Deputy Executive Assistant

This is a varied and rewarding role where you'll lead on delivering an exceptional support experience, ensuring a high standard of delivery and service that is reflective of Rainbows' values.

Location: Onsite at Rainbows Hospice in Loughborough.

Hours: 37.5 hours per week, Monday to Friday 9:00am to 5:00pm though there may be occasional evening work for board meetings and sometimes weekend work for reception cover and meetings for which time off in lieu will be given.

Main duties of the job:

• Provide secretarial and administrative support to the Senior Leadership Team (SLT) and Trustees as required, including organisation of meetings and detailed minute taking.
• Ensure the smooth running of Reception and the Hospice Clerk duties.
• Provide support in the implementation of organisation-wide projects.
• Deputise for the Executive Assistant (EA) in their absence.

Job responsibilities:

• Oversee, organise and prepare for meetings ensuring that the papers are collated and distributed and/or made available in a timely manner.
• Liaise with Supporter Relations to ensure key supporters meet the appropriate senior staff, and that senior staff and Trustees are communicated with regarding key events and visits to the Hospice.
• Professional minuting to meetings of the Board, Leadership team, and Senior Leadership Team and other internal meetings.
• Arrange meetings both off site and internally for the Senior Leadership Team.
• Support the Executive Assistant with meeting coverage, ensuring a seamless service.
• Manage the reception team including hospice clerk, dealing with but not limited to the rotas, training, the teams personal development.
• Take ownership of reception processes and procedures, ensuring compliance and timely updates for the team.

Requirements:

• Well organised
• Able to manage multiple priorities
• Exceptional with attention to detail
• Work well under pressure
• Strong communication and stakeholder management skills both internally and externally
• Management of multiple busy diaries
• Board and senior management level minute taking, ensuring clarity, accuracy, and confidentiality

Benefits:

• Free onsite parking at the Hospice, Lark Rise, Loughborough.
• Eligibility to join blue light card discount scheme and Company Shop.
• Life Assurance.
• Contributory pension scheme or Salary Sacrifice Pension Scheme.
• Affordable meals at the Hospice, Lark Rise, Loughborough.
• Free Tea, Coffee and Fruit whilst at the Hospice.
• Free access to an employee assistance programme.
• Wellbeing support and access to Mental Health First Aiders.

Person Specification:

• Experience of working in a senior admin role; demonstrable experience in the effective recruitment and management of staff and volunteers; an understanding of the unique place of volunteers in the organisation and how best to motivate and support them.
• Experience of scheduling complex meetings managing multiple diaries, arranging and agreeing meeting agendas and taking detailed and accurate minutes of meetings.
• Experience of managing multiple tasks and managing multiple stakeholders; highly organised and methodical, with outstanding attention to detail.
• Ability to create accurate and detailed minutes of meetings in a timely manner.
• Highly developed communication skills with experience of communicating with a wide range of stakeholders including members of the public using different channels (telephone, email, Teams).
• Ability to work independently and manage multiple priorities; ability to develop good working relationships with internal and external contacts.
• Ability to meet deadlines and work well when under pressure without compromising accuracy; excellent written and verbal communication skills.
• Competent in the use of SharePoint, Outlook, Word, PowerPoint and Excel.
• One team working together with fairness and respect; people centred championing inclusivity, compassion and clarity; aim high adapting, learning and sharing our expertise; own it focused, committed and accountable.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.