Job Description

Job Title:

Executive Assistant to the Director of Resources & Operations

Location:

Heart of Kent Hospice, Aylesford, Kent - hybrid role with flexibility for some home working

Reporting to:

Director of Resources and Operations

Contract Type:

9 months Fixed Term contract

Hours:

Part-time - 20 hours per (across the week - pattern to be agreed,)

Salary:

FTE 28-32k dependent on experience

Closing Date: 17th August 2025 -

we will be accepting applications and

interviewing on a rolling basis and the vacancy may be withdrawn

before the closing date if a suitable candidate is found.

About Heart of Kent Hospice

At Heart of Kent Hospice, we believe that everyone deserves compassionate, expert care when there is no cure for their illness and when they have a limited time left to live.

We are a charity and we don't charge a penny for our care. We depend on the compassion and kindness of you, the people of this community, to power our services and ensure that everyone gets the help they need.

We provide specialist care and support to adults who have a terminal illness as well as their families, friends and carers. We help people to live as fully and as well as possible for the rest of their lives and ensure that their final days are comfortable and peaceful,

wherever they choose to be. We treat every individual as the unique and special person that they are. Everything we do is tailored and personalised.

Our vision is that everyone living with a terminal illness in our community will have the best quality of life. Our purpose is to enable people with a terminal illness in our community to live with comfort, independence and dignity to the end of their lives, and to support those closest to them. All our care is underpinned by our core values of compassion, integrity, respect and teamwork. These values guide our decision-making and how we conduct ourselves in our work and every one of our colleagues plays an important part in enabling us to give our patients and their families the best possible care.

If you're passionate about our cause consider joining our team.

Role Purpose

As Executive Assistant to the Director of Resources and Operations, you will play a key role in ensuring the efficient operation of the directorate. You will provide proactive administrative and executive support to the Director, helping to coordinate various activities across different areas - including but not restricted to Finance, Estates, IT, HR, Catering and Retail. You will also act as a key liaison between departments and assist in project coordination, diary management, and governance support.

Key Responsibilities

Executive Support

Proactively manage the Director's diary, prioritising appointments and ensuring sufficient preparation time. Prepare briefing documents, presentations, and reports ahead of internal and external meetings. Organise meetings, take accurate minutes, and track follow-up actions, as required. Act as a first point of contact for internal and external stakeholders on behalf of the Director. Deputising for the EA to the CEO as and when required. Maintain confidentiality and professionalism in handling sensitive matters.

Administrative & Project Support

Support operational project planning, coordination, and tracking. Assist with budget tracking and procurement administration related to resources and operations. Maintain accurate records, databases, and documentation. Liaise with other executive assistants and admin teams to coordinate cross-organisational matters. Provide occasional support for governance tasks such as preparing Board or committee papers.

Operational Coordination

Help facilitate smooth communication between the Director's office and key operational areas including Finance HR, IT, Facilities, Retail and Catering. Support policy and procedure reviews and ensure documentation is up to date and appropriately filed. Contribute to initiatives that improve efficiency, compliance, and staff wellbeing.

Person Specification

Essential Skills & Experience

Proven experience in a similar Executive Assistant or senior administrative role. Excellent organisational and time management skills with the ability to multitask and prioritise effectively. High level of professionalism, discretion, and confidentiality. Strong written and verbal communication skills. Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). Comfortable working independently and as part of a team.

Desirable

Previous experience in a healthcare, charity, or not-for-profit setting. Familiarity with project management tools or software. Understanding of governance or compliance in a regulated environment.

Personal Attributes

Compassionate and aligned with the values of Heart of Kent Hospice. Proactive, solution-focused, and resourceful. Able to remain calm under pressure and adapt to changing priorities. Approachable and collaborative, with strong interpersonal skills.

Benefits of Working at the Hospice

At the Hospice we offer a competitive remuneration package including contributory pension scheme with NEST or the option to continue in the NHS pension scheme specifically if you have been contributing in the NHS pension for the last year, life assurance (2 x salary), employee assistance programme, incremental increases in annual leave from 27 days or 19 shifts per annum, up to 33 days or 23 shifts per annum, a flexible/hybrid working approach (where practical and appropriate for the role - 3/5 days at the Hospice location), a warm and friendly atmosphere with a focus on your health and wellbeing. We support our colleagues and volunteers with on-going training and development, celebrating excellence and rewarding success. Full details will be provided if selected for interview.

For more information about what it's like to work with us please contact Kathyrn Dackombe 01622 792200 ext 277. Job description and application form can be found on our 'Work with us' page on our website.

We warmly welcome and encourage participation from all, irrespective of culture, race, ethnicity, disability, religious or spiritual beliefs, gender, age, sexual orientation, sexual identity or employment status.

All interested applicants must complete our application form in full.

A Standard DBS Check will be required if you are successfully appointed.

Registered Charity No 298164

Job Types: Part-time, Fixed term contract
Contract length: 9 months

Pay: 28,000.00-32,000.00 per year

Expected hours: 20 per week

Benefits:

Canteen Company pension Health & wellbeing programme Life insurance On-site parking Referral programme Work from home
Work Location: Hybrid remote in Aylesford ME20 7PU

Application deadline: 17/08/2025
Reference ID: EAJUL25