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JOB DESCRIPTION
Post:
Management Secretary / PA /HR Administrator
Responsible to:
Chief Executive
Line Management Responsibilities:
None
Hours per week:
20 Hours per week
Salary Scale:
Scale 5 NJC Point 22– 25 (£20,253 to £22,212) pro rata
Overall purpose of the job
The job of Management Secretary / PA /HR Administrator is to provide administrative
support to the CEO and management team while overseeing the Human Resource
administration function.
Working Hours – 20hrs/week negotiable
The core hours for this post are 4 hours/day, Monday to Friday. However, the post
holder may on occasions be required to work some hours flexibly which may include
evening and weekends
Main duties and responsibilities
 Provide a high quality secretarial and organisational support service to the
CEO
 Organising and servicing meetings. This will include preparing agendas, premeeting briefings and meeting papers, taking and distributing minutes, noting
action points and following them up.
 Maintain efficient systems and support in dealing with correspondence, diary
and meetings
 Organising and maintaining effective filing systems and data bases.
 Coordinating and compiling reports to stakeholders
 The administration of Human Resource issues:
a. Organise and oversee administration relating to recruitment and
selection of staff, including producing job descriptions, placing adverts,
organising interviews.
b. Provide administration relating to the coordination of induction, training
and skills development.
c. To oversee that Supervision and Appraisal Meetings are done
timeously.
d. Manage the maintenance of complete, up to date and accurate staff
records
Jimmy’s Cambridge, 1 East Road, Cambridge CB1 1BD ∎ 01223 576085
[email protected] ∎ www.jimmyscambridge.org.uk
Registered Company No 3259904 ∎ Registered Charity No 1058737
e. Ensuring company compliance on all employment law including
working conditions, disciplinary and grievance procedures, equal
opportunities, redundancies, paternity pay and maternity rights.
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Communication and liaison with staff, volunteers, external agencies and
funders as required.
Other duties that may be required from time to time, consistent with the nature
and level of responsibility of the post.
Take responsibility for personal training and development, and attend
appropriate supervision & training sessions.
At all times have a strong awareness and understanding of Jimmy’s policies,
including: health & safety, equal opportunities, diversity & inclusion, SOVA,
data processing and volunteering.
This job description is a general outline of the responsibilities of the post holder and
may be amended by Jimmy’s as the service develops and the expectations of the
role change. The post holder may be required to undertake other duties as may
reasonably be required from time to time.
Person Specification
Essential
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A commitment to the core values of Jimmy’s
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At least 2 years’ experience of working in an office
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Very good organisational skills
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Proven ability to take and transcribe accurate minutes of meetings
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Very good standard of IT skills and ability to use database, spreadsheet, word
processing, email and electronic diaries
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Ability to maintain trust and confidentiality
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Flexible and able to adapt to the needs of the organisation
Desirable
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Excellent telephone and written communication skills
Ability to relate well to people from a wide range of backgrounds, including
dealing with senior staff from external agencies
A understanding of good HR practice
Able to prioritise and manage own time and workload
Ability to apply tact and discretion
Flexible attitude to cover a wide range of tasks
Understanding and commitment to the aims and values of the organisation
Jimmy’s Core Values
There are seven core values that all employees
should be able to demonstrate.
1. Confidentiality: we always strive to maintain the confidentiality and privacy of
guests, volunteers, employees and supporters, both within and outside of Jimmy’s.
The only exceptions to this are where it is beneficial to guest support, as required by
SOVA or as required in law. Where possible guest consent should be obtained.
2. Honesty: we will uphold the principles of honesty and integrity in all of our dealings
and actions, both internally and externally.
3. Inclusion: we demonstrate equal opportunities for all staff, guests and volunteers.
We value and encourage diversity for all.
4. Professionalism: we are professional in all we do, upholding our policies whilst
exercising social responsibility towards everyone affected by Jimmy’s.
5. Passion: we are passionate about our work and aim for the best outcomes for our
guests. Through our passion we will educate and influence all those who come into
contact – both directly and indirectly – with Jimmy’s.
6. Empathy: we are able to understand issues, situations and feelings that may affect
our guests and others coming into contact with Jimmy’s, and will act appropriately.
7. Respect: we are respectful in all of our words and actions, at all times preserving the
dignity and rights of everyone we work with, and the work of partner agencies.
Jimmy’s Cambridge, 1 East Road, Cambridge CB1 1BD ∎ 01223 576085
[email protected] ∎ www.jimmyscambridge.org.uk
Registered Company No 3259904 ∎ Registered Charity No 1058737