Executive Assistant

T Hafan; Sully; Hybrid; GBP 15,000 - 26,000; Part time

Benefits offered by this job

Holiday entitlement 30 days pro-rata

Pension scheme 5% employer

Life assurance

Employee wellbeing support

24/7 online GP

Healthcare cash plan

Cycle to work

Tech, mobile and will writing schemes

Discounted gym

Free parking

Job summary

Ty Hafan is seeking an experienced Executive Assistant to provide comprehensive PA support to the Chief Executive and assist the wider Executive Team with projects and governance tasks. The role involves diary management, coordinating meetings, travel and events, and producing accurate minutes and papers for committees.

You will communicate with a wide range of stakeholders, proofread and format reports, and contribute to information management and internal communications.

Qualifications

• Experience of providing EA/PA support at senior level
• Excellent written and verbal communication
• Meticulous attention to detail and document formatting
• Ability to manage multiple priorities with confidentiality
• Strong relationship building with stakeholders

Responsibilities

• Coordinate diaries, meetings, travel and events
• Prepare for Executive Team, Board and committee meetings
• Record minutes and maintain action logs
• Proofread and format reports and documents
• Support internal Executive Team communications and governance projects

Skills

Executive support

Diary management

Meeting coordination

Minutes taking

Proofreading

MS 365

Communication

Discretion

Tools

Microsoft 365

Job description

About the role

In this varied, you will provide comprehensive PA and administrative support to our Chief Executive, helping them to manage their responsibilities efficiently and effectively. You will also support the wider Executive Team with specific activities, projects and areas of work.

Working closely with senior colleagues, you will coordinate diaries, meetings, correspondence, travel and events, while ensuring actions are recorded, monitored and progressed. You will play an important role in preparing for Executive Team, Board and committee meetings, including coordinating agendas and papers, taking accurate minutes and maintaining action logs.

You will communicate with a wide range of internal and external stakeholders on behalf of the Chief Executive and Executive Team, providing a professional and positive experience. You will also proofread and format reports and documents, support internal Executive Team communications and contribute to projects, governance arrangements and effective information management.

About you

You will be an experienced Executive Assistant with a strong track record of providing high-quality support. Exceptionally organised and comfortable managing competing priorities, you will be proactive, adaptable and confident using your own initiative while recognising when direction or escalation is needed.

You will have excellent written and verbal communication skills, with the ability to produce accurate, professional correspondence, reports, agendas and minutes. You will be meticulous in your attention to detail and able to proofread and format documents to a consistently high standard.

You will also bring:

• Experience of providing effective Executive Assistant or PA support at senior management level
• Excellent administrative, organisational, planning and problem-solving skills
• Experience of coordinating senior-level meetings and taking accurate minutes
• The ability to manage diaries, actions and deadlines effectively
• Strong interpersonal skills and the ability to build positive relationships with colleagues, Trustees and external stakeholders
• Excellent judgement, tact and discretion, with a commitment to maintaining confidentiality
• Advanced Microsoft 365 skills and a willingness to learn and use new technologies
• A proactive, flexible and positive approach, with the confidence to take ownership of tasks and see them through to completion

This is a part-time role working 22.5 hours per week, across four or five days. We can offer flexibility around working days and hours, which will be discussed and agreed during the process. Please email [e-mail] if you would like to ask any questions in regards to working days/hours.

The role operates on a hybrid basis, with the postholder typically working on-site at our Sully hospice three days per week and remotely for the remainder of their working time.

Our Benefits

• Holiday entitlement of 30 days (rising to 32 days with service) plus Bank Holidays (pro-rata to hours)
• Group Personal Pension Scheme with an employer contribution of 5%
• Life assurance- death in service benefit
• Wellbeing support - employee assistance program, which provides a range of free services including counselling, financial and legal support.
• Unlimited access to a 24/7 online GP as well as a range of other health experts
• Healthcare Cash Plan – claim back the cost for appointments and treatment such as dental, optical or physio
• Cycle to work scheme
• Technology, mobile phone and will writing schemes
• Discounted gym membership and shopping discounts
• Free secured parking.

Ty Hafan’s ambition is that when a child’s life will be short, no family should have to live it on their own. Sadly, we know that thousands of families in Wales are struggling alone through the fear, exhaustion and uncertainty that comes with caring for a child whose life will be short. We believe that no family should have to live this on their own and we are determined to walk alongside every family through life, death and beyond.

At Tŷ Hafan we are experts at caring for children with life-shortening conditions and our services support families in our hospice, in community settings, local hospitals and in families’ homes. We understand that the needs of each child and their family are unique and we know that caring for a child with a life-shortening condition is often extremely demanding. Our aim is to make sure that no one doing this is alone. Our colleagues, volunteers and supporters are crucial in the delivery of our ambition – we know that everyone plays a huge part in making sure that no family faces their child’s short life alone.

Our Vision

A Wales where every child with a life-shortening condition lives a fulfilling life, supported with the compassion and specialist care they and their family need.

Our Purpose

No family should have to face the unimaginable loss of their child alone. With children and families at the heart of all we do, we provide free care and support in our hospice and in the community, offering a lifeline throughout the child’s short life, at end of life, through bereavement and beyond.

Our Values

At Tŷ Hafan we make a difference by living our values: Demonstrating Compassion, Providing Excellent Service, Working Together and Taking Ownership.

Tips for candidates

- all applications and interviews will be assessed using the person specification included within the job description. Please see attached candidate pack for further guidance.

Our recruitment system will automatically time out after 120 minutes of inactivity. To ensure your application is submitted successfully, we recommend either saving your progress as you go or preparing your responses in a Word document and copying them into the application form.

Please note this role is subject to the outcome of abasicDBS (Disclosure and Barring Service) check, two satisfactory references and pre-employment medical clearance.

Tŷ Hafan is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all. We welcome applications from people of all backgrounds and experiences, including those from under-represented groups. Recruitment decisions are made based on merit and aligned with our values. If you need any reasonable adjustments during the application or interview process, please let us know.

Visa sponsorship is not available for this position. Applicants must have and maintain the legal right to work in the UK for the full duration of their employment contract.

Please note:we may close the vacancy earlier should sufficient applications be received.

Agencies need not apply.

For any queries regarding the role, please email [e-mail]