Executive Support Officer

JOB DESCRIPTION AND PERSON SPECIFICATION

Location Chesterfield Employer The Elm Foundation Reports To Head of Business and Finance Hours Full Time 35 hours per week Monday – Friday (9am – 4.30pm)  

Hybrid working available following completion of probation period.

Contract Permanent Contract Salary Grade 8 pay point 12 – 15 £28,248 – £30,359 plus 3 % pension Annual Leave 25 days + Public holidays increasing to 30 days annual leave after two years in employment. Start date Immediate

Job Purpose

To provide comprehensive executive, administrative and financial support to the CEO and Head of Services. The role includes managing communications, coordinating meetings and events, maintaining office systems, and supporting financial administration, governance processes and organisational projects. The postholder will work with a high degree of professionalism, discretion and attention to detail while maintaining effective relationships with internal and external stakeholders.

Key Responsibilities

Executive and Administrative Support

• Provide high-level administrative and clerical support to the CEO and Head of Services
• Manage and coordinate diaries, arranging meetings and appointments to ensure effective use of time.
• Ensure the CEO and Heads of Services are fully briefed and prepared for meetings, appointments and events.
• Support the day-to-day running of the CEO and Heads of Services office, maintaining efficient administrative systems.
• Screen telephone calls, manage correspondence and deal with email and online communications as directed.

Meetings, Governance and Office Management

• Organise meetings including preparing agendas, coordinating documentation and arranging meeting logistics.
• Act as clerk for meetings when required, taking accurate minutes and preparing action notes.
• Maintain filing systems and records using both manual and digital systems.
• Maintain records relating to the Board of Trustees.

Stakeholder Engagement

• Liaise with internal and external contacts, partners, stakeholders and the public in a professional and efficient manner.
• Support in dealing with sensitive, complex or confidential matters when required.
• Build and maintain positive working relationships across teams and with external organisations.

Event and Project Coordination

• Assist in coordinating meetings, events and visits including arranging travel and accommodation.
• Support the preparation and distribution of agendas and supporting papers.
• Participate in and support projects to improve processes and operational efficiency.
• Provide flexible administrative support when required.

Financial Administration Support

• Maintain accurate and up-to-date financial records in accordance with organisational procedures.
• Prepare and process invoices and support credit control processes.
• Manage day-to-day banking activities including payment runs and bank reconciliations.
• Process staff and volunteer expense claims in line with organisational policies.
• Support procurement processes and monitor expenditure.
• Maintain spreadsheets tracking income and expenditure.

Financial Reporting and Budget Support

• Support the preparation of monthly management accounts.
• Assist with year-end accounts, financial statements and audit preparation.
• Track project and programme expenditure against budgets.
• Support the Head of Finance in preparing annual budgets.

Grants, Compliance and Systems

• Assist in grant income and expenditure reporting to ensure compliance with funder conditions.
• Support cashflow monitoring and forecasting.
• Maintain finance systems including accounting and payment systems.
• Ensure financial documents, contracts and records are stored securely and in line with organisational policies.
• Adhere to financial policies, procedures and internal controls.

Payroll Support

• Provide support where required with monthly payroll processing.

Generic Duties and Responsibilities

•             Participate in supervision, appraisal and professional development opportunities.

•             Work collaboratively as part of the wider Elm Foundation team, sharing relevant  information where appropriate.

•             Maintain accurate administrative records and monitoring systems.

• Ensure compliance with The Elm Foundation’s financial regulations and organisational policies.

•             Undertake any other duties reasonably requested by management.

Confidentiality

The postholder must maintain strict confidentiality regarding service users and refuge locations, in accordance with safeguarding policies and MARAC information-sharing protocols.

Equality and Anti-Discriminatory Practice

The postholder must demonstrate commitment to anti-racist, anti-sexist and anti-discriminatory practice across all aspects of their work.

Professional Conduct

All duties must be carried out in accordance with The Elm Foundation’s Code of Conduct and safeguarding policies.

Person Specification

Essential Skills and Experience

• Experience providing administrative or executive support to senior leaders.
• Experience using Microsoft Office applications including Word, Outlook, PowerPoint and Excel.
• Experience using accounting software. (QuickBooks preferable but not required)
• Experience organising meetings and producing accurate minutes.
• Strong organisational, analytical and problem-solving skills.
• Ability to manage multiple priorities and plan work effectively.
• Strong communication skills, both written and verbal.
• Ability to handle confidential and sensitive information with discretion.
• Experience supporting financial administration, record keeping or budgeting processes.

Qualifications

• NVQ Level 4 in Business Administration (or equivalent experience).
• AAT qualification or equivalent financial qualification (desirable).
• Minimum of 3 years’ experience in an administrative, executive support or finance-related role.

Personal Attributes

Ability to work independently and collaboratively within a team.

Excellent organisational and coordination skills.

High level of accuracy and attention to detail.

Professional, proactive and reliable approach.

Strong interpersonal and communication skills.

Flexible and adaptable approach to changing priorities.

Application deadline: Friday 10/04/2026 at 5pm.Interviews: will be held the week commencing 13^th April.

Complete the Application Form (below) and Covering Letter and email to: recruitment@theelmfoundation.org.uk REF: ESA