Job summary As an Executive Assistant, you will be responsible for ensuring a consistent administration approach presenting a professional corporate image and identifying areas of improvement to drive the administration service forward. Main duties of the job You will achieve this by providing a central point of contact for the Hospice, maintaining the aims and philosophy of Hospice care ensuring that the service provided underpin the principles. It is important to us that you become known to our workforce, and are a role model for staff and volunteers by embodying the ethos, values and culture of the organisation. About us Bury Hospice provides end of life care to local residents. This invaluable service has the opportunity to be expanded and further shaped to meet the needs of our local residents and wider stakeholders. In appointing a new Chief Executive we are seeking an individual who is a system leader, who can influence and shape the impact we make across the whole of our community in the belief that we can genuinely do more. Date posted 22 January 2025 Pay scheme Other Salary £31,000 a year Contract Permanent Working pattern Full-time Reference number B0085-25-0004 Job locations Rochdale Old Road Bury Lancashire BL9 7RG Job description Job responsibilities Personal Assistance to the Chief Executive To act as the initial point of contact for the CEO, ensuring that all telephone calls are dealt with efficiently and effectively, assessing priorities and redirecting calls, enquiries and requests as necessary. Liaise with external contacts, stake-holders liaison (HUK, Bury Council, CQC, GM Hospices etc). In the absence of the CEO use initiative to maintain the appropriate level of service, liaising where necessary with the Senior Leadership Team (SLT) ensuring that queries are dealt with in accordance with normal practices and policies. Support the CEO and other members of the SLT by receiving, appraising and filtering and distributing telephone calls and/or email, whilst using own judgement to prioritise and initiative responses where appropriate. Monitor progress of correspondence, to ensure deadlines are met. To receive visitors as required by the CEO and Board of Trustees. To have responsibility for the Hospice Governance Calendar including the planning and inclusion of all operational, sub-committee and main board meetings. Once calendar has been ratified, the executive assistant has responsibility to maintain the calendar ensuring flow of meetings throughout the year. To act as a point of contact for the Hospice, Board of Trustees, Senior Managers on behalf of the CEO. To be proactive in forward planning various tasks, plan meetings ensuring that in advance of meetings/appointments all relevant information is prepared, whilst being aware of conflicting demands on the CEOs time. Maintain the CEOs appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel. As requested by the CEO and the Board of Trustees, prepare a range of documents including general correspondence, tables, spreadsheets, presentations and reports using Microsoft Suite of Programmes, prioritising workload effectively to meet deadlines. As requested by the CEO undertake planned project work. Assist the CEO in handling all matters of a highly confidential nature. Produce high quality documents from manuscript drafts/email/shorthand in line with Bury Hospice procedures and standards. Responsibility for the accuracy, maintenance and circulation of the Senior Managers On Call rota. Ensuring IPU and SLT are aware of changes as and when they occur. To organise and record the weekly Hospice Huddle ensuring Hospice-wide email communication to all staff is circulated on the same day of the huddle. Administrative Support to the Board of Trustees To provide administrative support to the Chair of Trustees, in all areas of governance. To support the Chair of Trustees in the recruitment of new trustees, ensuring all appropriate processes are implemented including mandatory requirements. Executive Assistant will establish a supportive and informative role with regards the Board of Trustees as a whole, acting as liaison between trustees, staff and external supporters etc. Ensure trustees receive agendas, papers and appropriate documentation in preparation for governance meetings and in a timely manner. Maintain the attendance records for all meetings, also ensuring these are quorate in advance; in line with terms of reference for each meeting. This job description is not an exhaustive list of duties. Job description Job responsibilities Personal Assistance to the Chief Executive To act as the initial point of contact for the CEO, ensuring that all telephone calls are dealt with efficiently and effectively, assessing priorities and redirecting calls, enquiries and requests as necessary. Liaise with external contacts, stake-holders liaison (HUK, Bury Council, CQC, GM Hospices etc). In the absence of the CEO use initiative to maintain the appropriate level of service, liaising where necessary with the Senior Leadership Team (SLT) ensuring that queries are dealt with in accordance with normal practices and policies. Support the CEO and other members of the SLT by receiving, appraising and filtering and distributing telephone calls and/or email, whilst using own judgement to prioritise and initiative responses where appropriate. Monitor progress of correspondence, to ensure deadlines are met. To receive visitors as required by the CEO and Board of Trustees. To have responsibility for the Hospice Governance Calendar including the planning and inclusion of all operational, sub-committee and main board meetings. Once calendar has been ratified, the executive assistant has responsibility to maintain the calendar ensuring flow of meetings throughout the year. To act as a point of contact for the Hospice, Board of Trustees, Senior Managers on behalf of the CEO. To be proactive in forward planning various tasks, plan meetings ensuring that in advance of meetings/appointments all relevant information is prepared, whilst being aware of conflicting demands on the CEOs time. Maintain the CEOs appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel. As requested by the CEO and the Board of Trustees, prepare a range of documents including general correspondence, tables, spreadsheets, presentations and reports using Microsoft Suite of Programmes, prioritising workload effectively to meet deadlines. As requested by the CEO undertake planned project work. Assist the CEO in handling all matters of a highly confidential nature. Produce high quality documents from manuscript drafts/email/shorthand in line with Bury Hospice procedures and standards. Responsibility for the accuracy, maintenance and circulation of the Senior Managers On Call rota. Ensuring IPU and SLT are aware of changes as and when they occur. To organise and record the weekly Hospice Huddle ensuring Hospice-wide email communication to all staff is circulated on the same day of the huddle. Administrative Support to the Board of Trustees To provide administrative support to the Chair of Trustees, in all areas of governance. To support the Chair of Trustees in the recruitment of new trustees, ensuring all appropriate processes are implemented including mandatory requirements. Executive Assistant will establish a supportive and informative role with regards the Board of Trustees as a whole, acting as liaison between trustees, staff and external supporters etc. Ensure trustees receive agendas, papers and appropriate documentation in preparation for governance meetings and in a timely manner. Maintain the attendance records for all meetings, also ensuring these are quorate in advance; in line with terms of reference for each meeting. This job description is not an exhaustive list of duties. Person Specification Qualifications Essential GCSE or equivalent in Mathematics and English. Desirable Educated to A level standard or equivalent. Experience Essential Experience within a similar PA or administration role. Experience in departmental management or similar team leadership. Understanding the policy frameworks, systems and structures including governance systems. Experience of drafting briefings, presentations and other high level correspondence. Significant experience of supporting senior level staff, including workload planning and prioritisation. Experience in diary management, travel arrangements, meeting preparation and minute taking. Experience of preparing materials for projects and meetings (e.g. reading, annotating and checking actions) on behalf of Trustees/CEO/Senior Leadership team. Experience of running small projects and setting up systems/procedures, including records management systems. Desirable Experience of working for a Hospice, NHS and/or charity. Other Essential Requirements Essential Impeccable written and verbal communication skills. Ability to work to tight deadlines and under pressure. Excellent interpersonal skills and customer care skills. A strong working awareness of data protection and GDPR legislation with the ability to identify potential significant issues. Substantial experience in use of IT systems, e.g. MS Office (Outlook, Word, Excel, PowerPoint). Ability to work and act on own initiative. Ability to develop effective administration and support systems. Ability to complete tasks and projects on time and to a high standard, demonstrating a can do attitude. Courteous and effective when dealing with people, exchanges information in a tactful and diplomatic manner, able to communicate effectively at all levels. Able to ensure that internal policies and procedures are complied with. Ability to record accurate meeting minutes. Excellent planning and time management skills. Person Specification Qualifications Essential GCSE or equivalent in Mathematics and English. Desirable Educated to A level standard or equivalent. Experience Essential Experience within a similar PA or administration role. Experience in departmental management or similar team leadership. Understanding the policy frameworks, systems and structures including governance systems. Experience of drafting briefings, presentations and other high level correspondence. Significant experience of supporting senior level staff, including workload planning and prioritisation. Experience in diary management, travel arrangements, meeting preparation and minute taking. Experience of preparing materials for projects and meetings (e.g. reading, annotating and checking actions) on behalf of Trustees/CEO/Senior Leadership team. Experience of running small projects and setting up systems/procedures, including records management systems. Desirable Experience of working for a Hospice, NHS and/or charity. Other Essential Requirements Essential Impeccable written and verbal communication skills. Ability to work to tight deadlines and under pressure. Excellent interpersonal skills and customer care skills. A strong working awareness of data protection and GDPR legislation with the ability to identify potential significant issues. Substantial experience in use of IT systems, e.g. MS Office (Outlook, Word, Excel, PowerPoint). Ability to work and act on own initiative. Ability to develop effective administration and support systems. Ability to complete tasks and projects on time and to a high standard, demonstrating a can do attitude. Courteous and effective when dealing with people, exchanges information in a tactful and diplomatic manner, able to communicate effectively at all levels. Able to ensure that internal policies and procedures are complied with. Ability to record accurate meeting minutes. Excellent planning and time management skills. 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 (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Bury Hospice Address Rochdale Old Road Bury Lancashire BL9 7RG Employer's website https://buryhospice.org.uk/ (Opens in a new tab)