, pool, village hall, shop and community cafe. There is also a small number of market rent properties within the village.

As the Trust's EA and Board Secretary, you will provide proactive, efficient, adaptable and professional support to the Executive team, Board Chair and committee Chairs. You will be responsible for the administrative management of the Board, Committee and Executive meetings, with additional wider functions of supporting with document management and archiving.

This is a position of trust, providing the highest level of support to the Executive team and Board of Trustees. You are key to the management of the Chief Executive's schedule and controlling the flow of information, requiring a high level of initiative and personal judgement.

You will be required to maintain an understanding of the Trust's strategic priorities and apply this awareness to support the Executive team and Board of Trustees. This role requires a high level of proactivity and organisation skills as well as attention to detail, sound judgement, flexibility, and the ability to work to absolute deadlines. With excellent interpersonal skills, requiring negotiation and influencing across senior staff and an understanding of Executive and Board challenges and approaches within a complex, charitable environment.

You will provide first-class support across a full spectrum of administrative, project, networking, and analytical activities for the Trust's Chief Executive and, as required, for the other Directors and the Chair of the Board and sub-committees. This will involve comprehensive day-to-day support in the form of diary management, acting as the first point of contact on all communication matters, arranging meetings and providing a full range of administrative and secretariat support for key meetings and visits.

Duties

Executive Administration and support

Act as the key contact between the Chief Executive, Directors and key stakeholders, including Trustees, external visitors and stakeholders and residents. Produce agendas for Leadership Team and HODs meetings, take minutes at meetings and manage follow up action as required. Manage the Chief Executive's communication and diary requirements, arranging meetings and appointments, ensuring time is maximised and deadlines are met. Plan and coordinate various projects and meetings, including setting agendas, producing and circulating minutes in a timely manner and following up on agreed actions. Coordinate activities for key Trust compliance activities, including GDPR, archiving, risk register and Business Continuity planning. Support the Chief Executive and Leadership team with discrete pieces of work or projects as required. Work with the Head of Estates and Facilities to ensure office supplies and general office management standards are maintained.

Board Secretarial Duties

To provide an efficient and professional service to the Board of Trustees and its delegated committees including organising, servicing and attending the meetings, producing the annual calendar of meetings, agendas, supporting papers, taking and distributing minutes. Maintaining the Trust's Governance Handbook, reflecting any changes in a timely manner. Maintain accurate registers and records, ensuring systematic and organised record keeping in accordance with legal requirements for records management. Maintain and update the Register of Trustees and Declarations of Interest. Maintain strict confidentiality in all Trust matters, adhering to GDPR guidelines. To carry out specific tasks commensurate as requested by the Chair or Chief Executive. Liaise with the appropriate regulatory bodies on governance issues, including the Regulator of Social Housing, the Charity Commission, the Housing Ombudsman Service and Companies House. Ensure information requests and regular returns are completed and published in a timely manner. Support the Chair of the Board as required. Coordinate Trustee recruitment, onboarding and induction. Draft Board correspondence, internal governance summaries and Trustee updates.

Complaints Officer Responsibilities

Maintaining the Trust's Complaints database with accuracy and discretion. Responding to residents in a timely, empathetic and professional manner. Ensuring that individuals delegated to investigate and respond to complaints do so within the Housing Ombudsman's required timescales. Supporting the Trust's commitment to transparency, accountability. and continuous improvement in line with regulatory expectations. Following up with team on complaint updates and setting reminders.

Document management and archiving

Collate Trust Performance Indicators and produce a monthly report for the Leadership Team and Board of Trustees. Establish and manage an efficient and secure document management system, ensuring GDPR compliance. Provide training and support for other departments to ensure the system is efficiently used and managed. Implement a centralised system for Trust Policy management, ensuring an appropriate review process and version control.

General

It is the duty of all employees to ensure that a safe working environment and safe working practices are always maintained. It is also the responsibility of the management team to ensure full compliance. Undertake any other duties which may be reasonably deemed to come within the scope of the post, relating to the activities of the department Foster a positive work environment by treating colleagues, clients, and stakeholders with respect and understanding. Establish and maintain clear professional boundaries while ensuring effective communication and collaboration. Demonstrate integrity, accountability, and consistency in all tasks and interactions. Work effectively as part of a team, while also being self-motivated and capable of independent work. Ensures full compliance with all the Trust's Policies and Procedures. To complete mandatory and job-related training as required. You will be responsible for the confidentiality, integrity and availability of all data which you have access to in the course of your work. You must not disclose any information of a confidential or sensitive nature about the Trust, any or our service users or any of our employees. There is an exception if you need to share this information as part of your job or if you are required to by law. Prepare induction packs, organise site visits and facilitate introductions to the Leadership Team. Managing CEO inbox when they are on annual leave.

Experience & Knowledge

A minimum of 3 years Executive Assistant experience, ideally working with CEO/Directors and ideally some experience working with Trustees/Board Members. Exceptional written skills and experienced at producing accurate minutes and governance documentation. Delivery focused with excellent organisation skills, with the ability to prioritise and organise workload agreed within deadlines. Excellent presentation skills, both formally and informally. Numerate and financially aware with the ability to analyse data and statistics as required. Good ambassadorial and diplomatic skills. Proven ability to build strong relationships, both internally and with Trustees and a range of external stakeholders. Exceptional communication skills with the ability to liaise with Trustees, external parties and visitors. Highly competent PC skills including MS Office - Word, Excel, Outlook and PowerPoint. Ability to work without supervision, multitask and work under pressure, meeting deadlines. Helpful to have knowledge of governance issues in any type of public service organisation. Proven experience of ability to carry out the full role to an exceptional standard.

Personal Qualities

A proactive problem-solver who works with initiative at all times. Team player with a flexible, can-do approach to work. Proven planning and organisation skills. Discrete, professional and confidential. Outgoing, confident and approachable. Passion and enthusiasm for the charitable sector. Good personal presentation and high level of professionalism. Proven ability to work under pressure with a high degree of accuracy and to tight deadlines, ensuring others in the team do the same.
Job Types: Full-time, Temporary
Contract length: 12 months

Pay: 24,420.00-45,140.66 per year

Benefits:

Company pension On-site parking
Work Location: In person