At The Griffin Institute every staff member is a valued member of the team. We are proud to have a diverse and multiskilled workforce. Every member of staff has access to development and training and we focus on maximising the skills of all our staff.
Position Title: Executive Assistant/ Facilities Co-ordinator
Location: Harrow, Middlesex
Department: Main Office
Reports To: CEO
Duration: Permanent / 37.5 hours
Closing date: 15th August 2023
Apply to: email@example.com
Great opportunity for an executive assistant who enjoys a broad remit from working for the CEO, for the Board as Secretary and acting as Facilities Coordinator for this interesting charity. c£35k.
The Griffin Institute for Surgical Training and Research is a leading charity based at the Northwick Park Hospital campus in Harrow, northwest London. We possess nearly 30 years of experience, converting the best in surgical training and medical research into genuine successes which transform patient care.
Our mission is to improve patient safety and outcomes by:
Providing bespoke training in robotic surgery and other advanced surgical techniques in state-of-the-art facilities
Supporting translational and innovative research that advances patient health
Delivering high-quality and novel preclinical studies.
Supporting the CEO in terms of organising meetings, diaries and papers and where necessary, travel and accommodation. Acting as secretary to the Trust Board, managing meetings, taking minutes, collating and distributing papers. Also preparing reports and presentations as required, ensuring consistency and high quality.
Taking responsibility for building management, including reception and cleaning, and acting as Health & Safety (H&S) Manager for the office facilities.
Main duties and Responsibilities
As Executive Assistant:
Manage the CEO’s diary and the Directorate and senior management team meetings
Support the CEO and Directors with secretarial support as required
Act as Board secretary, managing the Board papers and committee meetings. Minute meetings and work with the Chair of Trustees to ensure efficient services to the Trustee Board and its committees
Organising any staff meetings and staff functions
General reception duties (answering phones, directing visitors, etc)
Responsible for updating and reporting staff sickness/annual leave records into Breathe (Human Resources Information System)
Establish and maintain documents and process and procedure management, general filing and archiving of documents in an organised manner for easy retrieval.
As Facilities Co-ordinator:
Manage and co-ordinate the maintenance of the premises, liaising with NHS Trust Estates’ Team as necessary
Ensure the effective running of the facility, meeting the needs of both staff and tenants, including reception, cleaning and the management of cleaning staff
Ensure that the security systems and processes affecting the premises, staff and clients are maintained
Act as H&S Officer for The Griffin Institute and take responsibility for collating and reporting any untoward incidents, accidents or potentially hazardous situations
Maintain registers of assets and equipment, including maintenance requirements and facilities and maintenance contracts
Support the development of IT to meet business needs under the guidance of the senior team and the IT consultant
Responsible for updating and maintenance of health and safety manual
Acting as first point of call for all tenants
Responsible for conference room bookings for staff & tenants (creating invoices)
Ensuring maintenance visits for pest control, lifts, air con/ventilation, water, fire safety, and security
Responsible for negotiating current service agreements in a cost-effective way
Responsible for ad-hoc call outs
Liaising with Estates on any building issues related to them via the service agreement
Acting as first point of call for all contractors on site.
Financial: The post holder will not be a budget holder
Staff: Cleaning staff
Probation: 3 months’ probation period
o Excellent professional communication, both verbally and written, with a variety of stakeholders
o Knowledge of H&S and General Data Protection Regulation (GDPR)
o Excellent knowledge of Microsoft packages
o Excellent attention to detail
o Good time management and able to multi task
o Punctual and able to meet tight deadlines
o Experienced EA able to manage diaries and work across and within teams
o Ability to maintain company website
o Manage social media activities
The Griffin Institute respects and values the diversity of its staff and visitors. We review our policies, procedures, and practices to ensure that all employees are treated equitably according to their needs. We are actively committed to ensuring that nobody who applies for a job, works, or studies at the Institute, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity, gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership.
Applications are welcomed from applicants with a disability. Equality of opportunity is our policy.
As an organisation we are committed to developing our services in ways that best suit the needs of our clients. This means that some members of staff will be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends.
Contextual or other information
Local accountability/reporting is defined within this job description. Overall, all staff are accountable to the CEO of the service who will be one of the main stakeholders of this post.
Formal appraisal of this post will be performed annually by a senior member of staff with the object being fulfilment of any agreed Personal Development Plan (including Continuing Professional Development), review of previously agreed objectives and agreeing those for the following year.
Any records of training and/or competence compiled in the course of this employment will be made available to the post holder and may be used in the application for any other position, whether within or outside TGI.
TGI recognises the importance of correct and lawful treatment of personal data and fully endorses and adheres to the six principles introduced by the General Data Protection Regulation “GDPR”. Any post holder who obtains, handles, processes, transports and stores personal data for TGI must adhere to these principles. The post holder will maintain appropriate confidentiality of information relating to TGI, individuals and service users. Such information must not be divulged or passed to any unauthorised persons. The post holder will be expected to comply with all aspects of the Data Protection Act (and any subsequent regulations).
Equality & Diversity
TGI is committed to achieving equality of opportunity for all staff and for those who access services. You must work in accordance with equal opportunity policies/procedures and promote the equality and diversity agenda of TGI.
The post holder is required to be fully aware of and committed to all Policies, Procedures and Initiatives relating to Information Governance – this will include, but not limited to, Data Quality improvements, Confidentiality, and Information Security. The post holder is required to take personal responsibility for safeguarding and ensuring the quality of information.
Policies & Procedures
TGI staff are expected to follow all policies, procedures, and guidance as well as professional standards and guidelines. Copies of all policies can be accessed via your manager or HR.
As an employee, you are a member of an organisation that endeavours to provide the highest quality of service. You are an ambassador of the organisation and as such, are required to ensure that high standards are always maintained.
The post holder has responsibility for the timely and accurate creation, maintenance, and storage of records in accordance with TGI policy, including email documents and with regard to the Data Protection Act, The Freedom of Information Act and any other relevant statutory requirements.
Risk Management / Health and Safety
Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act 1974, ensure that agreed safety procedures are carried out and maintain a safe environment for employees, service users and visitors.
TGI operates a ‘non-smoking’ policy. Staff are not permitted to smoke or use e-cigarettes anywhere within any location in which they work or when outside on official business unless designated specifically for smoking or vaping purposes.
Closing date: 15th August 2023
If you would like to apply or have any questions about the role please email with a copy of your CV and covering letter to firstname.lastname@example.org
Please apply to each role with the specific email detailed with the job specification.
My time at The Griffin Institute has been enjoyable, insightful and worthwhile. I have felt encouraged to get the most out of the available resources thanks to the variedness of the job role and incredible personal and professional support through mentoring and training opportunities. TGI has a fantastic culture of collaboration and care, where you feel encouraged to step outside of your comfort zone and learn as much as you can. You are presented with many opportunities to obtain valuable skills useful for a career in research, particularly pre-clinical trials and GLP. I have developed into a more confident and skilful scientist thanks to my time at TGI!
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