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 include 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. You can view more information about our range of benefits here.
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. Additionally, the Executive Assistant serves as a professional, approachable, and effective first point of contact for internal and external stakeholders.
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, including liaising with attendees, logistics, equipment setup, and catering (where required).
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 and when required, ensuring accuracy as well as timely production and distribution (this may include some meetings outside office hours by arrangement).
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, including basic design elements and layout.
8. Arrange travel for the Chief Executive and Directors as required.
9. Act as an initial point of contact for the Executive Team for enquiries by telephone, letter, email, and any other approaches, referring on to others as appropriate.
10. Act as a welcoming and helpful point of contact receiving visitors considerately.
11. Contribute to effective information management within the Executive Team.
12. Coordinate complex and sensitive business and communications on behalf of the Executive Team.
13. Service and attend all Board and Committee meetings and all other governance meetings as required.
14. Maintain areas of the external website that relate to the leadership team, trustees, and strategy for the organisation.
15. Support the communications team in delivering internal communications to the workforce, including producing Board and Committee summaries to be shared with the workforce.
16. Recognise and respond appropriately to urgent situations in a professional and efficient manner.
17. Act as the Complaints Administrator on behalf of the organisation.
18. Act as the Hospice Policy Coordinator, maintaining a policy index and archive, as well as providing support to policy authors.
19. Support the Company Secretary in Board related administrative processes.
20. Maintain and develop effective filing systems as required by the role (electronic and hard copy).
21. Ensure that the organisation keeps all documentation in place as required by law, and to dispose of documents as they reach the end of their retention period (as relevant to the role).
22. Proofread correspondence as required.
23. Collate, distribute and track completion of actions from meetings and other settings.
24. Prepare and manage sensitive and confidential information with the utmost discretion.
25. Maintain up to date professional knowledge to ensure an understanding of the implications of new and existing legislation and regulations on the organisation.
26. Complete all statutory and mandatory training as required.
27. Ensure a full understanding of the Hospice in the Weald governance arrangements, organisational structure, mission, and values with opportunities for involvement in its further development.
28. Maintain professionalism through adherence to recognised codes of practice and guidelines and work within the boundaries of Hospice in the Weald policies.
29. Maintain personal development through the Hospice Annual Review process, continuously updating and improving knowledge and skills and applying that knowledge.
30. Engage in the use of information and communication technology (ICT) and achieve the required level of competence.
31. Recognise the growing need for 24/7 working patterns and flexibility.
32. Demonstrate Our Values through day-to-day interactions between colleagues as well as patients and those important to them.
33. Strive for excellence at all times.
34. Any other duties that may be reasonably requested.
Person Specification
Personal Attributes
* Demonstrates confidentiality and discretion.
* Confident in devising solutions to problems autonomously.
* Approachable, proactive, and adaptable with a flexible approach to work.
* Team player who is able to work on own initiative.
* Assertive and confident.
* Self-motivated and enthusiastic.
* Role requires tact, discretion, thoughtfulness, strong interpersonal skills/emotional intelligence, and a good understanding of the role.
Qualifications
* Executive Assistant Diploma or extensive equivalent experience.
Skills
* An effective communicator with excellent verbal and written communication and interpersonal skills.
* Ability to draft correspondence to a high standard on behalf of the Executive Team.
* Basic design and layout skills.
* Organisational skills with the ability to plan ahead, prioritise, and multi-task for self and others.
* Able to deal with complex diary management requirements, managing competing priorities.
* High level of ICT literacy, in particular with Microsoft Office.
* Strong administrative skills e.g. preparing reports, writing minutes.
Experience
* Experience of supporting executive teams.
* Demonstrable background in Executive Administrative duties, dealing with confidential and sensitive data and information.
* Working to and managing changeable deadlines.
* Excellent proof reading and typing skills.
* Minute taking at Board level.
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.
Director of Transformation & Improvement
Full-time, Part-time, Flexible working, Home or remote working
#J-18808-Ljbffr