PA and Operations Assistant (Part-time)

PA AND OPERATIONS ASSISTANT (Part-time)

Closing Date: 27/09/2024

Location: UK

Reports to: Operations Manager

Direct reports: No

Hours per week (average): 20 hours per week

Type of contract: Permanent

Overtime Status: Exempt

Salary: £35,000 £40,000 FTE (Commensurate with experience)

Summary

We are a not-for-profit multi-stakeholder organisation founded to bring together business, civil society, and downstream users of steel, to provide a global standard and certification initiative for the steel industry. We have built a consensus on what sustainability looks like for steel including the impacts of mining, production, the scrap metal supply chain, greenhouse gas emissions, water use, workers rights, human rights, and biodiversity. Our Members include steel makers, mining companies, buyers of steel from the automotive and construction sectors as well as civil society organisations focused on labour rights, biodiversity, climate change, and many other important issues. We currently have over 150 members and nearly 15% of global steel production in membership.

This is a newly created role and we are seeking a highly motivated and experienced PA and Operations Assistant to join our growing team to play a vital role in supporting our mission and navigating the challenges of operating in a virtual environment. This position reports directly to the Operations Manager and will work closely with the CEO and other members of the team.

ResponsibleSteel is a small organisation, and the successful applicant will be expected to contribute across the organisation and not just in their core area of expertise.

Responsibilities

The PA and Operations Assistant provides PA support to the CEO and administrative support to the Operations Manager to ensure the smooth running of the Secretariats day-to-day activities and workplan.

Please keep in mind that as we work remotely, the team meet quarterly in person per year, and the successful applicant must be able to attend in-person team meetings as a requirement of this role is to assist with the smooth running of the meetings.

The main duties of the PA and Operations Assistant will be:

- Managing the CEO s diary, meetings and appointments.

- Booking and managing complex travel arrangements

- Providing some PA assistance to the Senior Management Team

- Developing efficient documentation and filing systems

- Maintaining and improving the Operations Department spreadsheets and trackers.

- Assisting the Operations Manager with the coordinating of meetings for Board, Committees and members, including but not limited to; booking travel, accommodation, conference facilities and refreshments

- Supporting the Operations Manager with the coordination of any office wide requirements or initiatives/projects on behalf of the Operations Department.

- Assisting with recruitment and onboarding/offboarding processes

- Compiling and submitting payment paperwork required by members.

Qualifications, Experience and Skills

Experience and Skills:

- A minimum of 5 years experience as a Personal Assistant to a Senior Manager/Director.

- Comprehensive understanding of office management systems and applications

- Exceptional organisational skills to manage multiple priorities and tasks.

- Ability to organise calls, workshops, meetings, etc.

- Proficient in numeracy with the ability to prioritise work and meet deadlines.

- Excellent written and verbal communication skills in English.

- Excellent interpersonal skills with the ability to interact culturally and diplomatically with diverse internal and external stakeholders.

- Proficiency in MS Office and cloud-based collaboration tools for international team interactions.

- Energetic and personable, able to adapt to change and work efficiently within a virtual team.

- Able to manage your own workload effectively whilst working under your own initiative

Application Method

To apply for this post, please provide a CV together with a suitability statement of no more than 500 words, outlining how your skills, experience and qualifications meet the requirements of the role, including the key responsibilities to: kraynor(at)responsiblesteel.org specifying PA and Operations Assistant in the email subject line. Please also provide examples of the following behaviours:

- Communicating and Influencing (Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others).

- Delivering at Pace (Take responsibility for delivering timely and quality results with focus and drive).

Applications without a CV and suitability statement will not be considered.

Please note that you must have authorisation to work in your designated home country (country of employment).

As part of the recruitment process a practical based sift exercise and interview process will be conducted.

For all candidates who are successful at the initial sifting stage you will be expected to complete a timed practical exercise which will consist of two short exercises. The practical exercise will last 30 minutes and will be sent out at 9am on Monday 7th October 2024 with answers to be submitted by 9.30am on Monday 7th October. (Further information will be provided nearer the time).

Applicants that pass the practical exercise will be invited to an interview expected to take place on Monday 14th October.

Please note that only applicants who pass the Practical exercises will move to the interview. The Practical exercises will be measured against some elements of the essential criteria.

The interview will consist of competence-based questions and experience-based questions. The following competences will be tested at the interview stage:

- Delivering at pace (Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback).

- Working Together (Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support).

Benefits

- 24 days annual leave + 8 bank holidays (FTE)

- Company pension

- Opportunity to work 1 x a week with our London based team at the co-working office based in Camden

- Equipment stipends for virtual working

- Hiring Statement

ResponsibleSteel is committed to building a diverse and inclusive team. We are committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic and rewarding and enables each of us to realise our potential. Our work environment is safe and open to all employees and partners, respecting the full spectrum of race, colour, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

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