Executive Assistant (Part-Time, Maternity Cover)

Details of the offer

Job title: Executive Assistant (Part-time, Maternity Cover)
Report to: Director General
Job type: Part Time (20 hours, Monday-Friday 9:00-13:00) Maternity Cover
Location: Hybrid, working between the BSNA office in Holborn, London and home.

Salary: Dependent on experience
About BSNA:
The British Specialist Nutrition Association (BSNA) is the leading voice for people's access to high quality specialist nutritional and aseptically compounded products from infancy to older age.
Our members produce infant formula, follow-on formula, young child formula, complementary weaning foods (baby foods), medical foods for diagnosed disorders and medical conditions and parenteral (intravenous) nutrition.
Members are also major providers of parenteral chemotherapy, antibiotics, pain relief, etc.
in a ready to use format primarily to the NHS.
We work collaboratively to create a supportive operating environment for members with the aim of delivering access to products and information, innovation and a sustainable environment.
To find out more about BSNA, visit our website at
Job Description:
The role of Executive Assistant is integral to the functioning of BSNA as a trade association and includes the following responsibilities:
Operational Responsibilities:
· To support the Director General in terms of diary commitments and delivery of actions.

· To attend internal meetings and draft minutes as agreed with the Director General.

· Preparation and distribution of all meeting documentation, including drafting and formatting.

· Organisation of meetings for Board, and all Executives and Working Groups in advance.

· Organisation of ad-hoc member meetings as required.

· Management of BSNA Member's Dashboard.
Leading the team to ensure timely upload of documentation to the Member's Dashboard ahead of meetings.

· Lead on management of the BSNA website.
Ensuring the BSNA website is maintained and up to date.
Working with external agencies as appropriate to ensure a fully functional site is always in place.

· Lead on BSNA's internal communications (including the Member's Dashboard, email communications, meeting papers, etc.
and preparation of the 'Weekly Update' report for publication to members.

· HR policy and strategy execution.
Managing all human resources information; implementation of induction programme for new employees/members; and manage internal HR processes/administration e.g.
recruitment, maternity leave, annual leave, compliance with procedures, etc.

· Lead on various aspects of corporate finance, including assisting Director General to prepare annual budget, management of incoming and outgoing invoices and BSNA Secretariat expenses.

· Manage BSNA's Companies House filings.
Ensuring registered BSNA Directors are kept up-to-date; completion of Companies House Annual Return and timely filing of Annual Accounts.

· Lead on liaising with third party insurance providers to ensure pension, insurance and private healthcare contracts are up to date and manage end of year renewal process.

· Liaising with other Trade Associations and companies – including dealing with ad-hoc requests, invoicing and any other queries.

· Developing and updating templates and standard operating procedures and ensuring staff adherence, including in relation to General Data Protection Regulation (GDPR).

· Organisation of all arrangements for the BSNA Secretariat in advance of internal and external events e.g.
meetings, conferences, travel, accommodation, etc.

· Management and monitoring of the BSNA Info inbox.

· Management of BSNA shared drive.

· Updating of Task List.

Experience Required:
· Experience in a senior administration role necessary.

· Good calendar and diary management.

· Experience in finance (i.e.
purchase orders, invoicing, etc.)

· Proficient with Microsoft Office programs (e.g.
Word, PowerPoint, Excel and Outlook).

· Intermediate computer literacy with the ability to quickly become familiar with new tools.

· Good written communication skills.

Benefits:
· Flexible hybrid working pattern.

· 25 days pro-rata annual leave, plus pro-rata Bank Holidays.

· Competitive pension contributions.

· Small, friendly team eager to welcome you!

Working Relationships:
To report to the Director General and to work with the Public Affairs Manager, Medical Nutrition Manager, Scientific and Regulatory Policy Manager, Scientific and Regulatory Policy Executive, Associations and Industry Representatives as well as Government, FSA and other bodies to achieve objectives.

Applications:
The job is a maternity cover with a proposed period of mid-March until mid-December 2025 (approx.
8.5 months).

The BSNA office is based in Holborn, however hybrid working is available.
Additional flexible working arrangements will be considered.

Please send your CV and a little bit about yourself to by 17:00 on 17 January.


Nominal Salary: To be agreed

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