PA to Finance Director
The Lawn Tennis Association (LTA)
The Lawn Tennis Association is the national governing body of tennis in Great Britain, the Channel Islands and the Isle of Man. LTA’s vision is “Tennis Opened Up” and its mission is to make tennis Relevant, Accessible, Welcoming and Enjoyable.
- Posted
- 8 Jun 2022
- Status
- Full Time
- Location
- England
- Closing date
- 30 Jun 2022
About the role
The Finance Director is responsible for the Finance, Legal & Technology (FLT) directorate, leading those teams in supporting all aspects of the LTA’s work. A member of the Executive team and LTA Board, the Finance Director is also a Trustee of the LTA’s charity, the LTA Tennis Foundation, and is the Executive responsible for delivering the work carried out by the charity.
The PA supports the Finance Director in all areas of their work and provides excellent customer service to a wide range of stakeholders and acts as a conduit for effective communication across these busy departments.
The LTA, through its vision “Tennis Opened up”, is committed to creating a diverse environment where all colleagues feel included and a strong sense of belonging. We are proud to actively invite applications from all candidates who meet the essential criteria and are able to work in the UK, and we commit that everyone will receive equal consideration for employment irrespective of your disability, ethnicity, religion, sex, gender identity, sexual orientation, marital or civil partnership status, pregnancy or maternity status, or age.
We also operate a flexible working environment where all colleagues are able to discuss their working needs with their manager or the People Team at any time.
Key Accountabilities
Specialist
- Provide PA and admin support to the Finance Director
- Provide general support to the Leadership team within the FLT directorate as required, as well as the LTA Tennis Foundation
Provide administrative support to the Legal team in dealing with data subject access requests and, relating the LTA Disciplinary team, make the necessary arrangements for hearings (in-person or virtual) involving misconduct cases under the Disciplinary Code, including liaison with Judicial Panel members and others for availability and communicating the date and time of hearings
- Assist in the preparation of reports and agendas, taking confidential minutes, distribution of papers and general enquiries
- Provide support and assist the Finance Director on key projects and relationships
- Provide professional and efficient support to contribute to the effective running of the Finance, Legal and Technology teams, including supporting Leadership Team members with arranging significant meetings and supporting deal memo approval processes
- Undertake planning and preparation work on all colleague events on behalf of the Finance Director
Provide an exceptional standard of customer service – professional, courteous, confidential and timely - both internally and with external partners and stakeholders in all duties
Meeting Management
- Arrange board and committee meetings designated to the role (currently Audit Committee and LTA Tennis Foundation), including coordinating diaries to ensure all necessary attendees are available, sending out electronic meeting invitations and communicating with contributors to ensure that they are aware in good time of their commitments
- Prepare the initial draft of a meeting agenda for discussion, ensuring all relevant issues are addressed (including matters arising or actions) and update as applicable
- Coordinate and produce all necessary papers/packs for relevant board or committee meetings, including LTA Tennis Foundation, ensuring all contributions are submitted in good time and matters arising/outstanding action points are responded to in advance of meetings (where appropriate)
- Send out meeting papers in good time to ensure agreed deadlines are met
- Book and organise the venue / room / space for meetings and make all necessary arrangements for the meeting, including arranging refreshments, seating / tables and technology requirements, informing reception of visitors and ensuring the meeting venue presents a professional image of the LTA at all times
- Attend meetings and take accurate minutes; circulate minutes efficiently (after approval by the Finance Director and/or LTA Tennis Foundation Company Secretary, as applicable) to all attendees
- Update the company books for any LTA companies designated to the role (currently LTA Tennis Foundation and the related subsidiary charities)
- Maintain the conflicts of interest register for the LTA companies designated to the role (as noted above, and to the extent not held centrally) and gifts and hospitality registers for the various LTA companies
- Deputise for any other PA as requested
Diary Management
- Assess the importance, impact and urgency of requests for time with the Finance Director, arrange meetings and manage coordination of diaries to ensure all necessary attendees are available, and take minutes if required
- Maintain an awareness of the wider LTA plans and impact on diaries, scheduling meetings accordingly to make the most effective use of time and availability
- Work proactively across teams to ensure effective collaboration
- Proactively identify, organise and manage monthly visits to venues and projects to support and build awareness of key initiatives across the organisation, and engagement with the wider group of colleagues and volunteers
- Proactively identify and arrange attendance at relevant events, conferences and seminars as agreed
Communication and Correspondence
- In line with the Finance Director’s preference, deal with incoming emails, letters and telephone calls ensuring an appropriate response and escalation as required
- Compile communications and presentations and ensure they are forwarded, as appropriate, in the correct format
- Coordinate with key contributors to consolidate and produce strategic reports for the Finance Director to discuss with the CEO and Executive team on a monthly basis, and as appropriate for Board Meetings and Audit Committee Meetings
Finance and Travel Management
- Manage expense claims for the Finance Director, submitting them on time with all required documentation
- Arrange all travel and hotels in a timely, cost effective and appropriate manner
Raise requisitions, process purchase orders and invoices as appropriate to ensure a consistent and accurate approach within financial policies and budgetary guidelines
Providing cover and support in dealing with Finance inbox queries
Systems and Processes
- Identify and suggest areas for continuous improvement in working practices and administrative efficiencies
- Maintain electronic and paper-based filing systems to facilitate effective, confidential and disciplined information management
- Process leave and absence requests in an accurate and timely fashion on behalf of the Finance Director