Deputy Executive Assistant

Are you an experienced Executive Assistant ready for a new challenge - one where your work genuinely makes a difference? If so, we’d love to hear from you.

Here at Rainbows Children’s Hospice, we provide specialist palliative care and end-of-life support to over 750 Babies, Children, and Young People living with life-limiting conditions and terminal illnesses as well as approximately 3,000 people, including families, siblings, and carers, across the East Midlands. Simply put, we’re here to brighten short lives and support families, wherever they are.

We are currently looking for a Deputy Executive Assistant to provide secretarial and administrative support to the Senior Leadership Team (SLT) and Trustees as required, including organisation of meetings and detailed minute taking. In addition, the post holder will ensure the smooth running of Reception and the Hospice Clerk duties and will also provide support in the implementation of organisation-wide projects.  This role also deputises for the Executive Assistant (EA) in their absence.

Location: Onsite at Rainbows Hospice in Loughborough

Hours: 37.5 hours per week, Monday to Friday 9:00am – 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.

Contract details: Permanent

About the role

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.

Some of the key responsibilities include (but not limited to):

• To oversee, organise and prepare for meetings ensuring that the papers are collated and distributed and/or made available in a timely manner.
• To 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
• Arranging meetings both off site and internally for the Senior Leadership Team
• Supporting the Executive Assistant with meeting coverage, ensuring a seamless service.
• Managing the reception team including hospice clerk, dealing with but not limited to the rotas, training, the team’s personal development
• Taking ownership of reception processes and procedures, ensuring compliance and timely updates for the team.
• Further responsibilities can be found by downloading the Job Description.

Requirements

• Well organised
• Able to manage multiple priorities
• Exceptional with attention to detail
• Previous experience at senior management level
• 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
• Further requirements can be found by downloading the Person Specification.

Our Benefits include:

• Free onsite parking at the Hospice, Lark Rise, Loughborough.
• Eligibility to join blue light card discount scheme and Company Shop.
• Healthcare Cashback plan.
• Life Assurance.
• 27 days holiday plus bank holidays.
• 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
• Unofficial benefits: Fun events, all staff away days, Guest visitors

For further information about this role and the responsibilities please contact Julia Bates, Director of People, on Julia.Bates@Rainbows.co.uk

To apply for the role please click ‘apply now’ to complete an online application form. If you require an alternative method of applying or would like to discuss reasonable adjustments further, please contact the Recruitment Team at recruitment@rainbows.co.uk

This role is subject to a Standard DBS (Disclosure and Barring Service) check and comprehensive pre-employment screening, including employment referencing covering the past five years.

Please note: We reserve the right to close this advert early if we receive a high volume of suitable applications. We encourage candidates to apply as soon as possible to avoid disappointment.