Football FoundationRecruitment pack Personal Assistant to the CEO October 2018

Contents page

1. About the Football Foundation..........................................................................................

2. Main purpose of the role.....................................................................................................

3. Salary banding for the role.................................................................................................

4. Location................................................................................................................................

5. Key responsibilities of the role..........................................................................................

6. Qualifications needed for the role.....................................................................................

7. Knowledge needed for the role..........................................................................................

8. Skills and experience needed from applicants................................................................

9. What does the Foundation offer?......................................................................................

10. Equality and diversity.........................................................................................................

11. Selection process................................................................................................................

12. Equality and diversity monitoring......................................................................................

13. Data protection....................................................................................................................

1. About the Football Foundation

The Football Foundation is a UK registered charity (Charity number 1079309) and company limited by guarantee (registration number 3876305). It was incorporated in November 1999 as The Football Trust Charitable Trust, changing its name to the Football Foundation (Foundation) in April 2000.

Funding is received from the very top of the professional game through the Premier League (PL) and The FA and from the Government, via Sport England (SE). The Foundation is the responsible delivery partner for this funding. It then uses this money to leverage further partnership funding, to deliver a programme of new and improved community sports facilities in towns and cities across the country.

The Foundation is helping to transform the landscape of community football facilities by delivering the biggest investment into the grassroots community football infrastructure ever seen in the UK. It has delivered thousands of grassroots community football facilities and community projects since its launch in July 2000. Foundation-funded facilities have not only provided a much-needed improvement in the quality of football infrastructure, but each facility serves to breathe new life into communities, by regenerating rundown areas and providing access to sport for people of all ages and sections of society.

2. Main purpose of the Personal Assistant role

The successful candidate will focus on providing a comprehensive and pro-active secretarial support service to the Chief Executive Officer.

3. Salary banding for the role

The salary band for the role is £28,000 to £34,000 per annum. Appointments are generally at the stated minimum, but this will depend on qualifications and experience specific to the role requirements.

4. Location

The role will be based from the Foundation’s office in central London.

5. Key responsibilities of the Personal Assistant role

The personal Assistant will work with the Executive team. Below are the key responsibilities that form part of the role (this list is not exhaustive):

Diary Management

Managing conflicting priorities and a changeable diary; ensuring the needs of the CEO, Senior Management Team and the Management Team are met, in line with business requirements.

Arranging internal and external meetings; ensuring all necessary provisions and AV requirements are in place.

Ensuring the CEO is prepared for each meeting; compiling papers and arranging any necessary briefings.

2

Being the first point of contact for external visitors for the CEO; welcoming and hosting guests for meetings.

Arranging for the provision of travel, when required.

Inbox and task management

Monitor CEO’s inbox with the strictest confidentiality, to create and manage an actions list; ensuring all tasks are completed within deadlines and responses are made in a timely manner.

Liaise with principal internal contacts, as appropriate, to ensure tasks and projects are fulfilled.

Deal with incoming post, telephone and email enquiries, prioritising for the CEO’s attention but also redirecting and responding as required.

Minute taking and servicing meetings

Providing secretariat support for key internal and external meetings by creating agendas, taking minutes, compiling action trackers and monitoring the progress of actions as required.

Where needed, support the Board and Panel Secretary to ensure the Board and Panel cycle operates effectively and efficiently. All minutes and papers to be produced and distributed in line with Terms of Reference and all governance procedures to be supported.

Drafting correspondence and proofreading

Draft correspondence and internal publications on behalf of the CEO, as required; ensuring a high standard of accuracy and professionalism is adopted, in line with corporate guidelines.

Proof read internal documents and correspondence, considering the CEO’s bêtes noires.

Dealing appropriately with sensitive information and important documentation.

Stakeholder management

Co-ordinate information with the Chairman and Trustees and liaise with their offices. Recognising who the CEO’s key contacts are and building strong relationships with their personal staff.

Other tasks

On a periodic basis, assist in recording the CEO’s expense claims in line with the Foundation process.

From time to time, play an active part in special event projects with colleagues across the organisation.

To undertake duties as can be reasonably expected to ensure the smooth running and efficiency of the Executive department and organisation as a whole.

3

To carry out duties and responsibilities of the post at all times in compliance with Foundation policies – especially Equal Opportunities and Health & Safety.

6. Qualifications needed for the role

The Foundation is looking for applicants to have a good all-round education to at least an A-Level standard.

7. Experience and knowledge needed from applicants Knowledge of and enthusiasm for sport as a whole and its importance for

individuals and society in general is preferable.

Experience in a similar role is essential, demonstrated by:

- Experience of dealing with confidential information.- Experience of providing a high-level support service to senior managers.- Forming strong working relationships internally and externally.- Extensive experience of diary management.- Exceptional written skills including the ability to write concise, engaging

copy.

8. Skills and abilities

Strong organisational skills that reflect the ability to plan and prioritise multiple tasks seamlessly, with excellent attention to detail.

Proficient in the use of the Microsoft Office suite (Outlook, Word, Excel and Power Point), with the appropriate level of IT competencies to learn new software and support the completion of tasks in a fast-paced environment.

Strong interpersonal and communication skills, both written and verbal, with the ability to build relationships with key contacts and stakeholders.

The ability to negotiate, make decisions and be proactive in problem-solving with emotional maturity.

Demonstrated skills in proof-reading; to ensure all correspondence, documents and publications are written to a high standard of accuracy and are appropriate to their audience.

Experienced in minute-taking with the ability to make an accurate record of meetings reflecting discussions, actions taken or agreed and next steps.

A highly resourceful team-player, with the ability to be extremely effective independently. A proactive self-starter that can immerse themselves in team and project work.

4

Proven ability to handle confidential information with discretion and diplomacy and be adaptable to various competing demands.

The ability to develop and sustain a level of professionalism at all times among staff and external contacts.

Committed to self-development, to support the growth of the business and requirements of the role. An ability to identify developmental needs to ensure a high level of operational efficiency.

9. What does the Foundation offer?

The Foundation offers a great environment in which to grow your skills and knowledge and develop your career. The salary and benefits package is competitive, including 25 days annual leave (plus bank holidays), flexible core working hours, a generous pension scheme, health care provision, and an annual salary review (after probation). The Foundation also has a social event twice a year with all staff member.

10. Equality and diversity

The Foundation is looking to develop a workforce that effectively represents the broad, diverse national constituency that we support and which provides for the broadest range of opinions. While we will appoint on merit, the Foundation is committed to establishing a workforce that represents a diverse range of backgrounds, knowledge, experience and personal attributes. Accordingly, we would encourage candidates from all walks of life and backgrounds to apply.

5

11. Selection process

Selection will be consistent with the recruitment and selection for all Foundation appointments. It is anticipated that this will include a two stage interview process. All applications will be ‘sifted’ against the criteria set out in the role and person specification to compile a ‘short list’ who will be invited to the Foundation’s office at 10 Eastbourne Terrace for an interview.

12. Equality and diversity monitoring

All applicants are encouraged to complete the Foundation’s Equality and Diversity Monitoring Form, which can be found at: https://footballfoundation-self.achieveservice.com/service/Equal_opportunities . This confidential and anonymised form helps the Foundation to build up a picture of who is applying to join the organisation and monitor our progress in this area. This form will be kept separate from your application and will have no part in the shortlisting process.

13. Data protection

When you apply for a role at the Football Foundation, information provided as part of your application will be used for the recruitment process. We will use the contact details you provide us with to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

Any personal data about you will be held securely with access restricted to those involved in dealing with your application and in the recruitment process. Once this process is complete, the data relating to unsuccessful candidates will be stored for a maximum of 6 months and then destroyed. If you are successful, your application will be retained and will form the basis of your personnel employment record. Information provided for equality and diversity monitoring will be used solely for monitoring the Foundation’s progress in this area. Equal opportunities information is retained for 12 months following the closure of the recruitment campaign whether you are successful or not.

We will not share any of the information you provide during the recruitment process with any third parties.

Please also ensure that you are familiar with the Football Foundation’s privacy statement , candidate Privacy statement and data protection policy that can be found on our website, or though this link https://www.footballfoundation.org.uk/privacy/ as well as the Foundation’s Cookie policy. Again this can be found on our website, or by following this link: https://www.footballfoundation.org.uk/cookie-policy/ .

6

The Football Foundation positively welcomes and seeks to ensure we achieve diversity in our workforce and that all applicants and employees receive equal and fair treatment. We encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

7