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Executive Officer

Metanoia Institute

Job Type: Permanent, Part time. Flexible / Hybrid working. 2.5 days per week

A wonderful opportunity has arisen to join Metanoia Institute as we embark on an exciting organisational development programme. Working as an Executive Officer you will ensure that the service to the CEO, Board of Trustees and Executive is done in a reliable and professional manner. You will be a highly flexible and trusted individual who can deal with highly confidential material. You will exude confidence and professional authority, have the ability to anticipate and act autonomously in the best interests of the CEO and the organisation. You will be adaptable and unflappable, willing to listen and learn, and be proactive with good instincts. The role demands someone who displays high levels of loyalty and discretion, but a warm and empathic team player. The role will suit an individual who requires great flexibility in their work.

Metanoia Institute is a well-established charity that has provided high-quality education and training in psychological therapies for over 30 years. With premises in Ealing, London, (close to the tube) Metanoia Institute provides education and training for almost 2000 students, two thirds of who are part-time and post graduate students.

Founded in 1984, Metanoia Institute was one of the first institutions to offer professional, humanistic – oriented programmes in psychotherapy and counselling in the United Kingdom. In 1994 the Institute commenced its longstanding and collaborative relationship with Middlesex University, the degree validating partner. Now, as a mature and successful higher education provider, the Institute is preparing to take on the overall responsibility for these programmes and is progressing an application for Degree Awarding Powers.

 The Role

Reporting directly to the CEO and Chair of the board, the successful candidate will provide professional, administrative support for the CEO, minute taking, preparing documents, arranging meetings with multiple attendees, proactively dealing with a wide range of matters, sometimes highly confidential and / or urgent while demonstrating initiative and sound judgement. The role requires a highly experienced and knowledgeable individual who can be proactive, creative and work on their own initiative.

ROLE and RESPONSIBILITIES:

Committee Secretary 

  • Develop and maintain administrative systems to support the activities of theBoard and Executive Committees 
  • Coordinate logistics for committee meetings, such as booking venues, arranging catering, and ensuring the availability of necessary materials.
  • Review, establish and manage Committee record keeping within the designatedoffice, ensuring information is accessible and retained in an appropriate manner. 
  • Maintain a comprehensive and up to date published calendar of committee meetings, ensuring changes to published schedules are communicated and arranged effectively in collaboration with other ley stakeholders. 
  • Maintain a detailed calendar of committee actions and deadlines and proactivelyadvise owners on impending deadlines. 
  • Prioritise, coordinate and arrange committee meetings including the preparation of briefing material, distribution of papers and agendas and taking forward any points of action, as required.
  • Prioritise, initiate, respond to and redirect where necessary internal and external
  • communications (including emails, letters and telephone calls) and arrange forother members of staff to represent the Executive at Committees when necessary. 
  • Support various key governance and committee activities including the collation ofinformation, preparation of papers and reports, maintaining confidential records,  dealing with queries and full committee support as required. 
  • To ensure that all committees operate in accordance within Institutional guidelines.
  • To be thoroughly familiar with the various committees' terms of reference so that appropriate advice on the committee’s business in relation to them can be given on them when needed.
  • To advise the chair of each committee on issues relating to the committee’s work and to ensure that the chair is well informed to ensure the smooth delivery of business.
  • To be aware of the wider context in which the various committees operate and in particular being able to relate its business to the Institutes strategic priorities.
  • To brief the committee chair before the meeting to ensure that any difficulties in transacting business are anticipated and appropriate strategies for handling them. For some larger committees with a wide range of business, briefing may best be undertaken by means of a written brief prepared by the secretary in  advance of a briefing meeting, for other committees the briefing meeting itself may be sufficient – each committee may set its own practice in this regard.
  • To be familiar with the membership of the committee when the periods of office of the members expire, and the procedure for replacing members. 
  • To take the minutes of the meeting according to agreed conventions and ensure that the necessary follow up action is taken.

Administrative Support  

  • Prepare and edit correspondence, reports, presentations, and other documents on behalf of the CEO.
  • Liaise between members of the Executive and other senior officers, administrativeand academic departments, ensuring effective communication. 
  • To take the minutes of meetings according to agreed conventions and ensure thatthe necessary follow up action is taken. Collect, collate, and present data on a variety of topics as required. 
  • Support the Executive’s external relation activities including the organisation ofinward and outward visits and other events as required. 
  • Produce a wide range of reports, letters, papers, and presentations, draftingappropriate correspondence on own initiative. 
  • Assist the Executive in undertaking ad hoc projects, working on own initiative toresearch, prepare and present information as needed. 
  • Provide high-level administrative support to the CEO, including managing and scheduling meetings,
  • May be required to supervise administrative / clerical / reception staff.
  • Any other reasonable duty as requested by the CEO.
  • Support the CEO in coordinating and monitoring strategic initiatives, special projects, and organizational priorities.
  • Assist in research, data analysis, and preparation of materials for presentations or reports.

Essential Skills and Experience

  • A degree or equivalent professional qualification. Equivalence may be accepted in lieu of formal qualifications through demonstrating comparable skills and ability to: 
  • Make decisions and solve problems in a complex environment.
  • Assemble, evaluate and analyse information to inform sound judgements.
  • Communicate highly effectively.
  • Adopt a proactive and self-managing work style.
  • A high level of literacy and numeracy
  • Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint.
  • Significant prior experience of efficient and effective running of committee meetings, preparing agendas, taking minutes to a high quality.
  • Experience of effectively managing electronic and paper-based filing and information systems.
  • Experience of working in a higher education environment may be an advantage but is not essential.
  • Excellent team working skills with the ability to work collaboratively and co-operatively with colleagues and external stakeholders.
  • Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.
  • Ability to successfully manage relationships with a wide range of contacts both internal and external to the Institute.
  • Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes and records of agreed objectives and actions for follow up.
  • Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.
  • Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative. Ability to draft a high standard of written correspondence on own initiative.
  • Ability to deal with sensitive information and to maintain confidentiality at all time.
  • A good understanding of information and procedural governance.

To apply, please submit a CV with Cover Letter to hr@metanoia.ac.uk via the 'Apply' button.

To learn more about this position, and to view the job description please visit the Metanoia Institute website: https://www.metanoia.ac.uk/ or to arrange an informal discussion about this role, please email the Chief Executive Officer, Dr Hannah Friend at Hannah.friend@metanoia.ac.uk

We believe equality, diversity and inclusion are fundamental to making Metanoia Institute a welcoming, vibrant and successful organisation. We encourage applicants from a range of backgrounds because having a diverse workforce opens up a wealth of possibilities, makes us more creative and accelerates our impact on society.

Location: London, Hybrid
Salary: £35,000 to £40,000 Full Time Equivalent (Pro Rated for part time)
Hours: Part Time
Contract Type: Permanent
Placed On: 26th February 2024
Closes: 14th March 2024
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