Personal Assistant

YMCA DownsLink Group; England; Hybrid; GBP 34,000; Full time

Job summary

A charitable organization in the UK is seeking a Personal Assistant to support the Director of People and Programmes and Head of Improvement. This pivotal role involves organizing meetings, managing correspondence, and ensuring clear documentation and follow-ups. Ideal candidates will have proven administrative experience, exemplary organizational skills, and the ability to engage with senior stakeholders. This position offers a hybrid work model with flexibility, contributing significantly to the impact of services for children and young people.

Qualifications

• Proven experience in a Personal / Executive Assistant or similar senior administrative role.
• Exceptional organisational skills with the ability to manage competing priorities and meet deadlines.
• Ability to exercise discretion and sound judgment in handling sensitive matters.

Responsibilities

• Act as a trusted partner for the Director and Head of Improvement.
• Organise and coordinate meetings and track follow-up actions.
• Draft, edit and proofread correspondence, reports, and presentations.

Skills

Organisational skills

Written communication

Verbal communication

Problem-solving

Collaboration

Attention to detail

Tools

Microsoft 365

Digital collaboration tools

Job description

37 hours per week / £33,075 per annum / 12 month fixed-term contract / hybrid; minimum of two days on site, flexible hours considered - working pattern to be discussed at interview.

At YMCA DownsLink Group, our mission is to help children and young people have a fair chance to be who they want to be. We do this by providing a safe home, building life skills and self-confidence, and supporting emotional wellbeing and mental health.

Our Values – we do what’s right, we work with heart, and we build real connections – guide and shape how we show up for children and young people we support and for each other.

Role Overview

We are seeking a Personal Assistant to join our People and Programmes team, providing dedicated PA support to the Director of People and Programmes and the Head of Improvement and Impact. The People and Programmes directorate includes teams focused on HR and learning & development, safeguarding, impact and improvement and fundraising & communications.

This will be a pivotal role at the heart of this department, and the wider organisation, ensuring leaders can focus on making a bigger impact on the lives of children and young people.

Responsibilities

• Act as a trusted partner, ensuring the Director and Head can focus on strategic leadership by anticipating needs, being proactive and responsive and coordinating follow-up.
• Organise and coordinate meetings, including agendas, papers, logistics and follow-up actions.
• Ensure meetings are planned and prepared for, efficiently documented, actions tracked and completed and communications are clear.
• Be organised and efficient, able to manage sensitive and complex issues in a professional and objective manner.
• Draft, edit and proofread correspondence, reports, and presentations in line with organisational tone and brand.
• Attend meetings when required, taking accurate notes and tracking actions to ensure timely completion.
• Work collaboratively with the central administration team and provide cover for senior administrative colleagues when required.

Qualifications

• Proven experience in a Personal / Executive Assistant or similar senior administrative role.
• Collaborative and empathetic approach, with the credibility to inspire confidence among diverse stakeholders.
• Exceptional organisational skills, with the ability to manage competing priorities and meet deadlines.
• Confidence in attending meetings and engaging with senior stakeholders.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• Proficiency in Microsoft 365 and digital collaboration tools, along with excellent written and verbal communication skills.
• A strong initiative and ability to work autonomously. Be resilient, reliable and flexible.
• Ability to exercise discretion and sound judgment in handling sensitive matters.
• Proactive problem-solving skills, with a track record of anticipating needs before they arise.
• Experience in the charity or housing sector (desirable).

Additional Information

If you are enthusiastic about this opportunity but your experience does not align perfectly with every requirement, we encourage you to apply anyway and demonstrate how your experience is transferable. You may be just the right candidate.

This is a dynamic, fast-paced role, working in an unpredictable environment which requires adaptability and a willingness to be a champion of change. You will have already have :

We are unable to offer a work permit or visa sponsorship for this role; applicants must already have the right to live and work in the UK independently.

Closing Date

Sunday 4 January at midnight. Proposed interview date is Thursday 8 January.

Inclusion and Equality

An inclusive workplace. We are committed to policies and practices of equity, diversity, and inclusion and to supporting our people to make sure our culture is consistent with this commitment.

Accessibility. If you require assistance or have questions regarding the application process, please do contact us.

YMCA DLG requires all staff and volunteers to be committed to safeguarding and promoting the welfare of children and young people, and to respond proactively to safeguarding concerns.

Successful applicants will undergo a thorough background screening process, conducted by an accredited third-party provider. This includes an Enhanced DBS check (with Children’s and Adults’ Barred Lists) as well as comprehensive reference and activity check.