Job description

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

Deliverables/Outcomes

Effectively manage shared electronic diaries for the Chief Executive and Directors, arranging meetings, visits and appointments.

Arrange internal/external meetings as required. Ensuring that all meetings run smoothly, including liaising with attendees, logistics, equipment setup, and catering (where required).

Draft, agree, and disseminate agendas for meetings.

Coordinate the production and timely dissemination of accompanying papers for meetings.

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).

Support the Executive team in preparing reports, plans, communications, and other documents as needed.

Produce documents, briefing papers, reports, analyses, and PowerPoint presentations as required, including basic design elements and layout.

Arrange travel for the Chief Executive and Directors as required.

Communications and Teamwork

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.

Act as a welcoming and helpful point of contact receiving visitors considerately.

Contribute to effective information management within the Executive Team.

Coordinate complex and sensitive business and communications on behalf of the Executive Team.

Service and attend all Board and Committee meetings and all other governance meetings as required.

Maintain areas of the external website that relate to the leadership team, trustees and strategy for the organisation.

Support the communications team in delivering internal communications to the workforce. This includes producing Board and Committee summaries to be shared with the workforce.

Recognise and respond appropriately to urgent situations in a professional and efficient manner.

Working with Due Diligence

Act as the Complaints Administrator on behalf of the organisation.

Act as the Hospice Policy Coordinator, maintaining a policy index and archive, as well as providing support to policy authors.

Support the Company Secretary in Board related administrative processes.

Maintain and develop effective filing systems as required by the role (electronic and hard copy).

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).

Proofread correspondence as required.

Collate, distribute and track completion of actions from meetings and other settings.

Prepare and manage sensitive and confidential information with the utmost discretion.

Training & Development

Maintain up to date professional knowledge to ensure an understanding of the implications of new and existing legislation and regulations on the organisation.

Complete all statutory and mandatory training as required.

General

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

Maintain professionalism through adherence to recognised codes of practice and guidelines and work within the boundaries of Hospice in the Weald policies.

Maintain personal development through the Hospice Annual Review process, continuously updating and improving knowledge and skills and applying that knowledge.

Engage in the use of information and communication technology (ICT) and achieve the required level of competence.

Recognise the growing need for 24/7 working patterns and flexibility.

Demonstrate Our Values through day-to-day interactions between colleagues as well as patients and those important to them.

Strive for excellence at all times.

Any other duties that may be reasonably requested.

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

Deliverables/Outcomes

Effectively manage shared electronic diaries for the Chief Executive and Directors, arranging meetings, visits and appointments.

Arrange internal/external meetings as required. Ensuring that all meetings run smoothly, including liaising with attendees, logistics, equipment setup, and catering (where required).

Draft, agree, and disseminate agendas for meetings.

Coordinate the production and timely dissemination of accompanying papers for meetings.

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).

Support the Executive team in preparing reports, plans, communications, and other documents as needed.

Produce documents, briefing papers, reports, analyses, and PowerPoint presentations as required, including basic design elements and layout.

Arrange travel for the Chief Executive and Directors as required.

Communications and Teamwork

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.

Act as a welcoming and helpful point of contact receiving visitors considerately.

Contribute to effective information management within the Executive Team.

Coordinate complex and sensitive business and communications on behalf of the Executive Team.

Service and attend all Board and Committee meetings and all other governance meetings as required.

Maintain areas of the external website that relate to the leadership team, trustees and strategy for the organisation.

Support the communications team in delivering internal communications to the workforce. This includes producing Board and Committee summaries to be shared with the workforce.

Recognise and respond appropriately to urgent situations in a professional and efficient manner.

Working with Due Diligence

Act as the Complaints Administrator on behalf of the organisation.

Act as the Hospice Policy Coordinator, maintaining a policy index and archive, as well as providing support to policy authors.

Support the Company Secretary in Board related administrative processes.

Maintain and develop effective filing systems as required by the role (electronic and hard copy).

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).

Proofread correspondence as required.

Collate, distribute and track completion of actions from meetings and other settings.

Prepare and manage sensitive and confidential information with the utmost discretion.

Training & Development

Maintain up to date professional knowledge to ensure an understanding of the implications of new and existing legislation and regulations on the organisation.

Complete all statutory and mandatory training as required.

General

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

Maintain professionalism through adherence to recognised codes of practice and guidelines and work within the boundaries of Hospice in the Weald policies.

Maintain personal development through the Hospice Annual Review process, continuously updating and improving knowledge and skills and applying that knowledge.

Engage in the use of information and communication technology (ICT) and achieve the required level of competence.

Recognise the growing need for 24/7 working patterns and flexibility.

Demonstrate Our Values through day-to-day interactions between colleagues as well as patients and those important to them.

Strive for excellence at all times.

Any other duties that may be reasonably requested.

Person Specification

Personal Attributes

Essential

• 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

Essential

• Executive Assistant Diploma or extensive equivalent experience.

Skills

Essential

• Communication 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.
• Planning and Organisation:
• Excellent time management 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.
• Administration/ICT Skills:
• High level of ICT literacy, in particular with Microsoft Office.
• Strong administrative skills e.g. preparing reports, writing minutes.

Experience

Essential

• 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.

Personal Attributes

Essential

• 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

Essential

• Executive Assistant Diploma or extensive equivalent experience.

Skills

Essential

• Communication 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.
• Planning and Organisation:
• Excellent time management 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.
• Administration/ICT Skills:
• High level of ICT literacy, in particular with Microsoft Office.
• Strong administrative skills e.g. preparing reports, writing minutes.

Experience

Essential

• 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.

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 (Opens in a new tab)