Executive Administration Officer (Fixed-Term Contract)

St. Gemma's Hospice; Leeds; On-site; GBP 25,000 - 35,000; Full time

Job summary

St Gemma’s Hospice is seeking an Executive Administration Officer to join our diverse and collaborative team in Leeds. You will provide high-quality administrative and organisational support to our Executive team, working alongside clinical teams and leaders to enable colleagues to focus on delivering high-quality care.

You will coordinate governance and board activities, manage diaries and papers, produce clear summaries and maintain accurate records, ensuring meetings are well prepared and

Qualifications

• Experience in a busy administrative or executive support focussed role.
• Strong organisational skills and attention to detail, with the ability to produce accurate, professional documentation, reports, presentations and meeting papers.
• Excellent written and verbal communication skills with the ability to build positive working relationships with colleagues and external stakeholders.
• Experience working with Microsoft 365 including Outlook, Word, Excel, PowerPoint and teams.

Responsibilities

• Executive support: Providing responsive day-to-day support in a busy environment, including diary and meeting coordination, managing competing priorities, responding to enquiries and preparing accurate, professionally presented correspondence and documents.
• Governance and meeting support: Coordinating Board, Committee and senior management meetings, including scheduling meetings, preparing agendas, collating and distributing papers and meeting packs, taking clear and accurate notes, and maintaining action logs to ensure agreed actions are followed up.
• Information and reporting: Bringing together information and data from different sources, maintaining accurate spreadsheets and trackers, and producing reports, summaries and simple graphs to support meetings, governance and decision-making.
• Administrative support: Providing practical administrative support across the Executive Administration function, including maintaining records and filing systems, organising documentation, updating trackers and helping the team respond to changing priorities and deadlines.

Skills

Executive support

Organisational skills

Communication

Microsoft 365

Tools

Microsoft 365

Job description

We are seeking an Executive Administration Officer to join our diverse and collaborative team at St Gemma’s. The wider team’s remit spans executive and governance support, clinical administration, projects and improvement, clinical systems, workforce support and wider business coordination.

In this post, you’ll provide high-quality administrative and organisational support to our Executive team, working alongside clinical teams and leaders across the Hospice to enable colleagues to focus on delivering high-quality care.

About St Gemma’s Hospice

St Gemma’s Hospice is an independent Leeds-based charity and one of the leading hospices in the UK, providing expert care and support for local people with life-limiting and terminal illnesses. We offer care to patients, families and carers in the Hospice’s In-Patient Unit, through the St Gemma’s community team, and at our Out-Patients.

We have around 300 employees working across the main Hospice site in Moortown, Retail Hub in Bramley, a large chain of charity shops, and out in the community. St Gemma’s Hospice has a team of approximately 800 volunteers, working in a variety of roles supporting departments throughout the organisation.

St Gemma’s is committed to equal opportunities and strives to be diverse and inclusive, a place which reflects the communities we serve. We offer a competitive range of benefits with an emphasis on staff well-being in a caring and friendly environment.

The Role

As an Executive Administration Officer at St. Gemma’s, you’ll help keep leadership and governance activity running smoothly, helping colleagues stay organised and ensure meetings are well prepared.

Your responsibilities will include...

• Executive support: Providing responsive day-to-day support in a busy environment, including diary and meeting coordination, managing competing priorities, responding to enquiries and preparing accurate, professionally presented correspondence and documents.
• Governance and meeting support: Coordinating Board, Committee and senior management meetings, including scheduling meetings, preparing agendas, collating and distributing papers and meeting packs, taking clear and accurate notes, and maintaining action logs to ensure agreed actions are followed up.
• Information and reporting: Bringing together information and data from different sources, maintaining accurate spreadsheets and trackers, and producing reports, summaries and simple graphs to support meetings, governance and decision-making.
• Administrative support: Providing practical administrative support across the Executive Administration function, including maintaining records and filing systems, organising documentation, updating trackers and helping the team respond to changing priorities and deadlines.

To succeed in this role you will need…

• Experience in a busy administrative or executive support focussed role with the ability to manage multiple priorities
• Strong organisational skills and attention to detail, with the ability to produce accurate, professional documentation, reports, presentations and meeting papers
• Excellent written and verbal communication skills with the ability to build positive working relationships with colleagues and external stakeholders
• A pro‑active and solution focused approach
• Experience working with Microsoft 365 including Outlook, Word, Excel, PowerPoint and teams
• A commitment to the values of St. Gemma’s Hospice: Caring, Aspiring and Professional.