Job Title: Office Administrator
Department: Executive Team
Basis of Appointment: Full Time (38.5 hours)
Salary £24,120 per annum
Location: London
Changing the world takes passion and dedication
Isn’t it time that your passion and dedication be channelled towards a career and community that genuinely changes lives?
If you...
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want to transform your own life by transforming the lives of others
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crave a career that creates opportunity for others
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desire to make dreams come true for those who never thought it possible
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know that education is the foundation from which we can change the world
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believe that today’s young people can transform tomorrow
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strive for world peace and global sustainability
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dare to dream
...then a career with UWC could be the change you need.
UWC is a global family of schools with a powerful difference. With a shared goal of working towards global peace and sustainability, we bring together young people from around the world to study in one of our 18 schools on four continents. There they don’t just learn how to be great at passing exams. They learn how to communicate across cultural boundaries. They develop the skills to be a changemaker. They design and engage in initiatives that transform their lives and the lives of those around them for the better. And they stay a “UWC-er” for life, becoming part of a global community of over 60,000 changemakers transforming the lives of others.
Working with us will inspire and challenge you
Driving a mission to make the UWC experience available to tomorrow’s changemakers, irrespective of their background, beliefs and economic means demands colleagues with passion and dedication, and a talent for transformation. Our students go on to become leaders in politics, NGOs, social enterprises, community movements, charities, and business. For life, they remain dedicated to the UWC mission and many of them remain in close contact with us, their school, and their peers.
Are you our new London Office Administrator?
Right now, we are searching for a London Office Administrator.
The Office Administrators at UWC International’s locations in Berlin and London ensure the smooth day to day running of the offices. They are part of the UWC International Executive team. In their role, they support members from across the UWC International team and coordinate with stakeholders from across the UWC movement.
If this sounds like the role to make you leap from bed every day then read on for further details.
UWC International Office
The UWC International Office is the executive arm of UWC International, a UK registered charity, and is situated at the heart of the UWC movement. It is currently located in central London and Berlin.
The UWC International Office collaborates closely with all stakeholders from across the UWC movement, engages the UWC alumni community of more than 60,000 members and serves UWC International’s governance bodies. Responsibilities include global fundraising, global communications, promotion and marketing, supporting the network of over 150 UWC national committees in their daily work and growth, global strategy development and implementation and assisting the UWC schools.
Job Scope, Tasks, and Responsibilities
The Office Administrators at UWC International’s locations in Berlin and London ensure the smooth day to day running of the offices. They are part of the UWC International Executive team. In their role, they support members from across the UWC International team and coordinate with stakeholders from across the UWC movement.
The candidate is expected to engage with the vision and mission of UWC, and work cooperatively with colleagues across the London and Berlin offices, as well as wider constituents to further the mission of the organisation.
As the first contact point for the general public and constituents the candidate will welcome visitors and field questions and issues to be followed up by specialist members of staff. The Office Administrator ensures a professional running of the office, including accounting and other administrative duties. The Office Administrator oversees various office services and provides specific administrative support for Directors and various teams when needed.
This is a ‘hands-on’ position and offers the opportunity to work with colleagues, constituents, suppliers and the wider public.
Key Responsibilities
Office Administration & Support
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Responsibility for overall administrative operations including reception, mail, couriers, stationery, office calendars, kitchen supplies and some data entry
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Responsibility for maintenance of office space and equipment, liaison with support companies (including IT, telephone, internet, printing, and housekeeping), and ensuring that all parts of the office, including archives, filing systems and contracts, are maintained and are accessible, orderly and functional
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Whilst we are working from home, ensuring that the office is secure, and working online is functioning smoothly across the office
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Maintaining accounts and financial support for the office, including petty cash
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Supporting teams with the distribution of publications, conference calls and meetings where necessary
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Maintaining our Zoom online meeting accounts across teams
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Reconciling monthly expenses and credit card statements for directors
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Booking accommodation and travel, and assisting with visas for office staff and others in the UWC movement.
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Coordination of office events including logistics, communications, and arrangements (for example, staff training days)
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Resolving IT queries, including the setting up computers/online accounts for new staff including access to necessary platforms, files and drives.
HR support
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Providing support to the Head of HR in various areas including recruitment, induction, training, sickness and immigration,
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Administration of recruitment which involves placing adverts on various websites, sending invitation letters to job applicants, preparing shortlisting documents, sending rejection letters and responding to queries from potential applicants
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Booking interview dates and meeting rooms for interviews
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Checking applicants work visas when they come to interviews
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Responding to queries and dealing with applications from people who wish to volunteer
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Arranging induction meetings for new staff including carrying out health and safety inductions
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Recording staff sickness on BreatheHR, the HR software, updating online HR forms and staff handbook
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Assisting with the research of policies, staff benefits as and when needed
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Compiling recruitment data for the annual HR report
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Checking and uploading HR invoices for authorisation
First-line Contact for Internal and External Stakeholders
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Answering general phone and email enquiries from the public and fielding issues for follow-up by specialist members of staff
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Welcoming visitors to the office in a professional and friendly manner
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Where appropriate, initiating correspondence with the public directly or on behalf of other members of staff
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Coordinating information between constituents when necessary
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Helpful, professional and friendly service to a multicultural, global community who often do not speak English as their first language
Other responsibilities:
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To be the First Aider and Health and Safety and Fire Warden. (Where necessary training will be provided)
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Other duties in support of departments may be assigned from time to time
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During the office closure to travel to the London office infrequently to collect mail and deal with any issues that may arise
Candidate Profile
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Experience of reception duties and office management
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Experience in Google Suite (Gmail, Drive, Docs and other systems (Excel, Zoom and Slack) would be helpful
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Understanding of IT systems and an interest in working closely with the IT service company and supporting colleagues with IT issues
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Excellent communication skills, both orally and written
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A good eye for detail and a methodical approach to tasks
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Excellent spoken and written English
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A proactive attitude, and the ability to take initiative and work to deadlines under minimal supervision
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Knowledge of languages other than English is desirable but not necessary
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A cooperative attitude with a willingness to support colleagues and constituents
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An interest in UWC’s vision and mission.
It is expected that the job holder will travel to UWC schools and colleges. For that reason a basic DBS check (Disclosure barring statement) or international equivalent will be required before any job offer is made.
Visa requirements
Anyone who applies to work at UWC International in London must have a work visa before starting employment, in compliance with the UK Immigration Rules. UWC International might be able to sponsor individuals for work visas. If you need a work visa please make that clear in your application.
Applications Process and Deadline:
Please send your CV and covering letter in English (each of a maximum of 2 pages) that relates your experience to the requirements to email address attached. Please also indicate how you heard about this role.
In your application, please also provide the name, roles and contact details of two referees. We will not contact them without letting you know.
Please note that applications without a cover letter will not be considered.
Deadline for application: 5pm UK time on 24th Jan 2021. The first round of interviews will take place on week commencing 1 Feb 2021.
UWC makes education a force to unite people, nations and cultures for peace and a sustainable future
UWC schools, colleges and progra... Read more
The client requests no contact from agencies or media sales.
The Grants Administrator with this substantial charitable grant giving foundation has an essential role in supporting grant giving programmes including database input and maintenance, correspondence with applicants and benefiting charities, ensuring that files are up to date and in good order, dealing with enquiries and initial grant applications and maintenance of the Foundation’s website. Please see attachments for further details.
The company provides a supported living service to single homeless adults who are vulnerable and have support needs, including accommodation.
The role of the Service Administrator will be to provide comprehensive administration support to all teams. This role is to ensure the smooth running of the Company and therefore working with all teams is an essential part of the daily working practice.
Your primary tasks will include the overall responsibility of keeping a record of all service charge payments made by our clients including creating new statements, updating finance statements as well as chasing up and keeping track of any arrears. An assertive but supportive approach will need to be taken when talking to our clients as arrears is a sensitive subject to discuss. You will be making contact via telephone, text messages, emails and letters and will need to keep track of deadlines given for payments to be made.
You will be supporting these clients by keeping on top of their service charge by advising them to set up standing orders. Payment plans may need to be put in place if a client falls behind on payments and also kept track of, so no further payments are missed. It is detrimental if a client falls into large arrears as this could lead to eviction.
You will be required to produce monthly reports/ figures and report any concerns daily.
You will be required to attend regular staff meetings, one to one supervisions with your line manager and attend mandatory training offered by Assisted Accommodation.
Person Specification:
Essential:
- Have good communication skills to converse with clients appropriately.
- Be organised and be able to prioritise your work to meet specific deadlines
- To have a sufficient understanding of both spoken and written English language to be able to effectively record and report as well as adhere to written company policy and procedure.
- Be confident in asserting boundaries
- Have good knowledge and understanding of Microsoft Office systems such as Word, Excel, Outlook and 365, to be willing to learn any new systems that the company decide will make their output more efficient.
- Having the ability to balance assertive telephone mannerism with an empathic approach when communicating with clients in arrears
- To be proactive in creating systems that will improve the running of the service
- Proficient in letter writing, sending and receiving emails and understanding the protocol and regulations set by the GDPR (Data Protection)
- Be able to set up and maintain team calendars and be able to make appointments using the calendar invitation facility.
- Be able to work alone using your initiative and also in a team to attain joint goals
- Be willing to undertake administration tasks that are required by any of the teams and or the Directors.
- Proficient in producing factual and detailed reports.
Desirable:
- Experience in office/business administration/finance – dealing with arrears or debt
- Have some knowledge and experience of supporting people in the community
Role:
- To work within the administration and finance team ensuring that the processes and practices followed, promote the effectiveness and efficiency of the organisation.
- To provide administration support to all the teams and to work with the Directors and Managers as and when requested.
- To work closely with the Administration Manager and Group financial controller on financial admin that must be dealt with sensitively and confidentially.
- To ensure that all client files are maintained with all current finance information filed and accessible at any time. Create, update and archive client finance statements (electronic) and other files as requested by your Manager.
- To conduct client finance statement reviews as instructed
- You will be required from time to time to complete online housing benefit applications for the service users placed in the accommodation. You will work with an experienced member of staff to ensure that you have gained a full understanding of this procedure. You must also be able to pay attention to detail and ensure that any information provided on the application document is correct.
- You will be required to monitor and maintain service charge payments and work with the Finance team to retrieve service charge from clients in arear. Training will be given.
- Write letters using current templates and create new templates as and when required.
- Ensure that important information is passed on to the relevant member of staff
- Provide your manager and or the Directors with records or reports as required
- Provide your manager with service charge figures and or any other reports as they are requested
- Be prepared to work with current systems and create new systems for monitoring or filing documents and or information or statistics.
- To undertake any other task required to ensure that the service provider is efficient.
- On occasion, you may be required to work over your normal working hours to complete a task on a deadline.
This is normally an office-based role, but would start with Working from home as local Covid-19 guidelines are updated.
Assisted Accommodation recognizes that people suffering from homelessness often need more than just a roof over their heads. The floating ... Read more
The client requests no contact from agencies or media sales.
Off The Record Twickenham (OTR) seeks an experienced and skilled Administrator to assist a small staff team in the efficient and effective running of the office and administrative functions at OTR and to support its counselling and information services for young people.
Main responsibilities of the post
- To act as first point of contact for enquiries, including responding sensitively to referrals from young people, their parents/carers, and other agencies, and to ensure the efficient management of the Counselling Waiting List
- To promote OTR’s activities, through website, social media and other digital channels and communications, and to keep OTR’s website relevant, informative and up to date
- To assist the Board of Trustees on matters of governance, and with specific, stand-alone strategic and fundraising projects.
- To provide high quality administrative and secretarial support to the staff team, which will include office management and facilities tasks; to ensure that management information and filing systems are methodical and accessible, and that there is full compliance with the principles of data protection and confidentiality on behalf of all service users
Working Conditions
Office-based in Church Street Twickenham, 5 days per week. Hours to be negotiated but to include some afternoon/early evening work.
There may be an occasional need to provide sessional cover for the counselling sessions.
Off the Record Twickenham (OTR) provides counselling, supported information and sexual health services to young people aged 11 to 24 who l... Read more
Would you like to join the world’s leading charity in axial Spondyloarthritis (AS)? Our mission is to ensure that everyone with AS receives timely diagnosis and support, is empowered to manage their condition, and feels part of a supportive community.
NASS is looking for a dedicated, hardworking, individual with strong administrative skills. Reporting to the Fundraising Manager, you will be responsible for carrying out the administrative tasks that keep this busy charity going.
This is an office based role and would suit someone local to Hammersmith with flexible and pro-active approach to work, attention to details, strong interpersonal skills and an ability to communicate effectively with colleagues, both in person and remotely.
The Benefits
- Salary up to £18,400 p.a.
- Employer pension contribution of 10%
- 25 days annual leave plus 3 days leave between Christmas and New Year
- Flexible working
- Time off in Lieu scheme
- Death in Service benefit to loved ones
If this sounds like you, then please get in touch. We would love to hear from you. You will need to submit your CV together with a one-page cover letter explaining your interest in the role – don’t forget to address the person specification in your letter.
Interviews will be held as soon as a suitable applicant apply, so don't wait send your CV now!
Thank you for your interest in NASS!
NASS is the only charity in the UK dedicated to transforming axial SpA (AS) care in the UK.
We want to ensure that every person with ... Read more
The client requests no contact from agencies or media sales.
Position: Customer Services and Central Administration Officer (Wales)
Type: Full-time (35 hours per week), permanent
Location: MS Cymru Office (Cardiff – Wales) – Currently home-based
Salary: £24,813 - £27,622 plus excellent benefits
Salary Band: Band C, Level 3
Department: Supporter Service
At the MS Society, we make sure people living with MS are at the centre of everything we do. And it’s this commitment that unites us across the UK.
Our work is based on the hopes and aspirations of our MS community. Together we campaign at all levels, fund ground-breaking research and provide award winning support and information.
Our people are our greatest asset and the key to our success. We offer a vibrant, progressive environment where you will make a difference.
About this job
Our Customer Services and Central Administration Officer role sits within our new Customer Services and Central Administration team.
This team works with our supporters, volunteers, groups, members of the public and internal customers to provide a high level of customer service and support.
You will have experience of managing, maintaining and developing customer relationships and of working within a customer service environment.
We are looking for a Customer Services and Central Administration Officer to support our Wales team, and we are ideally looking for a Welsh speaker.
We offer 35 days annual leave (including bank holidays), travel loan and various other benefits such as supported developmental opportunities.
The MS Society is in the midst of an exciting, transformational, period which builds on our great history and will drive us towards achieving our mission and vision as we embark on our new 5 year strategy.
Closing date: 9am on Monday 18th January 2021
To Apply and for More Information:
In order to apply for this role, please submit an updated CV and supporting statement indicating how you meet the criteria as set out in the person specification in the attached job description.
We are committed to promoting equality and diversity.
No agencies please.
Veterinary Administrator/PA
Salary: up to £26,542.93 per annum plus excellent benefits
Location: National Cat Centre, Haywards Heath
Job type: Permanent
Hours per week: 35
Closing date: 20 January 2021
Interview dates: 02 and 04 February 2021
An opportunity has arisen for an enthusiastic and organised administrator/PA to join our Veterinary Services directorate.
Cats Protection (CP) is the UK’s leading feline welfare charity with a nationwide network of centres, volunteer-run branches and charity shops. During 2019 we helped around 191,000 cats and kittens, an average of 520 per day.
The Veterinary Department at CP provides advice and support to our national network of centres and branches. The department provides both field-based and central veterinary support, and is also responsible for the charity’s neutering programmes, cat behaviour support, cat welfare research and the production of educational materials and the implementation of cost-savings through the administration of our veterinary wholesaler scheme. Central to the Veterinary Department’s function is our small and friendly support team of administrators and veterinary nurses, who support the efficient administration and day-to-day running of the Veterinary Department.
As the Veterinary Administrator/PA, you'll be providing PA services to the Director of Veterinary Services and supporting the efficient administration and day-to-day running of the Veterinary Department in line with policies agreed with the Director of Veterinary Services and Cats Protection (CP) guidelines. This will include management of the department diary, arranging travel and accommodation bookings, organising internal and external meetings and conferences and organising the production of briefings for CP veterinary events.
The right candidate will be a valued member of a supportive team. This permanent position is well-suited to an individual with an eye for detail and a friendly and approachable personality.
To apply for this position please click the APPLY ONLINE button. Our application process requires you submit a CV and answer screening questions – including explaining your interest and suitability for the role. Unfortunately we cannot accept applications or CVs that are emailed to us directly.
Choose a career with us and you'll be helping us to achieve our vision of a world where every cat is treated with kindness and an understan... Read more
The client requests no contact from agencies or media sales.
Main duties:
To administer online and paper applications for financial support from members who are either experiencing hardship due to the Coronavirus or have applied for help through the small grants programme.
To load applications onto the database.
To undertake membership and other checks on applicant's eligibility
To ensure all grant applications are supported by relevant documentation.
To assess these applications according to specific criteria.
To deal with any queries relating to these applications
To carry out further research on applicant's circumstances, corresponding with third parties and where necessary referring cases onto the casework team.
To communicate decisions and organise grant payments once recommendations have been approved.
To issue advice and information relevant to individual circumstances in accordance with written guidance.
To maintain efficient filing system and database of beneficiaries
To handle sensitive data appropriately and in accordance with data protection legislation.
To provide updates as necessary on applications, paid, awaiting approval.
To support the support service and casework teams and provide other administrative support as required relative to grant applications.
If you have the above skills and experience and are immediately available, please apply online today!
This role will suit a candidate who has previous administrative experience either in office management or HR administration. The ideal candidate will have strong written and verbal communication, an excellent eye for detail and strong organisational skills. They will have a positive and flexible approach to their work, demonstrating ability to problem solve.
Key responsibilities
* As and when is needed, to work with the Secretary General's EA and Fundraising team to schedule and support committee, advisory or team meetings
* As and when is needed, to coordinate senior management's diaries
* To manage general mailboxes for the organisation and specific teams
* To be an alternative point of contact for tenants, suppliers and/or trades people
* Ordering of office supplies
* Identifying and following up with general health and safety issues
* Any other duties requested by the Executive Assistant and Office Manager
* Recruitment and onboarding of new staff.
Person specification
* Previous experience of delivering a high standard of administrative support in a busy office environment
* Demonstrable experience of communicating to a broad range of stakeholders using various media (e.g. email, publications, letters)
* Experience of Salesforce or similar data management tool
Closing Date: 9 AM, Thursday 21 st January 2021
Job Purpose
We are looking for an enthusiastic, committed and experienced administrator to join a small but successful team delivering community led approaches to tackling the climate crisis.
The postholder will be responsible for admin support for BWCE’s small staff team and board, as well as supporting the further development of BWCE’s organisational systems and maintaining them on a day to day basis. The postholder will have a specific role providing admin support for a three year, EU funded project developing a community approach to home energy demand management.
For a full job description and application form, click the 'Apply on website' button that will take you to our website where you will be able to download more details.
Bath & West Community Energy (BWCE)
BWCE is a not for profit, Community Benefit Society. Since launching in 2010, BWCE has built over 12 MW of community owned solar power systems and one small hydro scheme, enough power to meet the equivalent annual electricity demand of around 4,000 homes. For more information see www.bwce.coop.
BWCE is working to put people at the heart of the energy transition, placing ownership and control of energy in the hands of consumers via clean energy projects that actively involve and benefit local communities.
We are an equal opportunities employer and are keen to develop a team that is more representative of the communities we serve.
The client requests no contact from agencies or media sales.
We are looking for a reliable, professional administrator. You would provide a first point of contact for clients, referrers and other stakeholders as well as providing admin support to our team of front line staff. Some hours will need to be worked at our office in Hardwick near Cambridge to scan post and send stationery and PPE to colleagues. You will need to be organised and flexible with good IT skills and a willingness to tackle a range of tasks. Application by CV and covering letter addressing the points in the person specification by midday on Friday 22nd January. If you do not address the points in the person specification your application may not be considered.
23 hours a week Monday to Friday, some of which can be worked from home.
Salary £14,898 for a 23 hour week (£23,966.11 pa pro rata)
The client requests no contact from agencies or media sales.
37.5 hours per week - the service operates between 8am and 6pm Monday to Friday, but actual working hours will be determined by the needs of the service
HMP Thorn Cross, Warrington and HMP Forest Bank, Salford. Please indicate in your application which location you would like to be considered for, or whether you would like to be considered for both.
Closing date: 28 January 2021 at 11.30pm
Do you have strong administration skills gained in a customer facing environment? Could you cope in a prison environment? Then join Shelter as an Administrator at HMP Thorn Cross or Forest Bank and help ensure the smooth running of our service that helps turn around often chaotic lives.
Shelter run an Integrated Through the Gate service in prisons, working closely with offenders and a range of other agencies to provide a holistic service that assesses individual need so that prisoners are fully supported up to and following release.
About the role
As Administrator you will provide full administrative and office management support to a busy team including allocating referrals, data entry and processing. Compiling performance reports and ensuring the team have the necessary forms and paperwork to do their job effectively will be key. You will also take responsibility for processing sensitive and confidential data on offenders and maintaining records as appropriate on the OASYS/CRC and Shelter case management systems.
About you
You've got office administration experience, gained working in a customer facing role, and experience of processing sensitive and confidential information and working with secure systems. A proven ability to support the financial process, including supporting management accounts, reviewing and monitoring transactions listings and variance reporting is required as are good typing skills and proficiency using Microsoft Office applications.
Benefits
We offer a wide range of benefits, including 30 days of annual leave, enhanced family friendly policies, pension and interest free travel loans. Our employees also have access to a tenancy deposit loan, payroll giving, cycle to work scheme and an employee assistance programme.
Shelter helps millions of people every year struggling with bad housing or homelessness through our advice, support and legal services. And we campaign to make sure that, one day, no one will have to turn to us for help. We’re here so no one has to fight bad housing or homelessness on their own.
To find out more about the role and the benefits of working for Shelter please visit our website. Apply to be part of our team and be the change you want to see in society.
Safeguarding is everyone's business. Shelter is committed to protecting the health, wellbeing and human rights of those we support, and enabling them to live free from harm, abuse and neglect. All our staff will be expected to observe professional standards of behaviour and conduct their work in line with our Safeguarding Policies.
Shelter promotes equality, diversity and inclusion in our workplace. We make employment decisions by matching business needs with skills and experience of candidates, irrespective of age, disability (including hidden disabilities),gender, gender identity or gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation. We also encourage applications from people, who have been homeless or have been at risk of homelessness. We are facing diverse problems, so need diverse people to tackle them.
We are happy to talk about flexible working, personal growth, and to promote a workplace where you can be yourself and achieve success based only on your merit.
Shelter does not accept unsolicited CVs from external recruitment agencies nor accept the fees associated with them.
Fixed-term contract until 25 June 2021
North Wales – HMP Stoke Heath
Are you a highly organised, efficient and proactive self-starter able to work on your own initiative? Looking for an exciting new challenge? If so, join St Giles Trust as an Administrator, where you will provide vital administrative support and contribute to ensuring compliance with systems and procedures, standards and performance targets relating to the administrative functions.
About St Giles
An ambitious, well-established charity that helps people facing adversity to find jobs, homes and the right support they need. Central to our ethos is our belief that people with first-hand experience of successfully overcoming issues such as an offending background, homelessness, addictions and gang involvement, hold the key to positive change in others.
About this exciting opportunity
This key role will see our successful candidate undertake a broad range of essential office-based, meeting-setting and facilities monitoring tasks. This will involve managing, developing and updating the Client Database, collecting and collating data, and developing and maintaining effective and efficient administrative and office systems, including filing and recording systems.
You will also be expected to process all relevant internal and external correspondence and access emails regularly and distribute messages promptly, while offering general support to Peer Advisers, staff and manager when necessary is also an important aspect of the role.
What we are looking for:
- Strong IT skills, including proven Word, Excel, PowerPoint and Outlook experience
- An excellent communicator, verbal and written, with impressive interpersonal skills
- A self-starter who is organised and able to manage own workload
- Strong attention to detail and a proven ability to produce accurate work
- Impressive time-management, organisational and prioritisation skills
- The ability to develop and maintain filing, database and recording systems
- Sympathy with the aims and ethos of St Giles as an organisation
In return, you can expect a competitive salary and generous leave allowance, staff pension scheme, flexible working, a mentoring programme, an advice and counselling service, season ticket loan and much more besides.
St Giles will guarantee to interview all disabled applicants who meet the minimum criteria set out in the Job Description for the vacancy.
Please note previous applicants need not apply.
Closing date: 11pm, 17th January 2021
We are pleased to announce that we are looking for an Administrator to help run our HQ function.
Job title: Administrator
Post no: 375
Start date: As soon as possible
Working base: Flitwick
Reports to: HR Adviser
Contract type: Permanent
Salary: £17,893.20 F.T.E (actual salary £14,508 per annum)
Contracted hours: 30 hours
Working days and hours: 5 days a week, 6 hours a day
Flexibility required: Occasional evenings and/or weekends to attend events/meetings
Checks needed: Enhanced DBS and 2 satisfactory references
About Mind BLMK
Mind BLMK works across our communities to support positive mental health and wellbeing. Working closely with a range of partners, we offer a number of activities from our wellbeing centres and local venues to make a difference to the mental health and wellbeing of people in Bedfordshire, Luton and Milton Keynes, and our aim is to make sure that no-one has to face a mental health problem alone.
About the role
The successful candidate will be involved in a wide variety of tasks that support our organisation, the Exec teams and departments. The role will involve answering Mind BLMK’s enquiry telephone line so excellent customer services will be required along with a ‘can-do’ attitude in this wide and varied role.
Duties and Responsibilities include:
- Carry out general admin duties in line with Mind BLMK’s policies, procedures, and processes (support Exec roles; housekeeping; meeting and greeting; referrals; post; email and telephone enquiries; Guarantor Member scheme; room bookings and meeting arrangements; minute taking; ordering and monitoring of supplies, stationery, and equipment).
- Deal with a wide variety of calls and enquiries from the general public, operational staff, and managers, responding and taking action as appropriate (directing callers to relevant services/individuals, taking messages; relaying information accurately and on time; offer appropriate information; deal effectively with enquiries from individuals in crisis and escalate potential Safeguarding issues to the Safeguarding Lead).
- Provide administrative support to HR department to include but not limited to, to enable appropriate records to be kept for new and existing employees and volunteers, assist in the recruitment process for employees and volunteers, implement and be responsible for a reminder system for HR mailing returns, and to respond to ad hoc requests for reports data and figures.
About you
Experience required:
- Working in a busy office environment in a multi-skilled and varied role
- Working with and supporting the work of senior management, managers, and colleagues.
- Dealing with staff, volunteers, external contractors, and the general public
- Using databases and systems for data collection, maintenance, manipulation, interpretation, and reporting
- High level of accuracy and attention to detail
- Good communication, organisational, time management and problem-solving skills
- Note taking, drafting minutes, and producing quality documents
- Good IT skills (MS Outlook, Word, Excel internet, databases, and reporting systems)
- Good literacy and numeracy skills
- Good standard of education with as minimum equivalent of 5 GCSEs A-C, preferably including English and Maths
Closedown: 5pm on Wednesday 20 January 2021
TO APPLY AND FOR MORE INFORMATION:
If you would like to find out more about this position and to apply, please click the Apply button to be directed to our website where you can download the job description and application form.
Mind BLMK has been annually assessed and approved as a Disability Confident Employer (previously “Two Ticks”) since 2008.
Mind BLMK has been committed to the Mindful Employer charter since 2008
No agencies please.
This exciting new role, funded by the National Lottery, will be provide key services to the team, ensuring that the business of ASIRT runs smoothly, an in compliance with regulations.As well as being responsible for financial reporting, you will provide administrative support to the legal work of the team, and work to help develop the systems and process of the organisation.
You will be at the centre of the team as we move into our new strategic plan, at a time of change within the organisation and within the sector. This is an exciting opportunity for someone looking for a career in immigration law within the charity sector. There will be opportunities for development and training for the right candidate.
Specific duties
Administrative responsibilities
- Maintain office administrative systems including filing & electronic records and support the Director to ensure our work is compliant with GDPR, our policies and procedures and the requirements of the Office of the Immigration Services Commissioner (OISC)
- To provide receptionist duties to the team
- Board support responsibilities
- Support the Director and Board in developing and maintaining the charity’s HR, financial and other policies, procedures, and processes, and carrying out regular reviews alongside the Director in light of business needs and external requirements
- Support the Director with the coordination of Board of Trustees’ meetings, ensure meetings are diarised, the agenda and papers are compiled and distributed in a timely manner and in an appropriate format, and minutes are taken, checked and distributed
Financial responsibilities
- Support the Director in financial matters, such as coding income and expenditure, checking bank statements, liaising with external bookkeeper to ensure payroll is completed accurately, management accounts are received, and so on
- Maintain petty cash processes, including monthly reconciliation
- Team Support responsibilities
- Check and input data within our information management systems (Advice Pro), run reports from the system and record any other activity on other relevant documents and forms
- Place stationery orders and ensure team members have what they need to do their jobs
- Produce client care letters and case closure letters, maintain electronic and paper filing systems
HR responsibilities
- Support recruitment, selection and induction processes, providing administrative support, and guidance and advice to all staff involved to ensure all policies and procedures are adhered to
- Undertake initial training in policies, procedures, and processes, as well as setting up computer and database login, for volunteers, individuals on placement and new employees.
- Support the development of policies and procedures and ensure that all are kept in line with current legislation
Other responsibilities
- Contribute to the development of the website and other social media
- Participate in and contribute to own appraisal and supervision process, and continuing professional development
- Other tasks as may be deemed appropriate or necessary to the smooth functioning of the office
- Be aware of and adhere to the organisation’s policies and procedures, including the organisation’s equal opportunities policies and with due regard for health and safety
- Travel as appropriate to deliver the role
- Work flexibly and be available for occasional out-of-hours, including evenings and weekends
Person Specification
E = essential
D= desirable
Candidates will only be considered for interview if they meet the essential criteria.
Experience
- A demonstrable commitment to the field of migrants’ rights (through work, volunteering or study) (E)
- At least 2 years’ experience working in a small busy team, preferably in an advice or charity setting (E)
- Experience in financial procedures including (but not limited to): petty cash handling, banking, managing invoice flows and coding and attributing income and expenses, (D)
- Experience of working with a diverse and vulnerable client group (D)
- Experience of organising and minuting meetings (D)
- Experience of working within a quality-regulated environment, e.g. OISC, Lexcel, AdviceUK or other (D)
Skills/knowledge
- Ability to work with a wide range of individuals, groups, and external agencies(E)
- Excellent written and verbal English skills (E)
- Strong computer skills, including speed and accuracy, and a good understanding of spreadsheets, ideally Office 365 cloud based and AdvicePro (E)
- Understanding of typical office equipment, such as photocopying, scanning, printing (E)
- Ability to work to deadlines, manage and prioritise your work effectively (E)
- Some knowledge of HR policies and processes and of GDPR (D)
Personal qualities
- Well organised, able to undertake multiple tasks, work under pressure, meet competing demands, take good decisions and stay focused
- Pay close attention to detail, able to understand different project requirements and monitor against them, including identify errors and omissions against requirements and then ensuring compliance
- Able to work without close supervision and as part of a team, flexible and adaptable
- Excellent communication skills, including the ability to listen, discuss and influence with openness and integrity.
Other requirements
- Our work sometimes requires a degree of flexibility and so the post holder will occasionally be expected to work out of normal office hours, including some evenings and weekends.
- Language skills in the communities we work with would be advantageous
APPLICATIONS ARE ENCOURAGED FROM PEOPLE WITH LIVED EXPERIENCE OF MIGRATION.
How to apply
Closing date for applications: midnight on 24/1/2020
Interviews will take place week beginning 1/2/2020
Note that at this time our intention is to conduct interviews via a Zoom or similar conference call. Full instructions will be supplied in advance - https://zoom.us/download
Please send a recent CV and a letter of application, expressly addressing the points on the person specification through the Charity Job applciation process.