Executive Support Administrator

We understand that people bring different strengths, experiences, and perspectives. So, if you feel you don’t meet every part of a person specification, please don’t let that put you off. We’re far more interested in your passion, transferable skills, and positive attitude than a perfect match on paper. If you believe you can bring something unique or valuable to our team, we would still love to hear from you.

Please note that candidates shortlisted for an interview will be contacted after the application closing date. If you do not hear from us, unfortunately, your application has not been successful on this occasion.

Due to the high volume of applications we receive, we’re unable to provide individual feedback at the pre-interview stage – but we truly appreciate your effort and interest in our organisation.

Pay: Level 6 | £24,333 per year | £13.37 per hour

Hours: Full-Time | 35 hours per week (Monday to Friday) | Part-Time (Job Share) also considered.

Closing date: Tuesday 14th October 2025

Interviews: Friday 17th October 2025

Location: 33 Woodcock Road, Norwich, NR3 3TT

Application Form

Job Description

Introduction

Are you organised, motivated, and looking step into an office-based support role? This is an exciting opportunity to join Nansa as we create a brand-new position to strengthen our team and improve the way we support our staff and organisation.

We’re looking for a friendly and proactive Executive Support Administrator to provide day-to-day assistance across both executive administration and HR support. In this varied role, you’ll help with tasks such as preparing documents, scheduling meetings, keeping records up to date, supporting recruitment activities, and assisting with the onboarding of new staff. No two days are the same, and you’ll be at the heart of making sure things run smoothly behind the scenes.

This role is ideal for someone looking to develop their skills in office administration, HR, or executive support. Reporting directly to the CEO, full training and ongoing support will be provided, so what matters most to us is your attitude, willingness to learn, and commitment to doing a great job.

We also understand that people bring different strengths, so if you feel you don’t meet every part of the person specification, we still encourage you to apply. If you have transferable skills, a positive approach, or something unique to offer, we’d love to hear from you.

Join us at this exciting time of growth and change at Nansa, as we review and improve how we recruit, welcome, and support our team – and play a key part in helping us make a difference every day.

Job Purpose

The Executive Support Administrator provides essential day-to-day administrative support to the Chief Executive Officer (CEO) and wider team across a range of business functions, including HR, office coordination, and general operations. This role is ideal for someone with strong organisational skills, attention to detail, and an interest in building experience in HR and business support. The postholder will help keep records accurate and up to date, support recruitment and onboarding activities, assist with meeting preparation, and ensure routine administrative tasks are completed efficiently and professionally.

Key Responsibilities

Provide day-to-day administrative support to the CEO and senior management team, including scheduling meetings, managing diaries, and preparing basic documents.
Act as a first point of contact for internal queries and direct them appropriately.
Prepare meeting papers, take minutes, and record action points as/when required.
Support the smooth running of day-to-day office activities by assisting with filing, correspondence, and general administrative tasks.
Assist with recruitment processes such as posting job adverts, scheduling interviews, and preparing offer letters.
Help with onboarding new employees, ensuring documents are completed and records are updated accurately.
Maintain employee files and records, both digital and paper-based, ensuring information is stored securely and in line with GDPR.
Update absence and annual leave records.
Support the coordination and recording of staff training and volunteer development.
Assist in preparing documentation for HR-related meetings, such as disciplinary or grievance hearings.
Support the maintenance of up-to-date policies, procedures, and compliance records.
Keep digital and paper filing systems organised and accurate, ensuring documents are easy to locate.
Help gather information for internal reporting, audits, or reviews when required.
Provide administrative support to the Health and Safety Focus Group, including scheduling meetings, taking minutes, and tracking actions.
Help update health and safety records and risk assessments.
Assist with coordination of safety checks, fire drills, and incident reporting processes.
Contribute to a positive and organised workplace environment by supporting colleagues and ensuring administrative tasks are completed on time.

About you…

Essential Skills & Experience

Strong administrative and organisational skills, with good attention to detail.
Confident using Microsoft Office (Word, Excel, Outlook) and able to learn new systems quickly.
Understanding of confidentiality and data protection requirements.
Good written and verbal communication skills.
Ability to manage multiple tasks and prioritise work effectively.

Desirable Skills & Experience

Experience in an administrative, HR, or office support role.
Basic understanding of HR processes or workplace health and safety.
Experience working in a charity, education, or public sector environment.

Personal Attributes

Trustworthy and discreet when handling confidential information.
Friendly and approachable, with a supportive attitude towards colleagues.
Proactive and willing to learn, with a positive and flexible approach to work.
Reliable and organised, with a focus on getting tasks completed accurately and on time.
Calm and professional, even when dealing with busy periods or changing priorities.

Important Information

To apply, please complete the application form above and return to: HR@nansa.org.uk

As a Data Controller, Nansa complies with the principles of the 2018 General Data Protection Regulation. Your application form will be kept for six months whether you are successful or not, then deleted or destroyed thereafter.

Nansa is committed to an inclusive working environment, promoting equal opportunities in employment, however, due to the nature of the work involved applicants must be 18 or over. That aside, we aim to ensure that no applicant or employee receives less favourable treatment or is disadvantaged on the grounds of age, disability, neurotype, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender), or sexual orientation.

To help us measure how well we are achieving this aim and to identify and address any potential barriers in our recruitment processes, we invite all applicants to complete an online Equal Opportunities Monitoring Form. This form will be shared with you via a link in the acknowledgement email you receive after submitting your application.

Completion of the Equal Opportunities Monitoring Form is entirely voluntary and is not part of the selection process. The information collected is anonymous, contains no personal or contact details, and cannot be linked to any individual applicant. It will be used solely for statistical monitoring and to help Nansa ensure that our recruitment practices are fair, inclusive, and free from discrimination, whether intentional or unintentional.

Nansa is committed to safeguarding the wellbeing of the people we support and maintaining a safe working environment for our staff, volunteers, and partners. As part of our recruitment process, we require applicants who are invited to interview to disclose any unspent criminal convictions prior to a DBS (Disclosure and Barring Service) check being arranged. Please note that having an unspent conviction will not necessarily prevent you from being considered for employment. Each case will be assessed individually, taking into account the nature and circumstances of the offence, its relevance to the role you have applied for, and the level of honesty and transparency shown in your disclosure.

Nansa is a Disability Confident Employer.