Job Summary
This is an exciting opportunity to join Hospice in the Weald. We are looking for an experienced and proactive Executive Assistant (EA) who will play a vital role in supporting the Chief Executive and Directors to ensure the effective management and governance of the organisation.
Main Duties of the Job
Key responsibilities include managing administrative tasks, facilitating clear communication, and ensuring smooth and efficient operations within the Executive team. The role also involves the collation and production of Board and Committee level documentation. The Executive Assistant serves as a professional, approachable, and effective first point of contact for internal and external stakeholders.
About Us
Based in Pembury, you will work with the CEO, Executive Directors/Associate Directors, and the Hospice Leadership Team providing administrative support.
If you feel you have the relevant EA experience to excel in this role, and have strong administration, communication, and relationship-building skills, we would love to hear from you. We are looking for someone to join our team as soon as possible.
Benefits: Generous employer pension contribution, flexible working, generous holiday allowance with the ability to buy and sell additional holiday, subsidised food in our canteen, free parking, and company events.
Date Posted: 24 February 2025
Pay Scheme: Other
Salary: £31,356 a year
Contract: Permanent
Working Pattern: Full-time, Part-time, Flexible working, Home or remote working
Reference Number: B0016-25-0002
Job Location: Maidstone Road, Pembury, Tunbridge Wells, Kent, TN2 4TA
Job Responsibilities
Job Title: Executive Assistant
Accountable to: Chief Executive
Location: Based at the main Hospice in Pembury, Kent, with potential requirement to work at other locations within West Kent and East Sussex.
Scope & Job Purpose
The Executive Assistant plays a vital role in supporting the Chief Executive and Directors to ensure the effective management and governance of the organisation. Key responsibilities include managing administrative tasks, facilitating clear communication, and ensuring smooth and efficient operations within the Executive team. The role also involves the collation and production of Board and Committee level documentation.
Key Responsibilities
1. Effectively manage shared electronic diaries for the Chief Executive and Directors, arranging meetings, visits, and appointments.
2. Arrange internal/external meetings as required, ensuring that all meetings run smoothly.
3. Draft, agree, and disseminate agendas for meetings.
4. Coordinate the production and timely dissemination of accompanying papers for meetings.
5. Take minutes/notes as required, ensuring accuracy as well as timely production and distribution.
6. Support the Executive team in preparing reports, plans, communications, and other documents as needed.
7. Produce documents, briefing papers, reports, analyses, and PowerPoint presentations as required.
8. Arrange travel for the Chief Executive and Directors.
Communications and Teamwork
1. Act as an initial point of contact for the Executive Team for enquiries.
2. Act as a welcoming and helpful point of contact receiving visitors.
3. Contribute to effective information management within the Executive Team.
4. Coordinate complex and sensitive business and communications on behalf of the Executive Team.
5. Service and attend all Board and Committee meetings and other governance meetings as required.
Working with Due Diligence
1. Act as the Complaints Administrator on behalf of the organisation.
2. Act as the Hospice Policy Coordinator, maintaining a policy index and archive.
3. Support the Company Secretary in Board related administrative processes.
Training & Development
1. Maintain up-to-date professional knowledge regarding legislation and regulations.
2. Complete all statutory and mandatory training as required.
General
1. Ensure a full understanding of the Hospice in the Weald governance arrangements.
2. Maintain professionalism through adherence to recognised codes of practice and guidelines.
3. Maintain personal development through the Hospice Annual Review process.
Person Specification
Personal Attributes
* Demonstrates confidentiality and discretion.
* Confident in devising solutions to problems autonomously.
* Approachable, proactive, and adaptable.
* Team player who is able to work on own initiative.
* Assertive and confident.
* Self-motivated and enthusiastic.
Qualifications
* Executive Assistant Diploma or extensive equivalent experience.
Skills
* Effective communicator with excellent verbal and written communication skills.
* Ability to draft correspondence to a high standard.
* High level of ICT literacy, particularly with Microsoft Office.
Experience
* Experience of supporting executive teams.
* Demonstrable background in Executive Administrative duties.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such, it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Employer Details
Employer Name: Hospice in the Weald
Address: Maidstone Road, Pembury, Tunbridge Wells, Kent, TN2 4TA
Employer's Website: https://www.hospiceintheweald.org.uk
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