February 2014

Dear Applicant

Executive Assistant

Thank you for your interest in the above role. Enclosed is the information you will
need to assist you in completing your application. To apply for this role you must
submit your current CV along with a supporting statement no longer than 1 side of
A4 and your salary expectations. It would also be helpful if you would complete the
equal opportunities monitoring form. It is not mandatory to complete this, and the
information is requested purely for equal opportunities monitoring purposes, in line
with our commitment to equality and diversity.

Applications should be emailed to jobs@kctmo.org.uk or posted to the HR Team,

Kensington & Chelsea TMO, The Hub, 292a Kensal Road London W10 5BE. We
would suggest that you email your applications to us wherever possible, to avoid
delays.

If you have any queries, please contact the HR team on 020 8964 6088 or via
jobs@kctmo.org.uk

We look forward to hearing from you.

Closing date for applications: Midday Friday 21 February 2014

Interview and testing: Monday 3 March 2014

Yours sincerely

Selina Saddul
HR Advisor

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Contents
Page

About Kensington & Chelsea TMO 3

Job description and person specification 4-9

Structure charts 10-11

Terms and conditions 12

Press advertisement 13

Further information about the KCTMO can be found at www.kctmo.org.uk.

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About Kensington & Chelsea TMO
The TMO was formed in 1996 when the Royal Borough's tenants and leaseholders
voted to take over the management and improvement of their own homes. We were
the first borough-wide tenant management organisation in the UK and the only
tenant led ALMO - a not for profit company providing landlord services to almost
10,000 homes in Kensington and Chelsea.

We employ about 200 staff in offices situated around the Borough and were awarded
three stars excellent prospects by the Audit Commission in 2006.

Over the last few years the TMO has undergone change in relation to its Constitution
and Board, and more recently, in relation to the Executive Team. A new Chief
Executive, Robert Black, joined the TMO in May 2009. Robert is committed to
developing and continuously improving the TMO, in partnership with the TMO Board,
residents, staff, the Royal Borough of Kensington and Chelsea (RBKC) and a range
of external stakeholders to ensure that the TMO makes a real difference by providing
excellent services and value for money.

This is an exciting time to join the TMO and to help shape the organisation in its aim
to become the best social housing landlord in London.

Further information on the TMO can be found at www.kctmo.org.uk

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Job Description

Job Title Executive Assistant

Reports to Executive Director of Operations

Job Purpose To provide senior executive assistant support to the Executive Director of
Operations, including business support and, compliance control as well as
managing and developing the Administration Support Team (x 2 posts)
which provides general administrative support to the Directors within the
Operations Directorate. This post reports directly to the Executive Director
of Operations.

Dimensions Salary: 25,600 - 34,600

Main Location: The Network Hub 292 Kensal Road London W10 5BE

Accountabilities 1. Monitor and update the progress of service plans across the Directorate
including preparing regular updated plans to the Operations
Management Team (OMT) and working with the Business Improvement
Team, Directors and Heads of Service to ensure targets are met.

2. Work with Business Improvement to ensure monthly KPI reports are

produced for the OMT and to ensure any comments/actions relating to
adverse variances are sought from the appropriate responsible officer.

3. Work with the OMT and Health and Safety team to monitor progress on
health and safety issues related to the work of the Directorate. Attend
the Health and Safety Committee meetings and coordinate
responses/actions relating to the Directorate.

4. Work with the Communications Manager and OMT on identifying and

developing articles for the Link, Insider News, the website and any
other forms of communication both internally and externally to
positively promote the news of the Directorate

5. Pick up messages for individual managers and teams who may be out
of the office or in meetings for periods of time, using judgment to decide
the urgency with which such messages need to be passed on.

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6. Contribute to developing and take responsibility for maintaining and
providing all the necessary and relevant administrative and clerical
support systems for the Directorate.

7. Update internal office information promptly whenever staff changes

occur, including information kept for health and safety purposes and
participate in the induction of new staff/trainees in the Directorate and to
be prepared to advise other staff in the Directorate on admin matters
when necessary.

8. In conjunction with Finance, assist the Director of Operations in

maintaining and monitor expenditure records for the core Directorate
budgets.

9. Take responsibility for understanding and continually increasing your

knowledge of the function and purpose of the work of all sections within
the office and of the wider context in which the area office functions
including knowledge about all other area housing offices, Board
members, other sections of KCTMO local councillors and MPs,
Residents Associations, and external agencies and companies.

Compliance Support

10. Monitor and track the internal audit annual programme for the
Operations Directorate including referral of scope to Executive Team for
approval, the coordination of management responses from OMT and
preparation for approval by Executive Team. Monitor progress of
recommendations from agreed audit reports and work with the
Governance Manager to ensure audit recommendations are fulfilled
and reported to the Finance and Audit Committee in accordance with
meeting timescales.

11. Compile, reformat and quality check all reports for the Operations
Committee and ensure action points from the Operations Committee
are followed up by the appropriate person/team

Line Management

12. Manage lead and develop the Directorate administrative support team
in line with the organisations policies, behaviours and values to ensure
that an excellent customer focused admin service is provided to the
OMT.

P.A Support to the Executive Director of Operations

13. Prepare and collate the monthly Directorate Executive Team report
from the OMT.

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14. Manage the diary of the Executive Director of Operations liaising with
external stakeholders and staff as required and arrange external
meetings, travel, refreshments as required

15. Undertake minute taking for meetings as required, and ensure all
meeting requirements are met.

16. Work with the Complaints team to ensure all complaints and Councillors
queries relevant to the Director of Operations are managed effectively
and within timescales.

17. Use office IT systems and applications effectively to manage the

process of archiving files/documents and maintenance of appropriate
records in line with data protection and confidentiality principles on the
behalf of the Director of Operations for ease of retrieval.

18. Liaise with key Council Officers, Councillors, staff, residents and
external agencies on the behalf of the Directors of Operations in
collection and dissemination of information, reports etc, advising and
fact finding as may be required.

19. The management of general secretarial services including the co-

ordination of photocopying, dispatching of agenda, and assisting with
mailings to Tenant/Resident Associations and Councillors, etc.

20. Undertake other duties relevant to the nature, scope and level of the
role as necessary.

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Person Specification

Job Title: Executive Assistant

Department: Executive Assistant Team

Criteria Essential Desirable

Knowledge and Experience Previous experience in a senior Experience of working in a social
administrative/ PA role housing setting is desirable

Experience of
organising/supervising the work
of other staff

Skills Good organisational skills with

the ability to juggle numerous
tasks at once.

Ability to work to deadlines and

under pressure and use own
initiative in setting priorities and
deciding how the work should
be structured.

Fast and accurate typing skills

Ability to use the range of
Microsoft software applications
to compose reports, letters and
tables, and the ability to trouble
shoot system problems and
resolve either internally or in
liaison with ICT.

Other Leadership Behaviours:

Self belief - the confidence that

you will succeed; will overcome
obstacles to achieve the best
outcomes for service
improvement.

Self Awareness - knowing your

own strengths and limitations

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and understanding your
emotions and the impact of your
behaviour on others in diverse
situations and being able to
manage your own emotions and
be resilient in a range of
situations.

Drive for improvement -

motivated to improve
performance and to make a
difference to customers.

Personal Integrity - a strongly

held sense of commitment to
openness, accountability,
inclusiveness and high
standards and values.

Future planning - being

prepared to take action now to
shape and implement a vision
for the future development of the
service.

Creativity and flexibility -

creatively leading and
developing services, cutting
through complexity.

Political astuteness -
commitment and ability to
understand diverse interests
and the dynamics between
them.

Drive for results - a strong

commitment to making service
improvements and a
determination to achieve
positive service outcomes for
users.

Leading change through

people - communicating the
vision and engaging others to
work together to achieve a real

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change.

Holding to account - strength

of resolve to hold others to
account for agreed targets and
to be held account for delivering
a high level of service.

Empowers and works

collaboratively - facilitating
others contributions, share
leadership and developing
others capability, being
committed to working with
others to achieve results.

Influencing - being able to

adopt a number of ways to gain
support and influence.

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Executive Assistants Team

Executive
Director of
Operations

Executive
Assistant

PA to Director of
PA to Director of
Assets and
Housing
Regeneration

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Organisation Structure

Chief Executive

Executive Director Executive Office Executive Director Executive Director

of People and Manager of Operations of Financial
Company Secretary
Performance Services and ICT

Director Health, Safety and

Head of Customer
Performance Director of Assets Head of Supported of Housing Facilities Manager
Servicess
Manager and Regeneration Housing

Team Leader Head of Assistant Director of

Project Manager Customer Services Financial Services
Head of Capital Supported Housing Neighbourhood
Team
Investment Management North

Assistant Director of Head of Investment Rent Income & Head of ICT

Customer Services
HR Strategy Lancaster West
Team
Manager

Head of Assistant Director of

Communications
Head of Contract Neighbourhood Home Ownership
Manager
Management Management South
Resident
Engagement Business
Manager Improvement
Manager

Principal Project
Accountant Environmental
Services Manager

Policy and
Improvement
Manager

Complaints Team

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Terms and Conditions

Salary

You will be paid monthly - on the 15th of the month - and your pay is to be credited to
your bank or building society.

Hours

A 36 hour week is worked, Monday Friday, but you will be expected to work the hours
necessary to discharge the duties of the position.

Annual leave

Your annual leave is dependent upon your conditions of service and length of
continuous service. The annual leave for this position is 28 days per annum and 31
days after 5 years service.

Probation

All employees have a standard probationary period of six months.

Season Ticket Loan

Interest-free season ticket loans are offered from six months service, which are paid
back in monthly instalments through the payroll.

Pension Scheme

The TMO is an admitted member of the Local Government Pension Scheme. The
scheme provides for an employee contribution of either 5.9% on annual salaries from
15,801 to 20,400, 6.5% on annual salaries from 20,401 to 34,000 or 6.8% on
annual salaries from 34,001 to 45,500. An additional contribution is payable by the
employer.

Other benefits

Access to a health scheme, modern working environment and a range of learning and
development activities.

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Advertisement
Kensington and Chelsea TMO is the first borough-wide housing organisation to give
residents a say in the management of their homes. With nearly 10,000 properties,
and a clear commitment to improving our services, we are looking for talented
people who share our vision for the future.

Executive Assistant (11 months fixed term contract)

Salary 25,600 - 34,600 per annum plus benefits

In this position you will provide senior executive assistant support to the Director of
Operations. This will also include business support and compliance control,
monitoring and updating the progress of service plans across the Directorate.
Including preparing regular updated plans to the Operations Management Team and
working with the other teams within the TMO to ensure targets is met. In addition to
managing and developing the administration team associated with the Operations
Directorate

Bringing knowledge and demonstrable experience of working in senior

administrative/ PA role combined with previous experience of organising/supervising
the work of other staff. You will be customer focused, possess excellent
interpersonal skills and be able to effectively communicate with internal and external
people at different levels

As a highly organised individual, you will adopt a methodical approach to managing

your time and workload. Combined with the ability to work well under pressure and
be able to meet deadlines and targets with limited supervision. Finally, you should
have excellent IT skills with the ability to use the full range of Microsoft Office
applications

In return we offer excellent training opportunities, a LGPS pension scheme and

season ticket loan (after a qualifying period).

For an information pack please log on to our website www.kctmo.org.uk and click on
jobs or contact 020 7605 6333 (24 hour answer phone).

Closing date: Midday Friday 21 February 2014

Interviews and Testing will be held: Monday 3 March 2014

The TMO is an equal opportunities employer

No agencies please

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