Administrative Excecutive

We are Hestia. We make a difference. At Hestia, we are guided by our core values and are dedicated to fostering an equitable, diverse, and inclusive organisation. Our mission is to empower individuals to rebuild their lives and achieve independence. Right now, we are looking for a Job Title to play a pivotal role in our Service in location. Sounds great, what will I be doing? This role provides critical support to the Chief Executive Officer (CEO) and the Head of the CEO\’s Office in completing key governance functions. Responsibilities include preparing, implementing, and disseminating all Directorate and Trustee documentation, such as policy and procedure updates and due diligence information. The role also involves producing and updating visual diagrams and project documentation to assist with reporting requirements. A significant part of the role includes providing complex diary management for the CEO, including scheduling meetings and arranging travel. The postholder is expected to research and prepare briefings on a range of subjects as requested by the CEO and Head of Office. Effective communication is key, with responsibilities covering the management of incoming emails and calls from internal colleagues, stakeholders, and external partners. The role requires regular attendance at meetings to take minutes, maintain action logs, and follow up on tasks in line with agreed work plans. Additionally, the postholder supports financial administration by tracking and maintaining budget documentation, invoices, expenses, and other billing-related matters. Maintaining confidential HR records for the CEO\’s direct reports is another responsibility, including timekeeping and sickness records. The postholder also supports the Head of Office with ad hoc queries and requests, ensuring all tasks within their own delivery plan are completed to agreed performance standards. Coordination of information across the senior leadership team, internal departments, and external organisations is essential. This includes arranging regular meetings, managing diaries, and logging actions from both internal and external meetings, ensuring timely follow-up. The role also involves liaising with relevant departments to carry out specific tasks and ensure the smooth flow of information. A crucial part of the role is the establishment and maintenance of a clear, accessible knowledge library and filing system. The postholder leads the development and upkeep of support processes and systems—both manual and digital—to enable effective daily operations. These systems are regularly reviewed for relevance, effectiveness, and alignment with best practice. Finally, the role requires resolving administrative issues by analysing information and identifying practical solutions to improve workflow and operational efficiency. What do I need to bring with me? You\’ll need to be able to demonstrate the core skills this role requires as well as match our values and mission. You don\’t have to tick all the boxes right away; the important thing is that you\’re willing to learn. We also value lived experience of the areas we support, so if you feel comfortable, please do mention this on your application. The ideal candidate will have a minimum of five years\’ experience in a senior administrative or coordinator role, demonstrating a proven ability to manage a broad range of responsibilities with professionalism and efficiency. They will be adept at consistently delivering high-quality work within fast-paced, high-pressure environments, often juggling competing priorities and tight deadlines. The role requires excellent interpersonal skills, with the confidence and diplomacy to interact and influence effectively at all levels of the organisation, including senior leadership and external stakeholders. Strong written communication skills are also essential, enabling the individual to produce clear, accurate, and professional correspondence, reports, and documentation as needed. This combination of experience, adaptability, and communication ability is vital to ensure smooth and effective operations in a dynamic executive support setting. Interview Steps We keep our interview process simple, so you know exactly what to expect. Shortlisting call: We have a team of dedicated recruitment specialists who will speak to you about your experience, motivations and values. They will also tell you about all the great work we do! Face to face interview: Now you will have face to face interview with the hiring manager. Our interviews are value and competency based. Don\’t be alarmed if there are other stages in the process, it\’s all part of the plan for some of our roles. Our commitment to Equality, Diversity, and Inclusion Our services users come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes us stronger. We are committed to creating and maintaining a diverse and inclusive workforce and value the skills, abilities, talent and experiences, different people and communities bring to our organisation. We are a disability confident employer Hestia is proud to be a disability confident employer, dedicated to the employment and career development of individuals with disabilities. We offer a guaranteed interview scheme for all applicants with disabilities who meet the minimum criteria for the role they have applied for. We also provide reasonable adjustments during the selection and interview process, and throughout your employment with us. Safeguarding Statement Hestia is committed to safeguarding and promoting the welfare of adults, children and young people who are potentially at risk, and we therefore expect all staff and volunteers to do the same. We require all staff to undertake internal and external safeguarding training throughout their employment with Hestia. Important Information for Candidates If your application is successful, please be aware that you will be required to undergo pre-employment checks before a formal offer of employment can be confirmed. We reserve the right to close this job advert early should we receive a high volume of applications or if the position is filled before the closing date. We encourage interested candidates to apply as soon as possible to ensure their application is considered.