Personal Assistant to Chief Executive

Salary: £30k - £35k and attractive terms, dependent on experience

The Society of Chemical Industry (SCI) is an international forum where science meets business.  Established in 1881, SCI is a registered charity, based in London, with members in over 70 countries.

SCI’s principle charitable objective is to advance the application of science into industry for public benefit, and it does this through events, publications and other activities.

SCI seeks an experienced full-time Personal Assistant to provide administrative and secretarial support to the Chief Executive.  Routine duties include diary management, managing a contacts database, filing, travel and meeting arrangements and management for the Chief Executive. This is also a supporting role for assisting with the charity’s governance and the reception area and will require governance or board committee experience (including minute taking) in respect of the Board of Trustees.

We are looking for a professional and experienced PA to join this small, friendly team. The role involves liaising with senior level contacts so requires someone from a professional background comfortable liaising with CEOs and other senior directors.  

You will have excellent communication and interpersonal skills, be flexible, proactive and have experience of organising a busy executive office. The ability to plan, prioritise and work to deadlines is important. Good working knowledge of Microsoft Office is essential. Experience of working in a senior capacity in a professional or corporate environment is essential.

This role is normally office based, with the office in Belgravia, central London, but is currently home based due to the COVID regulations.  On an ongoing basis there is the possibility of working from home part-time.

Knowledge, skills and experience required for this position

• At least 5 years’ demonstrable experience as a Personal Assistant.
• Excellent communication and customer service skills.
• Strong organisational skills, flexible and the proven ability to multitask.
• Experienced minute taker.
• High level of computer literacy with Microsoft Office Suite and familiarity with Planner and PowerPoint, Sharepoint and Teams.
• Proactive and willing to act on own initiative both individually and as a member of a team.
• High aptitude for spelling and grammar, and accuracy in data entry and proof-reading.
• Personable, positive and a team player.
• Understanding of a charity or membership organisation desirable.

Deadline: Midnight on 12 June 2020 however, please note, interviews may take place before the closing date for the right candidate.

Please apply with your CV and a covering letter detailing your experience via the online option.

STRICTLY NO AGENCIES

Office Administrator 
Oxford and Home Based
£22,000 - £25,000 (depending on qualifications and experience)

About Us

INASP is an international development organisation working with a global network of partners to improve access, production and use of research information and knowledge in developing countries. 

We are a UK registered charity, established in 1992 and funded by a range of government and institutional donors. We have 24 staff based in our Oxford and London offices.

We are looking for an enthusiastic and efficient Office Administrator with experience of HR processes and excellent communication and interpersonal skills. You will keep our busy office running efficiently and ensure that staff are best equipped to perform their roles.

The Role

The Office Administrator is the lynchpin of our small international organisation. 

Reporting to the Financial Director, the Office Administrator will be responsible for providing proactive and efficient administrative support across a range of admin functions including travel and travel security, IT, HR, office administration and supplies, and health and safety. Establishing and managing relationships, both internally and externally, is a key element of this job.

Key Responsibilities 

- Support the Travel Management Team to provide safe and efficient international travel for INASP staff
- Be the main contact point with our external IT systems provider, Mirrorsphere, to ensure INASP staff have access and support to efficient and appropriate IT systems
- Support the Finance Director and HR Adviser to establish and maintain effective HR policies and procedures, maintain HR records on BreatheHR, support recruitment processes and arrange inductions for new staff
- Provide overall office administration services in a proactive, efficient and effective manner to ensure that staff have the appropriate equipment and tools to perform their roles effectively
- Ensure all health and safety legislation and procedures are in place and up to date and monitor both remote and internal working practices and identify any support required by staff
- Provide support to the Finance Team in coding invoices/payment vouchers and inputting them into the financial system, along with handling foreign expenses cash claims from traveling staff  
- Organise, help contributors, and ensure staff meetings are well documented
- Provide direct support to the ED and senior management team where required

We are looking for candidates with: 

- A CIPD level 3 or 5 qualification, or the willingness to undertake HR professional development sponsored by INASP
- Thorough knowledge of general office administration processes and HR practices and procedures
- Excellent communication and interpersonal skills  
- Computer literate with a high level of accuracy
- A methodical, thorough approach with strong attention to detail and good organisational and time management skills
- Experience of working in an office support position with people from different cultures and backgrounds
- Adaptability to work across a range of tasks and prioritise effectively and the willingness to learn new skills and take on new challenges
- A helpful, friendly and supportive manner in person and on the phone / online

Other organisations may call this role Office Co-ordinator, Admin Assistant, Administrative Assistant, HR Administrator, Human Resources Administrator, Office Assistant, or Administrator. 

This vacancy will be held open until it is filled, so candidates are advised to submit their applications as soon as possible.

Candidates selected for interview will be notified and sent interview details including advance preparation requirements, within two weeks. Due to the current situation, interviews may take place via Skype/Zoom/Teams.

INASP is committed to creating an inclusive working environment, promoting and providing equal opportunities in employment, respecting diversity and avoiding unlawful discrimination at recruitment and during employment. We welcome applications from all suitably qualified individuals regardless of their race, gender identity, biological sex, disability, religion/belief, sexual orientation or age. Applications from people with disabilities, or those with health problems, are welcome and will be given full consideration.  

So, if you’re seeking your next challenge as an Office Administrator, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.

The Individual Giving Administrator will assist the fundraising team to devise integrated marketing campaigns with the aim of maximising giving from existing supporters and acquiring and retaining new donors to SIFA Fireside. The post holder will explore and test new income streams from individuals and increase supporter engagement. The post holder will also be required to undertake administrative duties to support the wider Fundraising team and be involved with the marketing and communication plans and other areas to maximize income generation.

I am currently looking for an outstanding Administrator / Diary Manager for an independent advice charity.
The main purpose of this exciting role is to support the CEO in managing stakeholders and to support the Senior Administrator in running the office and organising internal and external meetings.

Main duties:
Manage the CEO diary/in-box
Organising Quarterly Steering Group Meetings
Early, timely and accurate notification of meetings to participants
Drafting/Collating/proofing reports for CEO sign-off
Ensuring timely dispatch of papers and meeting notification
Organising venue/hospitality/access
Taking minutes, editing drafts and getting sign-off
Following up on actions
Liaising with the Service Administrator on the production of monthly and quarterly reports.
Organising Quarterly Advice Lewisham Forum
Maintaining the database of voluntary sector partners
Organising the annual Client Survey
Organise team meetings including 1st & 3rd Wednesday meetings:
Ensuring meetings in diaries and early/accurate notification
Organising training sessions
Agreeing a draft agenda with the CEO's/Advice Services Manager
Co-ordinate internal/external meetings for the CEO including booking rooms, notifying participants, collating documents, receiving guests

If you have the above skills and experience, please

The Position

The Development Team Administrator is responsible for a range of administrative and development activities that support Lewa UK’s fundraising goals and provides Executive Assistant support for Lewa’s International Executive Director. **To apply please provide a CV and covering letter**

The Role

The Development Team Administrator will be detail-oriented, familiar with fundraising processes and the importance of data management, a team-player, self-driven, and passionate about contributing to high standards of excellence. A commitment to and interest in wildlife conservation and community development is advantageous. This full-time position is based in London close to Hammersmith underground station.

Broadly, the Development Team Administrator is responsible for supporting the UK team in meeting ambitious annual fundraising targets, overseeing operations of Lewa’s London-based office, and ensuring excellent donor stewardship and data management. 

This position reports to the Deputy Director of Development Europe, Middle East & Asia (DDofD EMEA), currently based in London. Lewa’s International Executive Director (IED) has overall responsibility for all staff and consultants who are hired to work on Lewa’s behalf outside of Kenya. 

Responsibilities

Administrative Duties

• Schedule meetings, set up conference calls via Zoom, keep global calendar up to date;
• Handle mailing requests from donors including mailing of impact reports, donation receipts, special gifts and other items;
• Implement new filing system and ensure ongoing proper filing practices under guidance of the Global Data and Administration Officer;
• Arrange conference rooms and food catering when needed;
• Provide administrative support to DDofD and IED for scheduling meetings, data entry, arranging travel, etc.

Donor Information and Support Management

• Enter donations and detailed notes into Salesforce and process donor acknowledgement letters under the direction of the DDofD;
• Ensure tasks and deadlines assigned to consultants are entered and updated in Salesforce;
• Monitor general Lewa email account for follow up tasks and responses;
• Support in data management via Salesforce and Dropbox by logging call notes, next steps, donor information, and follow-up tasks;
• Support all fundraisers on data entry, especially during heavy workload times of the year.

Travel and Event Planning

• Provide travel support to Lewa staff and partners visiting the UK, under direction of DDofD and Global Data and Administration Officer, including booking internal flights and hotels when needed; developing and keeping a travel itinerary up to date; requesting meetings; arranging in-country travel; and fulfilling special travel or hosting-related requests;
• Event support including planning, guest list creation and management (with the Global Data and Administration Officer) set-up and overall administrative management. Specific tasks may include logging auction items, photos and descriptions; helping to coordinate and deliver purchased auction items; posting purchased auction items; preparing and printing table place cards; updating attendance lists; delivering supplies to event location; assembling gift bags; ordering thank you gifts for committee members, etc; 
• Coordinate quarterly board committee calls and attendance at three annual board meetings, including polling board members about date availability, setting up Zoom calls, ensuring technology needs are in place for meetings, etc;
• Responsible for planning all UK board meetings and International Advisory Council meetings annually including booking hotel room blocks, arranging catering if necessary, answering questions from board and staff who are traveling to the meeting, distributing schedules and materials, etc.;
• Assist with meeting material preparation including proofreading, editing, and organizing board books via PDF;
• Attend board meetings and take detailed meeting minutes.
• Assist the DDofD in supporting the Lewa Next Gen programme and on average two events annually and associated Communications.

Fundraising Support

• Play a key supporting role in annual direct mail activities including mail merges, formatting, printing letters, troubleshooting, etc.
• Draft emails and donor correspondence as requested;
• Respond to donor and board member queries in a timely, professional manner.
• Proof read proposals and other communications text
• Assist the Fundraising and Communications Officer in writing Social Media posts and other Communications relevant to Lewa UK/ EMEA.

Office Oversight

• Office oversight and management including making sure the office has proper supplies and functioning equipment;
• Coordinating IT support for the team when necessary;
• Track expenditures for key staff and events in cooperation with Global Data and Administrative Officer and Senior Finance Manager;
• Pricing research for supplies, services, travel, etc.;
• Manage vendor relationships for UK under direction of Global Data and Administrative Officer and DDofD;
• Research and query common HR and administrative practices to establish better office and employee management systems when needed;
• Other duties as assigned.

The Person

This challenging role demands a highly organized, detail-oriented, entrepreneurial individual with strong communication skills and the ability to work with limited supervision.  We are looking for someone to join our growing team who has a genuine passion for the cause and pride in their work, as well as understanding the vital contribution this role makes to a busy team!

Qualifications and Competencies

The Development Administrator must demonstrate:

• Attention to detail and willingness to carefully track data related to donors and office management.
• Strong writing and editing skills to assist on proposals.
• Ability to keep to budget
• Should be skilled in Microsoft Office, including Word and Excel, and a CRM database.
• The ability to initiate and complete long-term projects as well as manage time-sensitive daily activities, and the flexibility to work as part of a collaborative office environment. 
• The ability to foster a healthy organizational culture in a multinational, multicultural environment.
• Entrepreneurial spirit and problem-solving skills.
• Strong interpersonal skills and the ability to work effectively and efficiently against pressing deadlines.
• Ability to work in harmony with teammates and enthusiastic about contributing to team goals.
• The ability to handle sensitive information with discretion and integrity. 

Education, Training, and Experience 

• University degree preferred; strong professional experience without a University degree also considered.

Compensation 

Lewa UK provides a competitive salary, benefits and holiday compensation package.

**To apply please provide a CV and covering letter**

CANDIDATES

Lewa Wildlife Conservancy UK is committed to building a truly diverse and inclusive organization with a focus on valuing, serving, and understanding Lewa’s constituents in Kenya and globally. Lewa UK is an equal opportunity employer committed to a policy of equal treatment and opportunity in every aspect of its hiring and promotion process without regard to race, color, creed, religion, sexual orientation, partnership status, gender and/or gender identity or expression, marital, parental or familial status, national origin, ethnicity, veteran or military status, age, disability, or any other legally protected basis. Racial and ethnic minorities and men are encouraged to apply for vacant positions at all levels. Lewa UK is not able to sponsor employment visas.

Overview:The Lewa Wildlife Conservancy

Established in 1995, the Lewa Wildlife Conservancy (Lewa, or the Conservancy) is an award-winning catalyst and model for community-centric conservation in northern Kenya. Lewa has been inscribed as a UNESCO World Heritage Site, and features on the IUCN Green List of Excellence in protected area management. The Conservancy is the heart of wildlife conservation, sustainable development and responsible tourism in northern Kenya. Lewa’s successful working model has inspired replication by other conservation organizations in the region, notably through its close partner organization, the Northern Rangelands Trust, which now comprises 39 community conservancies.

Lewa is home to 14% of Kenya's rhino population, the world's largest resident population of the endangered Grevy's zebra, and many other species. The Conservancy also promotes landscape connectivity for wildlife, especially for more than 6,500 elephants that move from the high-altitude areas in the Mount Kenya Forest, through Lewa and the neighboring Ngare Ndare Forest Reserve, to habitats in Samburu and areas further north. 

Lewa’s success can be attributed to its close working partnership with neighboring communities through education, clean water projects, health clinics, microcredit programs, and sustainable agriculture work. Through a broad range of programs, the Conservancy benefits more than 60,000 people in surrounding communities who in turn have become Lewa’s first line of defense against poachers and criminal elements who seek to profit from illicit trade in rhino horn, ivory, and other wildlife products.

About us
Crisis is the national charity for homeless people. We know that homelessness is not inevitable. We know that together we can end it.

Crisis Skylight Brent, based in Harlesden, provides housing, education, employment, volunteering, wellbeing and mental health services that help people leave homelessness.

Important part of our work is also influencing the local provision of services for homeless people.

Crisis Skylight Brent will relocate to a new bigger and inspirational building in early 2021, and the new Administration and Facilities will be playing an instrumental role in supporting this move and ensuring we are making the most out of this exciting new development.

About the role
As the Administration and Facilities Manager, you will play an important role within the local management team, ensuring the smooth running of facilities and administration to support the delivery of our services; liaising with colleagues from across Crisis including Finance and Information Governance, you will ensure our local systems are in-line with the wider organisation requirements and standards. You will work closely with the Crisis’ central facilities management department, acting as their link locally and participating in their team activities.

About you
To be successful in this role you will have significant experience in facilities management with sound administrative background; working with colleagues across Crisis and within the local team you will need to have excellent interpersonal skills, proven ability to develop and maintain positive relationships and be flexible and adaptable in responding to changing needs. Commitment to Crisis’s values and purpose are essential to the role.

Benefits
As a member of the team you will have access to a wide range of employee benefits including:

-Interest free loans to purchase a train season ticket or a bike or for a deposit to secure a tenancy
-Mandatory pension scheme, with an employer contribution of 8.5%
-25 days’ annual leave which increases with service to 28 days
-Alongside our excellent staff benefits, we will support your ongoing development to build your skills, experience and career.

How to apply
If this sounds like the opportunity for you, please visit our website to apply online. Candidates are required to complete a supporting statement, addressing points 1-5 of the person specification. The job description is available on our website by clicking on the 'Vacancy Details' button.

If you need to request an application in an alternative format, please contact the HR Team (details can be found on our website).

Closing date: Sunday 31 May 2020 (23:59)

Interviews will be held on Monday 8 June 2020

Previous applicants need not apply

We value diversity, promote equality and encourage and applications from people of all backgrounds. We particularly welcome applications from people with lived experience of homelessness.

To see our work in action please visit the Crisis website.

Registered Charity Numbers: E&W1082947, SC040094

Permanent - Full Time - 37.5 hours per week
Monday to Friday - 9.00am-5.00pm

From 1st April 2020 the starting salary is £21,730 rising to £24,460 after successfully completing probation, a further increase to £27,195 after 12 months subject to ability to demonstrate adequate performance in all areas of the role.

Do you love working with people, enjoy a role where no two days are the same and have exceptional administration and organisational skills? If so, this new opportunity could be for you... We are a charity that enables people to live later life and every day we are driven by our core values; to nurture, respect and inspire. At MHA we put the people we care for at the centre of everything we do.

This exciting role involves working as part of the management team, alongside the Home Manager and Deputy Home Manager with responsibility for ensuring the business functions across the Home run efficiently and effectively with particular emphasis on customer service, finance, recruitment and personnel.

An essential part of this role will require you to assist the Home Manager in ensuring that the home is compliant with external regulatory requirements as well as meeting all of our internal standards. You will be accountable for effective management of data with attention to detail being an essential element of this role. You will have financial responsibilities such as submitting payroll information to our central support office and providing clear and accurate records of resident and MHA assets.

There are many factors that lead residents and visitors alike to experience Hillside as such a warm, welcoming and well-designed home.

There's the purpose-built accommodation with its 68 private single bedrooms with en suite facilities, and there's the full activities schedule for those who wish to take part - the home has not one, but two Activity Co-ordinators. But above all, there are the dedicated staff members who combine professionalism with a real interest in each individual - offering the person-centred care that lies at the heart of .

For more information about Hillside, please click

Please note that interviews may take place prior to the advert closing as and when suitable applications are received. If a suitable candidate is appointed the role may close early, therefore please do not hesitate to submit your application.

Finance and Resources Administrator

Full time – 35 hours per week

Location: London (GamCare Head Office)

Salary £17,000 - £22,000 p.a. – dependent on experience

Permanent

GamCare is the UK’s leading provider of information, advice and support for anyone affected by gambling problems. During the recent years GamCare has experienced immense growth in its operations.

GamCare is now looking to recruit a Finance and Resources Administrator to work within our back-office support function in London.

You will be working with Financial Controls Manager, supporting in day to day finance activities and manage premises.

Key Responsibilities include:

• Update of General Ledger on accounting software (Quickbooks).
• Processing of monthly staff expenses
• Maintaining office health & safety and facilities

You should have experience in finance and resources admin support within charitable organisation and preferably studying towards an accounting qualification.

You will form part of an enthusiastic team who works in collaboration with each other. You should be versatile and adaptable and committed to on-going development.

To apply, please go onto the GamCare website and complete an application form and Equal Opportunities Monitoring Survey.

Please note we do not accept CVs

GamCare is committed to processing your personal data fairly, lawfully and transparently in line with GDPR. For further information on GamCare’s recruitment privacy notice please refer to our website.

If you would like acknowledgement that your application has been received, please ensure the application is attached and put the following subject in your email:

Job application: <name of vacancy> and name of region

Please note that if the subject is not correct, you may not receive a confirmation.

To discuss the role further please email Lisandra Noormahomed, (Finance Officer).

Closing date for applications: Monday 20 April at 9:00 am.

Women’s Aid is the national charity working to end domestic abuse against women and children. Over the past 45 years, Women’s Aid has been at the forefront of shaping and coordinating responses to domestic abuse through practice, research and policy. We empower survivors by keeping their voices at the heart of our work, working with and for women and children by listening to them and responding to their needs. 

We are a federation of nearly 180 organisations which provide just under 300 local lifesaving services to women and children across the country. We provide expert training, qualifications and consultancy to a range of agencies and professionals working with survivors or commissioning domestic abuse services, and award a National Quality Mark for services which meet our quality standards. We hold the largest national data set on domestic abuse, and use research and evidence to inform all of our work. Our campaigns achieve change in policy, practice and awareness, encouraging healthy relationships and helping to build a future where domestic abuse is no longer tolerated. 

Our support services, which include our Live Chat Helpline, the Survivors’ Forum, the No Woman Turned Away Project, the Survivor’s Handbook, Love Respect (our dedicated website for young people in their first relationships), the national Domestic Abuse Directory and our advocacy projects, help thousands of women and children every year.

You will be joining our fantastic Fundraising team who keeps the organisation surviving and thriving by bringing in funding from the smallest individual donor, a high profile corporate partner, or individual major donor. This post holder for this role work across the whole Fundraising team, providing administrative and operational support, including maintaining the fundraising database: The Raiser’s Edge. 

We’re looking for someone with great people skills, as well as drive, initiative and determination. You’ll be diligent with details and accuracy, and have a dynamic approach to your work. You will be a natural problem solver, always looking to improve upon current processed to improve on efficiency.

The post holder will develop and maintain both internal and external contacts and will need a thorough understanding of Women’s Aid’s work. 

Location Bristol (with some travel required) 

Salary £19,538 pro rata (based on WA pay scale point 20)

Length of contract 15 hours per week, permanent

Closing date 12pm, 15th June 2020 

Interviews 18th June, Bristol/via MS Teams if remotely 

Women’s Aid offers a family friendly culture, with flexible hours and generous leave policies. Staff also have access to a tailor made development process, centred on our values, and recognising staff strengths. As part of this, staff are allowed 8 study days each year (pro-rata), on top of the already generous 27 days annual leave, plus Bank Holidays. We also offer staff networks for BME and LGBT staff, an Employee Assistance Programme, and loans for travel cards and training courses.

We are recruiting for a Part time Finance /Administrator assistant for an growing international development charity working with young people. This role is 21 hours a week, a FTC for 12 months and you will be working remotely.

The Role
Finance
Prepare biweekly payment runs and enter data into the Quick Books accounts system. This will involve
- accurately allocating invoices to both departments/projects and nominal ledgers
- Ensuring that invoices are correctly authorised in accordance on budget holders approval limits.
Handling and responding to supplier queries
Bank reconciliations
Credit Card reconciliations
Maintaining the fixed asset register
Assist in preparing donor reports including a monthly budget Vs actual report.
Assist in preparing Audit Schedules
Electronic filing of documents.
Ensure that proper internal controls are followed for all transactions.

Administration
Ordering New starter equipment.
Inputting (contact) details into Sales Force.
Assist the Finance Director with correspondence with suppliers, Legal and other professionals.

The Candidate
Experience in purchase ledger
Bank reconciliations
Donor reporting
Budget Vs actual reporting
Keeping and maintain records. S/he must be highly organised as the work will entail a huge amount of electronic record keeping
Must have experience in Quick books (preferably the online version).
Must be able to able to work unsupervised and work well across the teams of the organisation. The post holder must be ACCA Part 1 qualified (or equivalent) and studying towards full qualification.

IMPORTANT NOTE

Our aim is to respond to all successful applications within 5 days. If you havent been contacted within 5 days your application has been unsuccessful and your details will not be held further but we positively encourage you to apply for any other positions that you may see in the future.

We apologise that we cannot contact everybody in person but thank you in advance for your interest.

Third Solutions encourages applications from individuals of all ages & backgrounds. Appointment will be made on merit alone but candidates must be able to demonstrate their ability to work in the UK. Third Solutions acts as an employment agency for permanent recruitment & an employment business for temporary recruitment as defined by the Conduct of Employment Agencies & Employment Business Regulations 2003.

Our Streetlink project specifically works with vulnerable women and with the help of a dedicated volunteer team, we provide a range of services including late night and early morning outreach, a twice-weekly Women’s Space, Sanctuary sex worker Drop In every Tuesday evening and an Open Access/Drop-in session. In addition a full adult learning timetable offers free classes and workshops. We assess need, create bespoke support plans, provide ongoing key work and empower people to improve their circumstances. 

Could you lead a team that will wrok to restore hope for some of Lambeth's most abused and forgotten women. Could you help rebuild their trust and support them to make alternative choices that would bring stability and hope to their lives.

We are looking for a team leader with an understanding of and committment to our service users.

Post Title Recovery Hub Administrator

Responsible to Director of Services

Purpose of Post To provide Administrative services to housing, training and development managers as well as in-house therapists

Hours of work 37.5 hours per week

Salary Band 2: £20,573-£22,000 Per Annum

Location Spitalfields Crypt Trust, Acorn House, 116-118 Shoreditch High Street, London, E1 6JN  

This is a 12 Month FTC (Maternity Cover), the role will ideally start in June, interviews will be on an application basis and will be arranged with candidates via zoom/skype/facetime.

Application via CV.

Introduction:

Spitalfields Crypt Trust (SCT) is an East London charity providing practical help, support and training to people who have been homeless and suffering from addiction. It runs a homeless drop-in, a Recovery Hub (which includes an abstinence-based residential recovery accommodation, a Primary Programme and a Continuing Care Programme), supported houses and two social enterprises supporting people in recovery from addictions to put their lives back together. Our integrative approach is based on the ‘Recovery Capital’ methodology and is a whole-person approach, which takes into account physical, cultural, social, human and spiritual factors and assets. Set up over 50 years ago, the charity was set up to provide shelter to homeless, alcoholic men.

In employment we actively seek to recruit people with a good combination of talent, skills and potential, promoting equality for all, and welcome applications from a wide range of candidates.  We select all candidates for interview based on their skills, qualifications, experience and commitment to the values and purposes of the organisation. (Sources - Equal Opportunities Policy 2.2 (i) and (v)).  SCT is a growing organisation with opportunities for people with good motivational skills and high levels of initiative.

Role and Responsibilities:

Administrative;

• Answering general queries by telephone, email, letters (as instructed)
• Manage diaries and support staff in the Recovery Hub as needed providing comprehensive administrative and secretarial support across the board (Taking Minutes / preparing agenda’s etc.)
• Receiving deliveries, sorting mails and contacting appropriate department as required
• Induction of new residents into the Recovery Hub
• Maintain accurate paper and electronic records for the Recovery Hub
• Provide general FOH duties (i.e. reception, answering the phone etc.)
• First point of contact for IT related issues, escalating to our service provider
• Coordination of volunteers across our frontline programmes
• Assist ordering supplies including testing kits
• Uploading relevant data to our outcomes system ‘Inform’
• Liaise with benefits agencies and local authorities around payment of Housing Benefits
• Reducing any rent arrears by working to solve queries with managers
• Prepare rent and service charge statements to residents
• Dealing with rent collections
• Deal with queries regarding housing benefit, including dropping off required documents
• Report CORE (continues recording of lettings and sales in social Housing)
• Recording and updating Housing Benefit/Service Charge rent sheets and providing information to accountants (JS2)
• Deal with queries regarding housing benefit
• Provide occasional support to our social enterprise based in the Recovery Hub
• Working alongside the Office Administrator to cover in times of absence or to offer additional support in busy periods
• Carry out other duties as may reasonably be required

Monitoring and Evaluation;

• Input data on the monitoring and evaluation system
• Analysis of monitoring and evaluation for the recovery hub
• Accurate recording and filing of attendance records etc.
• Ensure service user feedback is captured and work with teams to enable action

Person Specification

Essential

Desirable

Skills and Knowledge

• A-Level Standard
• Excellent interpersonal and communication skills
• Financial understanding and competency
• High level of accuracy and attention to detail
• Ability to prioritise and work to deadlines

• A degree in any field

Experience 

• Proven experience as an administrator in a cross functional team
• Experience of working in a team
• Experience of independent working
• PA / EA experience 
• Excellent level of IT skills (MS Office)

• Knowledge of Housing Benefits
• Knowledge of rental income
• Understanding of working with people from troubled backgrounds

Cultural Indicators

Delivering Results

• Delivers great outcomes through our vision and strategy, effectively planning and meeting targets.

• Makes effective, data-driven decisions.

Role Model / Leading by Example

• Is an inspiring role model for others, building trust and living our Vision / Mission and principles and delivering our services accordingly.

Continual Improvements

• Consistently seeks to improve how we do things to achieve and Embraces change and innovation.

Effective Communication

• Communicates clearly, effectively and honestly. Listens to others and adapts communication to suit them.

One Team

• Works with others as one team, actively collaborating to achieve a shared vision. Building relationships across SCT, sharing information and expertise.

The Marylebone Project is one of the largest women’s hostels in the UK for women affected by homelessness. Those we support are often affected by substance misuse, unemployment, domestic violence and mental health issues. Whatever their story, we aim for the same ending; self-esteem, employment and independent living. We do this by providing shelter, education and employment opportunities, spiritual space and events in a welcoming and secure environment.

The ideal candidate will have:

• excellent interpersonal skills and the ability to deal sensitively with people
• experience of data entry and finance systems
• good organisational and communication skills 
• the ability to work under pressure

As part of the admin team, this role plays an active part in ensuring the team can deliver the various functions of the department and you therefore may be required to cover for other members of the team in the service assistant role and reception. This successful candidate will need to be a strong team player, who is willing to get stuck in and happy to help where needed.

For more information, please see the job description and person specification. 

The Roman Catholic Diocese of Portsmouth

Administrative Services Manager

£30,000-£33,000 per annum depending on experience plus contributory pension

Full time 35 hours per week (Monday to Friday)

Reporting to the Director of Communications and Corporate Services.

Accountable to the Chief Operating Officer.

About us

The Diocese of Portsmouth comprises 90 parishes across Hampshire, Dorset, Berkshire (except Slough), South Oxfordshire, the Isle of Wight and the Channel Islands. Formed 19th May 1882 by the division of the Diocese of Southwark, the Diocese of Portsmouth has a presence in every community and can offer ministry and mission to all who come to us, working towards the Bishop’s vision of Bringing people closer to Jesus Christ through his church.

About You

Due to some changes within our team structure we are looking for an experienced and high-calibre candidate to join our small central team as our Administrative Services manager. You may have been a senior administrator, Office manager or company secretary, governance manager or board administrator or similar in a busy organisation.  You will have excellent communication skills and a great attention to detail. You will computer literate and proficient in office software applications and most of all you will be adaptable and flexible, a strong team player and a self -starter.

You will have a relevant degree 2:2 or above or equivalent experience and project management experience.

You will have an understanding and sympathy with the mission and values of the Catholic Church.

Main duties of the role

You will be supporting the Chief Operating Officer and senior leadership in ensuring the smooth governance and administration of the Roman Catholic Diocese of Portsmouth charity, and you will work closely with the main committees involved in the governance and allocation of resources for the Charity, this includes the Trustee Board and Trust Subcommittees. You will be responsible for the oversight of the office function and be the Data Protection Manager for the organisation.

You will work with the Senior Team to organise events for external stakeholders and supporters of the charity, and conferences and team days for the charity’s staff.

You will also provide important generalist support for the Senior Management Team on ad hoc projects associated with development of the business functions.

This role provides a unique opportunity to work at the heart of the Diocese and contributing to the ongoing development of a professional approach within the organisation. You will be expected to liaise directly with Trustees, Clergy and external stakeholders so it is crucial that you have well developed interpersonal and communication skills. You will need strong organisational and analytical skills for your day-to-day work, displaying meticulous attention to detail and a high level of efficiency.  You will exhibit exceptional diplomacy and tact, and a high level of professionalism.

While we are committed to staff development, the central team is small and therefore this is a role for an experienced person it is not suitable for a new graduate.

If you would like a confidential discussion about the role please contact:

Heather Hauschild – Chief Operating Officer

Please apply by sending in the following;

Covering letter:  Please tell us how your motivation, values, skills, experience and personal qualities demonstrate your suitability for the role (around 500 words).  Please make it clear why you are excited about this role, and why you specifically want to work for the Diocese of Portsmouth.

Current CV and the details of two referees: This should include full education and employment history (including dates, with no gaps left unexplained). Please include your current or most recent employer as one of your referees.

Closing date for applications: Friday 12th June 2020 at 1300 hrs

Interviews: to be confirmed

Notes to candidates

1. Interviews: all shortlisted candidates will be invited to attend a face-to-face interview.

2. Unsuccessful applications: if you have not been contacted within 3 weeks of your application, we regret that you will not have been offered an interview on this occasion.

3. General: this post will be subject to review under the relevant Diocesan Terms and Conditions of Service.

4. New employees to the Diocese will be subject to a probationary period of six months.

Administrative Services Manager

Job purpose

The post-holder will be part of a small team supporting the governance needs of the Diocese of Portsmouth and maintaining an efficient administrative function.

To ensure that the Diocese has in place the governance framework, policies, procedures and support it needs to function as an effective Charity.

The post-holder will manage the development and implementation of governance policies and procedures and provide advice on wider governance issues.

The post-holder will be expected to provide comprehensive and high-quality secretarial support to the Trustees and Subcommittees, ensuring that they have the support required to enable them to fulfil their functions and responsibilities effectively, meeting the requirements of the charity commission legislation and policy framework.

Main accountabilities

1. To provide comprehensive and high-quality secretarial support to the Trustees, the Finance Audit & Risk and Remuneration Committees, and other Committees or advisory groups as required, and managing the relevant budgets.

2. To work closely with the Senior Leadership Team to develop the Trusts work programme.

 3. To provide support to the Senior Leadership Team( SLT).

4. To ensure good quality information flows between the senior management and trustees.

5. To oversee compliance with Trust governance policies, procedures and relevant provisions in legislation.

6.To provide clear and effective line management for the Administrative assistant.

Governance, Compliance and Board Management

• Work with Secretary to Trustees and the Chief Operating Officer to set and manage meeting date schedules for all Board and Committees to achieve efficient diary management.
• Capturing the outcomes of meetings and taking responsibility for communicating these throughout the organisation, obtaining updates from action owners and preparing a report on the status of completion.
• Prepare papers for the Trustee Board, and other Board committees.
• Organise and administer meetings, including taking and distributing minutes.
• In conjunction with the Secretary to Trustees, organise the Trustee training days.
• Responsible for keeping the register of signing and sealing official documents.
• Providing direct advice and guidance to chairs and members in meetings on matters relating to regulation, governance and constitution.
• To attend, prepare agendas for and take minutes at meetings of key management committees, including the Senior Leadership Team.
• Develop draft reports for regulators (principally Charity commission) including serious incident reporting.
• Liaise with legal advisers as directed.
• Work with senior leaders to develop risk reporting and board assurance framework.
• Take a lead role in ensuring Information Governance (GDPR) Compliance acting as the Data protection manager for the organisation.
• Develop Organisation Risk reporting and Board Assurance.
• Supporting the Chief Operating Officer in making sure the decisions of the Trust boards are implemented.
• Keeping handbooks for staff and trustees up to date.
• Supporting the induction of new Trustees.
• Deliver specific training related to portfolio as required, for example for parish administrators.

Training and Events Management

To work with the Senior Leadership Team to organise:

• Charity-wide events such as the annual parish administrators conference, other seminars, gatherings and events as required. This includes the logistical arrangements, liaising with speakers and venues as well as ensuring dissemination of notes and tracking actions.
• To undertake a range of ad-hoc tasks, projects and responsibilities for members of the Senior Leadership Team in accordance with management requirements and organisational demands.
• To act as a representative of the organisation on behalf of the Senior Leadership team at external conferences, meetings and other events as agreed with the Chief Operating Officer.

Project Management

• To lead on specific projects or pieces of work, undertaking research, and writing reports on behalf of the Senior Leadership Team.
• To work with the property team to ensure the presentability of head office premises and to arrange improvements and repairs.

Values

• To maintain the ethos and values of the Catholic Church and positively promote the work and activities of the Catholic Church.
• To undertake any task that may be requested from time to time that may be consistent with the nature and scope of this post.
   

Person Specification - Administrative Services Manager

Supporting Evidence

In the supporting evidence of your application form, you must demonstrate your experiences by giving specific examples for the criteria within the person specification.

Knowledge, Training and Experience

Degree in relevant subject (or equivalent ) - Essential

RSA level 3 - Desirable 

GDPR/Information governance related qualification - Desirable 

Demonstrable experience of Governance and compliance in an administrative environment and working with computerised data systems - Essential 

Working Knowledge of risk management and board assurance.

Excellent written communication skills and command of the English language to draft letters, briefing notes etc. and meticulous attention to detail - Desirable 

Experience of working for senior staff at board level in a busy environment - Desirable

First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary - Essential 

Experience and proficiency in minute taking and keeping actions trackers and excellent record - Essential

Advanced proficiency in use of Microsoft Office including Word, Excel and Powerpoint - Essential 

Kowledge of the values and teaching of the Roman Catholic Church - Desirable 

Understanding of Data Protection legislation - Essential

Communication Skills

Excellent interpersonal skills and the confidence to deal with people at every level - Essential 

Ability to work effectively as part of a team - Essential 

Problem solving skills - Essential

Equality and Diversity

Understanding of and commitment to equality of opportunity and good working relationships - Essential

Autonomy

Able to work on own initiative, organising and prioritising own workload to set deadlines - Essential

Other

An ability to maintain high degree of confidentiality and trust - Essential

Good time keeping - Essential

Positive and flexible approach to work - Essential

Terms of Employment

Information Management

• To accurately update and input data to relevant data systems.
• Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner and in accordance with Information Governance requirements.
• Inputting, monitoring and checking data, required for finite and ongoing projects within the teams.
• Working with all team members in the collection of information for reporting on relevant projects and cases.
• Running and collating reports including which may include statistical and performance management reports to senior management as required.
• Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team and in accordance with Information Governance requirements.

Complaints

• Ensure that any concerns or complaints about the team are recorded, and where immediate resolution is not possible are passed to the relevant party to respond/manage.

Audit and review

• To participate in regular reviews as required.

Staff Management

• To adhere to all staff management policies applicable to the Diocese of Portsmouth.
• To provide a supportive environment for staff with appropriate levels of performance management in order to ensure objectives are achieved.
• Provide support and mentoring to members of the team encouraging continuous improvement.
• To be responsible for receiving annual appraisal and providing an annual appraisal for staff you directly manage.

Organisational Vision, Mission, Aims, Culture and Behaviours

• You will be expected to contribute to the development of the culture of the Diocesan team. You will also be required to understand the organisation’s mission, aims and objectives and demonstrate the organisation’s values and behaviours throughout your work.

Engagement with staff

• The Diocese of Portsmouth is committed to ensuring relevant and appropriate engagement with you to make sure the Diocese of Portsmouth develops in partnership with staff. Opportunities will be provided to hear your views and it is expected that you will engage with this process to make sure that there is active engagement with all our staff.

Engagement with the public

• The Diocese of Portsmouth wants to make sure it listens to and acts on the view of its local communities and parishes. Where appropriate, you will be expected to follow the principles laid out by the organisation to ensure effective engagement with stakeholders at an early stage in any development project.

Equality & diversity

• You have a personal responsibility for your own behaviour and for ensuring that you comply with the Equality Act 2010 by eliminating discrimination, advancing equality of opportunity and fostering good relations. This means you must help promote an inclusive environment by treating everyone with dignity and respect; by respecting and responding to the diverse needs of staff, service users and others and; appropriately challenging and/or reporting behaviour that may be considered to be offensive when directed against yourself or others.

Improving working lives

• The Diocese of Portsmouth is currently working to develop an appropriate health and wellbeing programme. You are expected to participate and support this and other well-being initiatives designed to improve the overall working lives of staff.

No smoking policy

• You and your visitors are not permitted to smoke on Diocese of Portsmouth premises. You should only smoke during recognised breaks throughout the day, and not at the front of the building. The Diocese of Portsmouth does not allow the smoking of electronic cigarettes in the offices.

Alcohol and substance misuse policy

• Diocese of Portsmouth expects all its employees to conduct themselves in a way that ensures that standards of service, image and the reputation of the Diocese are maintained. If you are under the influence of alcohol or drugs/other substances and are unfit to work, you may be subject to disciplinary action in accordance with the Diocese of Portsmouth’s Disciplinary Policy. The Diocese of Portsmouth will assist and support you and your manager if you have an alcohol, drug or substance related problem.

Health, safety & security

• You have a responsibility to follow the Diocese of Portsmouth’s health and safety policy and arrangements which ensure, as far as is reasonably practicable, the health, safety and welfare of staff. This applies to those members of staff that are directly employed by the Diocese of Portsmouth and for whom the Diocese of Portsmouth has legal responsibility.

Safeguarding children and vulnerable adults

• You have a responsibility to safeguard vulnerable adults and children and must be aware of, and comply with, the Diocese of Portsmouth policies for safeguarding adults and children. You should familiarise yourself with these policies and ensure that you access appropriate safeguarding training commensurate to your role.

Rehabilitation of Offenders Act 1974

• This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act 1974.  This stipulates that all previous convictions, including those that are ‘spent’ must be declared.  Previous convictions will not necessarily preclude an individual from employment within the Diocese of Portsmouth but you must declare this in writing at the appropriate stage during the recruitment process.

Confidentiality

• The Diocese of Portsmouth requires that you maintain an appropriate standard of confidentiality in the course of your duties. Any disclosures of confidential information (including personal information kept on computer or other media) made unlawfully outside the proper course of duty may be treated as a serious disciplinary offence.
• Additionally, the Diocese of Portsmouth recognises that confidentiality is an obligation not just for all staff but also for third party contractors supplying services to the Diocese of Portsmouth.

Data Protection Act 1998

• Under the provision of the Data Protection Act, the Diocese of Portsmouth determines that it is your responsibility to ensure that all data, whether computerised or manual, is kept secure at all times.  This includes data relating to clergy, specific casework and colleagues.  Data must not be disclosed to any unauthorised person and must be regarded as strictly confidential at all times. Failure to adhere to this instruction will be regarded as serious misconduct and could lead to dismissal.

Information Security

• Whether you are permanent, temporary or contracted you are responsible for ensuring that you are aware of the legal and policy requirements of the Diocese of Portsmouth and for ensuring that you comply with these on a day to day basis.  You must abide by the information security policy and associated policies and procedures.
• You should report any suspected breaches of this policy to your line manager.
• You must be aware of and understand that failure to comply with the rules and regulations contained within the information security policies may result in disciplinary action.

Sustainability

• The Diocese of Portsmouth is working towards reducing its impact on its environment. You will be expected to support this commitment, make your own contribution to sustainability and ensure that any processes or policies developed to support this approach are delivered.

Mandatory training

• You are required to complete all training specified by the Diocese of Portsmouth. Some of this mandatory training is a legal requirement for the Diocese of Portsmouth, and some is considered essential for the employees. All new staff need to complete their mandatory training in first six months, during their probationary period. Thereafter required training needs to be completed within the first three months of each financial year.

Review of role

• This job description may change and develop over time, to reflect changing requirements of the Diocese of Portsmouth you will need a high degree of flexibility and resilience. You will have the opportunity to review your job description at your annual appraisal meeting, which aims to reflect on your performance and development over the previous year.
• You will agree, with your line manager, your personal development plan for the year in order to further develop your skills and knowledge required to carry out the responsibilities associated with this role.

GDPR

• Under the terms of the General Data Protection Regulation (GDPR), the information you provide us with will be held in confidence and used for the purpose of Diocesan recruitment and no other purpose.