Admin Assistant to Executive Assistant (Business Operations)
CLOSING DATE FOR APPLICATIONS:9am, Monday 1 September 2025
INTERVIEWS: Expected to be Monday, 15 September 2025
Hours: 22.50 hours per week (0.6 FTE)
Days: Monday to Friday, hours can be worked over 3 or 4 days, to be agreed
Contract: Permanent
Salary: £25,210 per annum, pro rata based on full-time hours of 37.50 per week. Monthly salary based on 22.50 hours per week is £1,260.50 before deductions.
Overview of role:
The post holder will provide administrative and organisational support to the Executive Assistant, who in turn supports both the Business Director and the Director of Operations. This is a varied role requiring discretion, initiative, and the ability to work across multiple teams.
Key Responsibilities:
General Administration:
* Provide day-to-day administrative support to the Executive Assistant.
* Support with the preparation and proofreading of documents, presentations, policies and reports.
* Help manage and maintain filing systems, both digital and physical.
* Carry out research or information-gathering tasks as needed.
Meeting Support:
* Assist in scheduling and coordinating meetings, including booking rooms and the set-up and set down.
* Help prepare agendas and distribute relevant documents ahead of meetings.
* Take notes or minutes when required and follow up on agreed actions.
Email & Communication Support:
* Monitor shared inboxes where appropriate, helping to triage or respond.
* Liaise with internal teams and external contacts on behalf of the Executive Assistant when needed.
Event & Logistics Coordination:
* Support with organising travel, accommodation, and hospitality arrangements.
* Assist in the planning and delivery of internal events (e.g. team retreats, Leaders’ meetings, Staff Day etc.).
Procurement & Resourcing:
* Assist with ordering supplies, resources, or equipment needed by the Business Director, Director of Operations,
* Support in sourcing best value options when purchasing is required.
Policy & Document Management:
* Assist in maintaining registers of policies and supporting the process of updating or reviewing them as required.
Data & Metrics:
* Support in gathering, tracking and reporting on church metrics.
Team Collaboration
* Liaise and collaborate with other administrators to ensure the best level of support to the Senior Leadership Team.
* Contribute to improving administrative systems and processes as part of the wider support team.
Other Duties
* Attend relevant staff meetings, training sessions, and conferences as appropriate.
* Be flexible and open to taking on new responsibilities or adjusting focus as priorities evolve
* This role may require you to work the occasional evening or weekend event.
Other requirements
* Demonstrate an understanding of, and a commitment to respect and support, the vision, values, hallmarks, beliefs and ethos of Trent Vineyard and conduct yourself in a way that is consistent with and supportive of these in your role.
* Willing to submit to a DBS check, if required for the role.
* Willing to work some evenings and weekends to facilitate ministry-related events, if required.
Person Specification
* Be able to use initiative
* Be discrete and trustworthy
* Have attention to detail
* Be able to think outside of the box
* Be highly organised and forward thinking
* Be approachable and a good communicator
* Be able to work independently
* Be computer literate with good working knowledge of Microsoft Office
* Be able to work to deadlines
* Have excellent written communication skills
Reporting Relationships
You report to: Executive Assistant (to the Director of Operations and Business Director)
Reporting to you: N/A
Working Benefits
* 28 days annual leave pro rata including statutory bank holidays
* Additional leave over Christmas
* Annual staff day and team events
* Enhanced sick pay, pension contributions and family leave pay
* Group Life, Income and Critical Illness cover
* Cycle to work scheme
* Coffee Shop discount card
* Free annual eye tests
* Access to Employee Assist Program
* Long Service Award (when qualifying period is reached)
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