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.
