Administration & Business Support Coordinator
Job Description

Base:
Region:

To be agreed, hybrid working
West Mercia (Worcestershire/ Herefordshire/ Shropshire/Telford
& Wrekin)
CEO

Reports to:
Working hours:   12-25 hours per week
Contract type:
Salary:

Permanent
£24,831.39 (FTE for 37h/w)

About YSS

YSS enables people to be emotionally resilient, to thrive, and to feel they belong to a
community. We uphold people’s rights and responsibilities, ensuring they can exercise
them with dignity and respect.

We are a charity that helps people to help themselves, and we’ve been doing so for
more than thirty years. There are thousands of people in our communities who struggle
with life and face what seem to be insurmountable barriers  - they are why we exist.
We  provide  a  wide  variety  of  community-based  support  for  people  and  are  often
described  as  the  ‘glue’  between  those  at  risk  of  social  isolation  and  the  wider
mainstream society.

We  run  a  diverse  range  of  services  working  with  7-  to  70-year-olds  but  our  aim  is
always  the  same  –  to  help  people  to  break  through  barriers  and  to  achieve  their
potential. Our website – www.yss.org.uk – contains further information about YSS and
all our projects and services.

Job Purpose

To  provide  proactive,  high-quality  executive  and  organisational  support  to  the  CEO
and Senior Management Team (SMT).

You will act as the coordination hub for the organisation — anticipating needs, keeping
priorities on track, and ensuring that governance, strategy, and day-to-day operations
run smoothly.

This is a varied and fast-paced role, ideal for someone who enjoys taking initiative,
solving problems, and helping others work at their best.

Main Responsibilities

•  Provide proactive executive support to the CEO and SMT including diary and

inbox management, scheduling, and prioritisation of commitments.

•  Anticipate upcoming priorities and help the CEO and SMT plan time effectively.
•  Coordinate  the  smooth  running  of  SMT  operations  —  preparing  agendas,

reports, presentations, minutes, and tracking actions to completion.

•  Research and compile information to support meetings, reports, and decision-

making.

•  Liaise  with  internal  and  external  stakeholders,  ensuring  all  enquiries  are

handled efficiently, professionally, and with discretion.

•  Support  charity-wide  operational  and  project  needs,  including  logistics  for

events, travel, meetings, and supplies.

•  Maintain organised digital records and documentation using MS Office, Teams,

and SharePoint.

•  Support clear and effective internal communication across YSS.
•

improvements

implement

to  processes,  systems,  and

Identify  and
administrative efficiency.

•  Undertake additional coordination and business support tasks as required by

the CEO or SMT.

Person Specification

Essential

•  Proven  experience
coordination role.

in  a  senior  administrative,  executive  assistant,  or

•  Exceptional  organisational  and  time-management  skills  —  able  to  manage

multiple priorities and keep others organised.

•  Excellent written and verbal communication skills, with strong attention to detail.
•  Ability to anticipate needs, plan ahead, and follow through on actions.
•  Discretion and professionalism when handling confidential information.
•  A  proactive,  flexible,  and  solutions-focused  attitude;  comfortable  working

independently and within a small, dynamic team.

•  High level of digital literacy — confident using MS Office (Outlook, Word, Excel,

PowerPoint), Teams, and SharePoint.

•  Committed to continuous improvement and identifying better ways of working.
•  Alignment with YSS’s values and mission.
•  Full UK driving licence and access to a car (some travel required).
•  Legal right to live and work in the UK

.
Desirable

•  Experience working in the non-profit or charity sector.
•  Understanding of charity governance and compliance requirements.
•  Experience supporting senior leaders or boards.
•  Experience coordinating events or cross-organisational projects.
•  Awareness of safeguarding and risk-management principles.

Notes

•  YSS operates in a fast-moving environment and may from time to time vary the
content of this job description after consultation to reflect changes to the job,
without altering the general character of the post or level of responsibility.
•  The  duties  described  in  this job  description must  be  carried  out  in  a  manner
which  promotes  equality  of  opportunity,  dignity  and  due  respect  for  all
employees, volunteers and service users and is consistent with YSS policies.

•  Weekend and evening work may be an occasional feature of the role
•  YSS values people as individuals with diverse opinions, cultures, lifestyles, and
circumstances.  We  are  committed  to  building  a  culturally  diverse  team  and
therefore encourage applications from a diverse range of candidates, to help
us reflect our world and the communities we work alongside.

•  We are a signatory of the Armed Forces Covenant and committed to being a
forces-friendly  employer.  We  actively  encourage  applications  from  veterans
and service leavers. As part of our commitment to fair recruitment, we ensure
that candidates from the Armed Forces community are not disadvantaged due
to  gaps
transferable
qualifications.  We  assess  all  applicants  based  on  skills,  potential,  and
experience.

in  employment,  non-traditional  career  paths,  or

•  Our  organisation  follows  Safer  Recruitment  principles  and  guidelines  for  all
posts where contact with children and/or adults at risk is possible – this includes
a full application process, interviewing candidates, taking up and verifying two
satisfactory  references  (one  of  which  must  be  from  your  last  employer),
verifying qualifications, identity checks, an enhanced (Disclosure and Barring
Service) DBS check and HMPPS prison vetting.

Why Work for YSS?

•  Annual leave of 27 days, plus 8 bank holidays and 2 company holidays.
•  Pension Scheme.
•  Employee Health & Wellbeing plan.
•  Occupational sick pay.
•  Flexible working / hybrid working.
•  Monthly supervision for support / personal development.
•  Robust induction and training programme with an organisational commitment

to ongoing training and personal development.