Sample job description

Office Manager/PA to the Chief Executive

The Media Trust

We help charities communicate. We do this by encouraging media and communications professionals to give their time and skills. We have three areas of work:

1. Communications training via seminars and one-to-one matching.
2. Video and television production.
3. The Community Channel, our television channel for the voluntary sector on Sky digital 684, Freeview 46 and Telewest 233.

Role

This post will provide secretarial support to the Chief Executive together with the management of the Media Trust office and IT systems. The post will also provide book-keeping support to the Finance Manager. The post will offer plenty of opportunities for initiative and independence in a growing media charity of 25 staff and a turnover of £1.9 million.

Responsibilities

PA

• Managing the Chief Executive's office including diary, telephone, servicing meetings and providing a crucial first point of contact for the organisation.
• Servicing the board of trustees, especially board meetings.
• Maintaining the press cuttings file and notice board.
• Liaising between the Chief Executive and Media Trust staff, working especially closely with the Deputy Chief Executive.

Office Manager

Office

• Ensuring the office is run cost-effectively in compliance with legal obligations and in a staff-friendly manner.
• Keeping all equipment well-maintained and insured where appropriate.
• Ordering of office supplies and ensuring best value.
• Handling all health and safety issues, office risk assessment and office security.

IT

• Ensuring cost-effective maintenance and customer-focused development of systems.
• Work with IT consultant to ensure all software and hardware is working and staff problems are rectified as soon as possible.
• Developing necessary skills to provide emergency support should IT consultant not be available.

Human resources

• Working with Deputy Chief Executive to ensure human resources policies are legally compliant and supportive of staff.
• Ensuring all policies are implemented across the organisation and day-to-day support is provided.

Finance

• Providing support to the Finance Manager where required.
• Opening post and registering and distributing cheques.
• Issuing invoices.
• Processing and inputting invoices onto Sage.
• Banking cheques.
• Managing and reconciling petty cash.
• Chasing payments and acting as first point of call for enquiries.

Person specification

• Experience of providing personal assistance to a senior manager.
• A minimum of two years' experience of office management.
• Evidence of managing IT.
• Book-keeping experience.
• Evidence of providing good customer service.

Find out more about other staff issues and examples in the In more depth section.