This vacancy has now closed

Executive Support Officer

  • Full time
  • £30,667
  • Glasgow
  • Closing 27th May 2022

  • Advertised from 12th May 2022
  • Permanent. 35 hours per week. Salary – £30,667.85
  • Ref: ESOCS0522


We are looking for an enthusiastic individual who shares our values (Kind, Passionate and Creative) to join our organisation, assisting in supporting people experiencing homelessness and empowering them to thrive.

The Executive Support Officer provides efficient, high quality and proactive support to the Board, CEO and the Senior Leadership Team at Blue Triangle. The post holder coordinates and oversees a diverse portfolio or corporate activities including central support reception and customer service, committee management, compliance and regulatory reporting, policy & procedures, and risk management.

This critical role will support the organisation in achieving our mission and values and is responsible for represent the CEO in all they do, reflecting the values of our organisation in every interaction and communication.

Your normal working hours will be Monday to Friday, 9am-5pm

The Executive Support Officer is responsible for supporting the Director of Corporate Services:

  • Board & Committee Management: Manage the coordination and administration of the management committee including all board committee meetings, ensuring consistency in approach to papers, minutes, meeting notes, and action logs, recognising the board want to see a single action list across all meetings
  • Policies & Procedure Management: Manage the portfolio of policies and procedures across the organisation, bringing consistency in the levelling of information in all documentation, using model documents as far as possible, sourcing advice and insights from membership bodies, ensuring that review cycles are in place, and working with the L&D Manager and Communications & Engagement Manager to ensure all policies are effectively trained/cascaded out into effective working practice.
  • Risk Management: Manage the organisational risk register and the levelling of risks at board, committee, and programme level. Ensure that risks have closure or mitigation actions that are owned and are being completed. Ensure that processes are in place for identifying and reporting on new risks and/or on any change to risk profile (increasing or decreasing).
  • Compliance Management: Manage the key compliance-related processes including FOI Requests, Complaints, Data Access Requests, Board Governance, Regulatory Returns and Regulator Information Requests. Ensure that all processes and responses are managed effectively and in line with legislation and guidance, seeking legal advice where required.
  • Corporate Action Tracking: Manage a single register/log that tracks all Corporate Actions, including from Board & Committee Meetings, Internal Audit Reports, Corporate Risks, and to meet any Compliance and Regulatory requirements.
  • Funding Coordination: Track new sources of Trust & Foundation Grant funding using Grant Finder, add to the Funding Pipeline to be qualified In or Out as a potential source of funding for new service developments, and support the coordination of Funding Bids across the Bid Team allocated to each opportunity.
  • Tender Coordination: Track new Public Tenders using PCS Scotland, add to the Opportunity Pipeline to be qualified In or Out as a potential new service contract, and support the coordination of Tender Responses across the Bid Team allocated to each opportunity.
  • Regulatory Reporting: Coordinate all required reporting and updates to SHR, OSCR, Care Inspectorate, and SSSC in line with annual calendars or as incidents or events require. Ensure our records held with each regulator remain accurate.
  • Central Support Reception: Manage our ‘first contact’ presence in a physical sense in Central Support, via our corporate phone number, and through other corporate contact channels such as e-mail.
  • Administration Support: Provide administration support to the Senior Leadership Team with first line management to the corporate support administers/apprentices.
  • Executive Support: Provide ad-hoc support to CEO and Director of Corporate services as require for diary management and scheduling.

Please find attached a role profile further highlighting the experience and qualifications required to undertake this role.

Application notes

Should you wish to apply, please send over a Cover Letter and CV to detailing how you meet the requirements for the position, with the job reference (ESOCS0522) in the subject field.

Closing date for applications is Friday 27th May 2022 by 12 noon.

Blue Triangle Housing Association recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, marriage or civil partnership, pregnancy or maternity, religion or belief. We welcome applications from all sections of the community.