Position Title: Executive Assistant/ Facilities Co-ordinator
Location: Harrow, Middlesex
Department: Main Office
Reports To: CEO
Salary: £35,000
Duration: Permanent / 37.5 hours
Closing date: 15th August 2023
Apply to: jahammond@me.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:
Delivering high-quality and novel preclinical studies.
Executive Assistant:
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.
Facilities Co-ordinator:
Taking responsibility for building management, including reception and cleaning, and acting as Health & Safety (H&S) Manager for the office facilities.
As Executive Assistant:
As Facilities Co-ordinator:
Financial: The post holder will not be a budget holder
Staff: Cleaning staff
Other: n/a
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.
Accountability
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.
Appraisal
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.
Confidentiality
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.
Information Governance
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.
Quality Assurance
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.
Records Management
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.
Smoking
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 jahammond@me.com
Please apply to each role with the specific email detailed with the job specification.