Department: Finance & Corporate

Reports to: Finance Director

Salary: Up to £28,000 per annum

Location: Hybrid – Office-based at Wales National Pool Swansea with remote homeworking and National Travel as required

Type: Full Time permanent role, 37 Hours per week

Note: Occasional work outside of core hours to support events and other organisational commitments

About Us

Swim Wales is the National Governing Body for aquatics in Wales, leading the development of swimming, diving, water polo, artistic swimming, and open water swimming. Guided by our vision of “Aquatics for Everyone, for Life,” we are committed to creating inclusive, safe, and sustainable environments where individuals, clubs, and communities can thrive. We are passionate about promoting excellence, participation, and integrity across the aquatic sector, working closely with members, stakeholders, and government partners to provide strong leadership and uphold the highest standards of governance and organisational performance.

Role Purpose

The Executive Support Officer provides high-level administrative and coordination support to the CEO, Senior Management Team (SMT), and Board. This role is integral to the effective running of Swim Wales’ governance, executive operations, and strategic planning processes. The post holder will lead on diary management, board administration, strategic tracking, and internal coordination for corporate events and training. It is a highly trusted, detail-driven position suited to a proactive and organised professional.

Key Responsibilities

Executive Support

• Act as Executive Assistant to CEO, Board, and SMT, including diary management, meeting bookings, and partner liaison.
• Provide ongoing admin support, including filing, minutes, and travel bookings.
• Coordinate and minute weekly SMT meetings; manage actions and agenda preparation.
• Support the preparation and publication of the Annual Report.
• Lead and maintain systems for Board and Committee meetings, including agendas, minutes, and action logs.
• Coordinate Annual Board Declarations (e.g. Codes of Conduct, Conflicts of Interest).
• Provide support with Board recruitment and induction processes.
• Prepare and distribute the Board Papers Pack on a quarterly basis.
• Update and support the management of the Risk Register via CalQRisk. Strategic Tracking
• Track and report progress on strategic objectives and key initiatives.
• Support SMT with project processes including briefs, tracking, and progress documentation.

Corporate Events

• Coordinate major events including strategic meetings, staff conferences, AGM, Swim Wales Annual Awards and Board Meetings.

Appraisal & Training Management

• Manage the annual company-wide appraisal process.
• Support Objective setting within Sage HR.
• Support coordination of staff training as an output of the appraisal process.
• Coordinate the development and implementation of staff & board training matrices.

General Administrative

• Maintain accurate records and efficient digital filing systems.
• Monitor and improve working practices and workflows within executive support.
• Monitor admin mailbox daily and provide ad hoc support as required.
• Coordinate translation needs.
• Provide support to the Communications Manager in the development of quarterly internal Newsletters.
• Provide administrative support across the organisation as required.
• Offer flexible cover and support to other departments.
• This may include answering phones, handling customer queries, order fulfilment, volunteer expense processing, and attending occasional events outside normal hours.

General Responsibilities

• Promote Swim Wales and its activities, both within and outside the work environment.
• Uphold and deliver Swim Wales’ customer care standards in all interactions.
• Maintain awareness of, and comply with, all Swim Wales policies as outlined in the Staff Handbook.
• Keep personal development records up to date and ensure that interim reviews and annual appraisals are completed and logged in line with company policy and timelines.

The responsibilities above are not exhaustive, and you may be asked to undertake appropriate work outside of this job description from time to time.

This job description is subject to annual review to reflect the evolving needs of Swim Wales and the strategic direction set out in the Swim Wales and Sport Wales corporate plans.

Person Specification / Behaviours

The successful candidate will demonstrate the following qualities:

• Exceptionally organised and detail-focused
• Comfortable liaising with senior executives and external partners.
• Able to multi-task and manage competing priorities.
• Strong attention to detail is essential.
• Discreet and professional with handling of sensitive/confidential matters.
• Proactive and committed to continuous improvement.
• A team player who collaborates effectively with peers and senior staff.
• Self-motivated and committed to high standards of work.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office, particularly Word, Excel, Outlook, and

PowerPoint.

• Results-driven with a strong focus on quality.
• Full Driving licence and access to a vehicle.
• Inclusive in approach, demonstrating respect and integrity in all interactions.

Swim Wales is committed to inclusion and diversity and welcomes applications from all individuals with the relevant qualifications and/or experience. If you have specific requirements regarding the recruitment or interview process, please mention this in your covering letter.

To Apply

Please send a completed diversity monitoring form, application form and covering letter.