Executive Administrator and HR Assistant
Remote - Preference for South Wales base but not essential (UK travel on occasion)
35 hours per week Monday to Friday)
£28,000 per annum
29 days annual leave (plus Bank Holidays)
Pension - matched company contribution up to 6%
Company sick pay
Department:
Central Administration
Reports To: CEO
Purpose of the Role:
The Executive Administration and HR Assistant will provide a high-quality governance, and HR administrative support to ensure the effective day-to-day running of the charity. The postholder will support the CEO and Director's Group by enabling strong governance, planning, and decision-making, while also supporting the Senior HR Manager to deliver efficient, compliant HR support to staff throughout the employee lifecycle. By coordinating executive activity, maintaining accurate records, and acting as a central administrative point of contact, this role ensures the charity operates smoothly, meets its legal and regulatory obligations, and delivers on our charitable objectives.
Key Areas of Responsibility:
1. Executive Administration Support
2. Provide comprehensive administrative support to the CEO, including proactive diary and correspondence management, ensuring key priorities are anticipated and deadlines are met.
3. Act as a key point of contact for Cerebra's Board of Trustees, including preparation and organisation of key meetings, preparation of board papers and supporting trustee communications as required.
4. Arrange, coordinate, and support management, and governance meetings throughout the year, including:
5. Planning agendas in collaboration with the Director's Group and Senior Management;
6. Preparing and circulating papers and meeting packs in advance;
7. Attending meetings and taking minutes; and
8. Tracking actions and following up to ensure completion.
9. Support effective governance oversight across the organisation, maintaining clear records and proactively monitoring meeting actions, decisions, and compliance requirements.
10. Arrange venue bookings and travel logistics for the Director's Group, including rail and hotel bookings, ensuring cost-effective and timely arrangements.
11. Coordinate and provide guidance to other Administrators, ensuring consistency and effective information flow across directorates.
12. Manage the charity's general enquiries inbox, responding where appropriate and redirecting queries efficiently.
13. Provide on-site administrative support for meetings, events, and conferences, including the ability to travel occasionally as required.
14. HR and People Administration
15. Support the Senior HR Manager with end-to-end recruitment administration, including assisting with drafting job descriptions, placing advertisements, shortlisting CVs, and scheduling interviews.
16. Attend interviews and support fair and consistent selection processes in line with charity policies and UK employment law.
17. Manage pre-employment and onboarding administration, including:
Preparing offer letters and contracts of employment;
Conducting right to work checks and DBS checks (where required);
Obtaining pre-employment references;
Liaising with the IT team to ensure timely system and equipment set-up; and
Setting up new starters on the Charity's HR platform and liaising with payroll.
* Coordinate and support staff induction, including:
Working with line managers to develop induction programmes;
Scheduling induction meetings; and
Attending initial induction meetings for new starters.
* Act as HR system administrator, ensuring employee records are accurate and up to date, maintaining data integrity, and producing standard HR reports as required.
* Assist the Senior HR Manager with HR administration tasks where required.
Person Specification
Essential
* Proven experience in providing high-level administrative support to senior employees.
* Experience managing diaries, correspondence, and meetings, including preparing papers and taking minutes.
* Excellent organisational skills with the ability to manage multiple tasks and priorities.
* Strong written and verbal communication skills, with a professional and empathetic approach.
* High level of accuracy and attention to detail.
* Discreet and always maintains confidentiality.
* Confidence using IT systems, including databases, Microsoft Office, and online meeting platforms.
* Understanding of confidentiality, data protection, and professional boundaries.
* Ability to work independently as well as part of a multidisciplinary team.
* Knowledge of employment law basics.
Desirable
* Experience supporting governance processes in a charity or not-for-profit context.
* Experience supporting training, events, or service delivery programmes.
* Experience supporting Trustees or Board meetings.
* Experience with transactional HR tasks, including recruitment administration, onboarding, and record-keeping.
* Experience using HR systems or databases.
* Experience working in a charity, health, education, or social care setting.
Job Types: Full-time, Permanent
Pay: £28,000.00 per year
Benefits:
* Company pension
* Sick pay
Work authorisation:
* United Kingdom (required)
Work Location: Remote