Job Grade: 5
Closing date: 24 May 2019
Job title of line manager: Chief of Staff
Contract type: Fixed term position for 6 months
How to apply
To apply for this role, please send your CV and a cover letter to: email@example.com.
Purpose of job
Working with, and reporting to, the IFoA Chief of Staff, you will be part of a small team that provides administrative and secretariat service to IFoA leadership as part of the Chief Executive’s directorate.
- Financial – no budgetary responsibility
- Members of staff – no managerial responsibility
- Other – this individual will work within a team of eight, primarily supporting the IFoA’s Corporate Secretary and Assistant Corporate Secretary. Ad hoc support to other members of the Chief Executive’s Office may be required.
- Helping to facilitate the smooth operation of the IFoA’s public (e.g., AGM), leadership, and other meetings, including supporting the organisation of meetings, collation of documents, preparation of agenda and papers, issuing packs prior to meetings; as required, may also take attendance, minutes, and key follow-up actions.
- Providing administrative support to the IFoA’s Corporate Secretary, Council, other corporate Boards and Committees, legal entities and Trust Funds as may be required, including collating/formatting/circulation of documents and presentations, as well as processing expenses.
- Maintaining action logs, registers and other lists, helping to manage and prioritise actions (to and from the Chief of Staff), ensuring deadlines are met and work is delegated to the appropriate person or team.
- Dealing with correspondence, collating information, and writing reports, as required.
- Supporting the management of the calendar for Council and other meetings, and booking travel and accommodation.
- Ad hoc projects and other duties as may be assigned; the CEO Team Assistant will contribute to wider team objectives and deputise for other team members as appropriate.
- Proactively support effective communication across the Directorate and the organisation.
- Contribute to the organisation of employee events (e.g., away days for Directorate and employees).
- Assist other PAs as part of a wider PA network.
- Line manager (Chief of Staff)
- IFoA Corporate Secretary and Assistant Corporate Secretary
- Colleagues in the CEO Directorate
- Other PAs
- Wider network of employees
- May provide secretarial support to of the President, President-elect, Immediate Past President and Chair of Management Board
- Will follow and contribute to the development of clear procedures, supporting process improvements as and when such opportunities are identified
- Takes initiative to correctly prioritise and organize a changing workload, and the work of the Chief of Staff, to flexibly accommodate external deadlines or issues arising
- Managing, prioritizing, and scheduling meetings and deadlines for associated papers
- Ability to manage stakeholders’ expectations with regards to delivery, and escalating and bringing critical information and concerns to attention of the Chief of Staff
The role is varied and requires strong administrative and organisational skills. A flexible and team-orientated approach is required. You must have the ability to prioritise and manage a large and varied workload and be happy working in a fast-paced environment.
The role is important to the success of the CEO Directorate and elected volunteer leadership. The job holder will make a contribution to the achievement of the Directorate’s overall objectives.
Knowledge and experience
- Educated to A-level standard
- Appropriate experience in a PA or project coordinator role
- Solid experience of working with and for senior staff members, and knowledge of working and liaising with boards
- Strong communication, minute-taking, organisational, administrative and computer skills (MS Office suite: Word, PowerPoint, Excel, Outlook)
- Strong time management skills.
- Expertise in all MS Office packages
- Strives for high standards of delivery
- Communicates (verbally and through written work) clearly and concisely
- Strong interpersonal skills (tact, honesty, integrity, discretion, diplomacy, confidentiality, patience and ability to get on well with all levels of stakeholders)
- Ability to prioritise and manage a large and varied workload
- Minutes and note-taking
- Enthusiastic, keen to learn and be part of a team
- Knowledge of project management processes and best practices
- Interest or experience of actuarial or membership body / regulatory issues.
- Experience of working in an organisation with volunteer leadership.
Values and behaviours
The following values and behaviours are a standard requirement for all roles within the IFoA.
You must be honest and fair in your dealings with other employees, and respects and acknowledges the opinions and contributions of your colleagues and do the right thing when there is a choice to be made to do so.
You must works together with other employees and proactively build relationships to achieve individual, team and corporate objectives and create engagement from stakeholders.
You must help to develop the future of the IFoA with a focus on continuous improvement, contributing with their ideas, providing feedback where appropriate and sharing learning.
You will be based primarily in the IFoA’s London office, but will be required to travel as required to be an effective member of the team. This may include, but is not limited to, an overnight trip within the UK at least four times a year. Extended hours of work may be required at certain times of the year.
We aim to respond to all enquiries within three working days.
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