Hours of work: 24–32 hours per week, flexible to suit, within core hours
Salary Range: £35,000 (FTE)
Responsible to: CEO
Key Working Relationships: CEO, Senior Management Team (SMT), Board of Trustees.
Organisation Context
YMCA Worcestershire is a Christian charity committed to supporting all young people, particularly in times of need. Our vision is an inclusive future, where everyone can reach their true potential. We are a registered social landlord providing housing and supported housing services to young people and a range of community and other services at a variety of locations.
Job Purpose
The postholder will provide high-level executive support to the CEO and senior team, ensure effective governance administration for the Board of Trustees, and coordinate day to day office operations. The role exists to safeguard the smooth, efficient and professional functioning of YMCA's leadership, governance and operations – enabling the CEO and SMT to focus on strategic priorities.
Duties and Responsibilities
Executive Support
* Provide professional, confidential assistance to the CEO, acting as first point of contact for internal and external enquiries.
* Manage the CEO's diary and logistics for meetings.
* Draft, proof and format correspondence, reports and presentations.
* Ensure the CEO is fully briefed and prepared for all meetings
* Process invoices, expenses and minor budgets for the CEO and Trustees.
* Provide administrative support to the SMT as required.
Governance and Compliance
* Act as governance administrator and support the CEO in their role as Company Secretary.
* Coordinate all aspects of Board, Subcommittees, SMT and Managers' Meetings: scheduling, agenda setting, collation and distribution of papers, accurate minute-taking and action tracking.
* Maintain a governance calendar covering trustee terms, statutory deadlines, inductions and training.
* Support trustee recruitment, onboarding and records management.
* Support with preparation and publication of the YMCA Annual Report.
* Maintain accurate records for compliance, quality assurance and statutory filings.
* Act as Data Information Controller, ensuring GDPR compliance, reporting breaches and handling subject access requests appropriately.
Office and Operational Coordination
* Oversee office administration, room bookings, hospitality and supplies.
* Liaise with facilities and IT on workspace, maintenance and equipment.
* Coordinate logistics for away days, forums, trustee visits, and events.
* Support corporate communications and ensure a professional image across all internal and external engagements.
* Lead or support ad hoc corporate projects as directed by the CEO.
Additional Duties
* Act as a key stakeholder in the complaints process for issues raised to the CEO's office.
* Ensure organisational policy register is maintained, and reviews are scheduled.
* Uphold and promote YMCA's Christian ethos, values and mission in all interactions.
* Attend occasional evening meetings with TOIL provided.
Essential Experience:
* Proven experience as an Executive Assistant or PA at senior level.
* Demonstrated skill in minuting complex, senior-level governance meetings.
* Knowledge of governance administration and trustee/board coordination
* Track record of coordinating office operations and events
Desirable Experience:
* Background in working within the charity, public sector or school governance
* Familiarity with managing trustee inductions, compliance, and training records
* Knowledge of GDPR and data protection compliance
Essential Skills and Attributes:
* Outstanding organisational skills with the ability to prioritise effectively
* Strong written communication skills, including the ability to produce accurate minutes
* Proficiency in Microsoft Office applications
* Professional and confident communicator, comfortable engaging with trustees, senior staff, and external stakeholders
* High level of discretion and capability to manage sensitive or confidential information
* Practical and solutions-focused approach to managing office logistics
Desirable Knowledge
* Awareness of charity governance and Company Secretary responsibilities.
* Familiarity with office management coordination.
Values and Approach
* Commitment to YMCA's mission and Christian ethos.
* Respectful, inclusive and collaborative approach
* Willingness to learn and develop in role
* High standards of integrity, confidentiality and professionalism.
Additional Information: Principal Terms and Conditions of Appointment
* This is a Permanent position
* All new staff are subject to a 6-month probation period
* Current hours 24 – 32 hours per week and additional hours offered as TOIL.
* 5.6 weeks' paid holiday per year (including Bank Holidays), plus an additional day of leave for each completed year of service, up to a maximum of 5 extra days
* Employment will be conditional upon receipt of satisfactory DBS Disclosure, verified references, and be subject to satisfactory completion of a probation period of six months.
* Employee benefits include Birthday off, Contractual Injury/ Sick pay scheme, BHSF Health and Wellbeing Plan including health, fitness and wellness discounts, free on-site parking, enrolment into workplace pension.
Application process
Please apply with a CV and covering letter. We look forward to hearing from you
Job Type: Part-time
Pay: Up to £35,000.00 per year
Expected hours: 24 – 32 per week
Benefits:
* Additional leave
* Bereavement leave
* Casual dress
* Childcare
* Company events
* Company pension
* Flexitime
* Free parking
* Health & wellbeing programme
* On-site parking
* Private dental insurance
* Private medical insurance
Application question(s):
* What does integrity mean to you in everyday life?
* When do you feel most proud of the effort you've put into something?
Work Location: In person