Executive Assistant & Office Manager

Guidelines International Network

Hours
Full-time 37.5 Hours per week

Start date
23 March 2025

About GIN

GIN (the Guidelines International Network) is a Scottish Charity, founded in 2002 to lead, strengthen and support collaboration within the guideline development, adaptation, and implementation community. Our vision is “Trustworthy and accessible guidance for better health”.

As a membership organisation, we have members globally – our role is to provide a network and partnerships for them and support them in reducing duplication of effort in guideline development. We have several Working Groups and Regional Communities, which work together to produce toolkits and publications among other products, as well as providing discussions and education through webinars. GIN, in partnership with McMaster university has created INGUIDE - a world leading training program for guideline methodologists.  2023 saw the launch of our journal, Clinical and Public Health Guidelines. 

The secretariat is a small team, which provides management, co- ordination and administrative support to deliver the GIN strategy, as well as service to our members. All core team members support the Board and committee meetings from planning through to providing draft minutes to the chair. The secretariat team members are all home-based. Since 2020, projects have included implementing a membership management system, a new website, a full rebrand and more recently Convene board software. GIN organises an annual conference, bringing together international stakeholders from the health sector.  

About the role

Working within the GIN Secretariat, this role will directly support the Chief Executive Officer, as well as coordinating and supporting the committees as required, implementing systems and procedures, and managing administrative projects. The postholder has a key responsibility for producing accurate board and committee meeting minutes, managing the financial       administration (invoices received and reporting) as well as providing support in the planning of the annual conference. 

Responsibilities

Supporting the CEO:

• Diary management
• Assisting with the development and maintenance of project plans related to the management of projects
• Collating data and drafting reports and presentations
• Preparing monthly financial reports, using Xero
• Travel research, when required
• Supporting data collection for annual audit/financial examination

Office Management and Virtual Office:

• Administration of the Office 365 account; setting up emails, shared inboxes, support for staff, setting up template documents, coordinating support for technical issues
• Management and continuous improvement of shared filing system and internal processes including archiving policy
• Managing all subscriptions (MS365, Survey Monkey, Convene, etc)
• Asset Management and maintaining Asset Register
• Ensuring GDPR/data protection compliance
• Managing special projects, as directed by the CEO
• Recording and processing invoices received, ensuring that the official approval process is followed
• Checking Board expense claims and entering them on Xero
• Ensuring processes are followed; writing and implementing new processes systems are updated, ensuring communication with team & stakeholders

Board and Committee Meetings:

• Ensuring high governance standards
• Arranging international committee and board meetings via various online platforms
• Maintaining an annual plan for all board and committee meetings, with key decisions/approvals required
• Co-ordination of all committee work in line with the annual plan
• Working with committee chairs to support the scheduling of meetings, as well as preparation of agendas, minutes, and drafting other papers required for meetings
• Ensuring all meeting documents are requested, collated,d and distributed to participants promptly
• Supporting the CEO and Chair in preparation for in-person meetings, normally twice each year
• Co-ordinating the mid-term meetings – budget, hotel research and contracts
• Researching travel options and associated costs for Trustees for meeting attendance

Membership:

Supporting the membership manager as required in areas such as:

• Member engagement including through GIN Connect, the membership management platform
• Members with their GIN library and registry entries
• Assisting members and pointing them to the appropriate team member for membership queries

Conference:

• Organising and supporting the Annual General Meeting and the board meetings
• Providing cover at the GIN booth to answer member and potential member questions

Skills, Competencies, Attributes & Experience

Experience:

• Minimum of 3 years experience as a PA/Executive Assistant or Office Manager, supporting senior managers

Skills & Competencies:

• English native speaker level
• Minimum level of Higher English
• Excellent communication skills, written and verbal
• First-class organisational and interpersonal skills
• Well-developed information management/knowledge management skills
• Proven problem-solving skills
• Ability to set up and manage online management of files and documents
• Microsoft Office skill –Advanced level including account administration

Attributes:

• Can-do, proactive attitude, anticipating challenges, and ensuring the CEO and Trustees are well-supported
• Keen to accept responsibility, resolve issues and only escalate when necessary Experience working in a busy support department with a strong focus on customer service
• Self-starter with the ability to work remotely from a team with minimal supervision

Desirable:

• Association/membership organisation experience is highly advantageous, particularly in an international environment
• Association/membership organisation experience would be an advantage, as would experience working for a charity
• Financial administration including budget management – is highly advantageous
• Microsoft super-user training would be advantageous
• PRINCE2 project management or equivalent training would be advantageous

Key Relationships

• Reporting to the Chief Executive Officer
• Working closely with the Membership Manager and Conference Project Manager as part of the secretariat team
• Regular contact with the GIN Chair and Chairs of the GIN Sub-committees
• Regular contact with members

The GIN team, while all based remotely, are in frequent contact through Microsoft Teams, providing a supportive environment. 

Required Qualifications

• Undergraduate Degree in Level Business Administration and Similar Qualification

Compensation & Benefits

• Attractive Benefits Package
• Other benefits

Conditions of employment

• You must have the right to live and work in the UK

Working locations

• Home-based
• Limited travel required
• Team meetings 3 - 4 times annually

Travel

International travel will normally be required twice per year, for the mid-term, 2-day Board meeting as well as the annual GIN Conference. 

How to apply

• Application form
• Email the completed application form to [email protected] by 14 February 2025 at 17:00hrs

Interviews

• Shortlisted candidates will be contacted for an interview
• The 1st interviews will be held online
• The 2nd interview will take place in person in Scotland

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