Executive Management Team PA in Huddersfield

At The Kirkwood, we believe that how we work is just as important as the care and support we provide. Our culture is rooted in compassion, connection and courage, and we are seeking an organised, compassionate and highly professional Executive Management Team PA to join us. This is a pivotal role at the heart of our organisation, supporting our Executive Team, Board of Trustees and Company Secretary. Through high-quality executive and governance support, you will help enable strong, values-led leadership, well-facilitated meetings and effective, transparent governance.

Main duties of the job

In this role, you will provide proactive, thoughtful administrative and diary management support to our Executive Management Team, helping to create the space and focus they need to lead strategically and deliver our purpose. You will work in close partnership with the Governance Assistant and Company Secretary to coordinate Board and Committee meetings with care and precision, preparing agendas and papers, capturing accurate and meaningful minutes, and maintaining our governance records with integrity. You will also play a key role in bringing people together, organising meetings and events, supporting communication with Trustees and stakeholders, and ensuring that all activity is delivered with professionalism, efficiency and a deep respect for confidentiality.

About us

Everything we do at The Kirkwood is guided by our purpose to support anyone affected by life-limiting illness, every step of the way. At the heart of this are the human relationships we build and nurture with:

• Patients and families
• Donors and supporters
• Employees and volunteers

We are looking for someone who will help us continue to strengthen these relationships and support the organisation to deliver compassionate, high-quality care and services.

Job responsibilities

Role Summary

At The Kirkwood, we believe that how we work matters just as much as what we do. As Executive Management Team PA, you will play a vital role in supporting our Executive Management Team, Board of Trustees and Company Secretary to lead the organisation with compassion, clarity and confidence. You will provide high-quality, proactive executive and administrative support, enabling effective leadership, strong governance and well-run meetings. Working closely with the Governance Assistant and supporting the Company Secretary, you will help ensure that Board and Committee activity is coordinated, compliant and purposeful, supporting good decision-making and protecting the reputation of The Kirkwood.

Primary Responsibilities

Executive and Leadership Support

• Provide proactive, professional administrative and diary management support to members of the Executive Management Team, enabling them to focus on strategic and operational priorities.
• Support discreet projects or pieces of work aligned to executive and organisational objectives, ensuring work is planned, tracked and delivered effectively.
• Act as a trusted point of contact, handling sensitive and confidential matters with discretion, integrity and care.

Board, Committee and Governance Support

• Work in close partnership with the Governance Assistant to support the effective operation of the Board of Trustees and its Committees.
• Coordinate meeting logistics, agendas and papers in liaison with Executive Leads, Committee Chairs and the Governance Assistant.
• Ensure all meeting papers are accurate, complete and circulated in line with agreed timelines and governance requirements.
• Produce clear, accurate and timely minutes, capturing decisions, actions and key discussions, and support follow-up of actions between meetings.
• Support good governance practice by maintaining professionalism, consistency and attention to detail.

Supporting the Company Secretary

• Provide administrative and organisational support to the Company Secretary to enable effective governance and compliance.
• Assist with the coordination of Board and Committee cycles, including forward planning of meetings, agendas and key governance milestones.
• Support the maintenance of governance records, registers and documentation, ensuring information is accurate, up to date and handled confidentially.
• Support effective communication between Trustees, Executive colleagues and the Company Secretary, helping ensure clarity, consistency and professionalism.

Meetings, Events and Coordination

• Ensure the efficient administration of Executive Management Team meetings and other internal meetings, including scheduling, preparation and follow-up.
• Plan, organise and support events, meetings and conferences for the Executive Team and Board, including venues, hospitality and logistics.
• Coordinate communication with internal and external stakeholders to ensure meetings and events run smoothly and reflect The Kirkwood's values and standards.

Communication and Relationships

• Act as a central point of contact for internal teams, Trustees, volunteers and external stakeholders.
• Facilitate effective communication across departments and with key partners, supporting collaboration and shared understanding.

Flexibility and Continuous Improvement

• Demonstrate flexibility in supporting the Executive Team, recognising that priorities may change in a fast-paced, compassionate environment.
• Contribute to continuous improvement in administrative, meeting and governance processes, working collaboratively with colleagues to improve how we work.

Living Our Values at The Kirkwood

Everything we do is rooted in our purpose: to support anyone affected by life-limiting illness, every step of the way. All employees are expected to live and work in line with The Kirkwood's values, demonstrating:

• Compassion showing kindness, empathy and care in every interaction.
• Courage being confident, professional and willing to take responsibility.
• Connection building strong, respectful relationships and working collaboratively.

Patients, families and carers are at the heart of everything we do.

Other Responsibilities

To work in accordance with the values of The Kirkwood. Patients, Families and Carers are the focus of everything we do. Our values are what we live and work by. We are:

• Respectful and Inclusive
• Passionate and Determined
• Open and Honest
• Kind and Compassionate
• Forward-thinking

We strive for Quality and Excellence.

To participate in The Kirkwood's performance and development review process. To undertake any other duties required by The Kirkwood's Management team commensurate with the post. To undertake annual mandatory training provided by The Kirkwood. To maintain complete confidentiality as a condition of employment. Information relating to patients, other members of staff and volunteers or which is acquired for the purposes of employment may only be disclosed with the express permission of the appropriate manager. To respect the ethos and values of The Kirkwood and its services and comply with its policies, procedures and regulations. This job description is not exhaustive therefore the employer and employee share responsibility to review and amend this job description in order to reflect any changes in role/development.

Person Specification

Qualifications

• Completion of mandatory training as required by The Kirkwood.
• Commitment to maintaining a safe working environment in line with health and safety policies.
• Active participation in risk awareness and incident reporting.
• A satisfactory Disclosure and Barring Service (DBS) check.
• A commitment to confidentiality as a condition of employment.

Experience

• Significant experience in an executive support, governance support or similar role.
• Experience of working within a charity, not-for-profit or healthcare environment.

Knowledge, Skills and Abilities

• A clear understanding of confidentiality, information governance and data protection.
• Commitment to equity, diversity and inclusion.
• Demonstrable commitment to working for a charity and to The Kirkwood's values.
• Strong digital / IT skills, including but not limited to: Microsoft Office, TEAMS, SharePoint, Excel and PowerPoint.
• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
• High levels of accuracy, attention to detail and professionalism.
• Excellent written and verbal communication skills.
• Strong interpersonal skills, with the ability to build effective relationships with senior leaders, trustees, volunteers and external stakeholders.
• Flexible, proactive and self-aware, with the ability to manage your own workload effectively.
• Knowledge of governance processes, Board or Committee support.
• Understanding of palliative, end-of-life or hospice care.

Disclosure and Barring Service Check

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.

£17,314.67 a year Pro-rata to the full-time salary of £25,972 per annum.