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Governance Administration Assistant

Edinburgh | Cairn Housing Association
£18,863 - £23,578

Closing date

23rd February 2018, at 4.30 pm

Salary and Employment Details

20 hours per week (working pattern to be agreed with successful candidate)
Salary: £18,863 – £23.578 dependent on qualifications and experience, maximum entry point £20,749 per annum (pro-rata)

Job Description

Role Profile

Job title: Governance Administration Assistant
Department: Executive
Reports to: Governance Services Manager
Grade: 3
Staff responsibility: None

Organisational Structure

Governance Services Manager
Governance Administration Assistant

Job Purpose

To provide effective administrative support to the Governance Services Manager in:

Key Accountabilities
• Provide administrative support to the Governance Services Manager, and to members of the Board and Senior Management Team as directed.
• To be the key point of contact for Board Member enquiries Inc. booking travel and accommodation and expenses reimbursement
• Maintain registers, records and databases.
• Assist with servicing meetings including sourcing/booking venues and arranging catering, etc., for Board Meetings, AGM and Away Days.
• Diary management.
• Assist with day to day office facilities function, Inc. services and supplies
• Circulate information on training and events from SFHA, CIH, Housemark, Share, etc., make bookings and maintain register of events attended.
• Updating website and CHAT intranet as directed.
• Update and maintain Shareholding member’s database and other records as appropriate and compliant with General Data Protection Regulations.
• Respond to queries from internal and external customers in relation to Governance Services activities.
• Assist in the production of statistical information in relation to Governance Services activities.
• Undertake training, as necessary, to maintain high standards in the quality of work outlined in the job description.
• Provide a high level of customer service when dealing with internal and external customers.
• Adhere to the Association’s Health and Safety Policy.
• Carry out other Administrative tasks as required.

Person Specification

• Recognised Administration qualification such as SVQ3-4 or HNC/HND in Business Administration, or 3 - 5 years’ experience working in an admin role within a busy office environment

• Experience in delivering a customer focussed service, dealing with senior level staff, Board members.
• Experience of building and maintain working relationships and relationships with Board members and staff at all levels.

Skills and Abilities

• Excellent knowledge and experience of using Windows and Microsoft packages including Word, Excel, Access, PowerPoint and Office 365.
• Ability to produce statistical and other analytical information which is both accurate and well presented.
• Ability to work under pressure, using initiative and co-ordinate a varied and complex workload in order to meet deadlines.
• Dealing with a range of sensitive and confidential matters such as information relating to staffing, and corporate decision making
• Ability to work with tact, diplomacy and discretion, ability to work on own initiative/self-starter and to have confidence and experience to make decisions Ability to work under own initiative.
• Possess excellent verbal and written communication skills.
• Ability to understand and follow procedures.

• Knowledge of the housing sector would be advantageous.
• Knowledge of governance and regulatory requirements with a range of statutory bodies

Personal Qualities
• Ambition (is driven to do well, be effective, achieve, succeed and progress quickly through the organisation)
• Analytical reasoning (is driven to do well, be effective, achieve, succeed and progress quickly through the organisation)
• Compliance (adheres to policies and/or procedures, or seeks approval from the appropriate authority before making changes)
• Delegating (appropriately designates responsibility and refers problems or activities to others for effective action)
• Developing others (develops subordinates' competence by planning effective experiences related to current and future jobs, in the light of individual motivations, interest and current work situation)
• Empathy (understands the feelings and attitudes of others and is able to put oneself in others' shoes).
• Innovation (is change-oriented and able to generate and/or recognise creative solutions in varying work-related situations).
• Integrity (maintains and promotes organisational, social, and ethical standards and values in the conduct of internal as well as external business activities)
• Listening (draws out opinions and information from others in face-to-face interaction)
• Communication (is proficient in both written and verbal communication)

Core Competencies
• Put our customers first
• Strive for excellence
• Be accountable
• Think and act as ‘one team’
• Demonstrate respect
• Achieve work/life balance


Please note Cairn Housing Association does not accept CV's

Recruiter Information

Cairn Housing Association Logo

Cairn Housing Association
65 Haymarket Terrace

Tel for applications - 0131 524 2547

Email for applications - recruitment@cairnha.com

Contact for applications - None


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