The British Psychoanalytic Council (BPC) is looking to appoint an enthusiastic and highly organised individual with previous administrative experience, in supporting internal Committees and co-ordinating and managing operational processes.

The role is line managed by the Head of Operations with some reporting into the Head of Regulation and the Head of Professional Standards. The Administrative Support Officer will provide wide ranging administrative support to the operational regulatory functions of the BPC, including, being a pivotal support to the Registration and Professional Standards Committees. The role will own and lead the operational process of the accreditation and reaccreditation of our Member Institutions. The Administrative Support Officer will also provide support to other relevant committees, including Heads of Training. The post holder will, at times, also work with the Regulatory Support Officer to support fitness to practise hearings and provide support to other regulatory committees.

The BPC is highly regarded in the psychotherapy field, having a tradition of excellence and intellectual rigour. Part of our role is to ensure professional standards of our Registrants and of the training provided by our Member Institutions. We need an excellent and highly organised administrator to support us in maintaining and developing these regulatory functions.

The existing staff team is small, professional and friendly. The successful candidate will need to be a good team player and be able to show an ability to work autonomously with initiative.

A salary of £24,000 to £26,000 (dependant on experience) pro-rata per annum is offered, with 28 days holiday pro-rata, plus statutory holidays and 6% employer pension contribution. London based.

The role is offered on a part-time basis, 0.8 full time equivalent, 28 hours a week.  Actual hours / days are open for discussion, with a number of our committees meeting in the evening, we are looking for someone able and willing to work flexibly – time off in lieu is always given and the office operates flexible working practices throughout the normal working week.   To be flexible with the support for our committees, the post holder will need to be able to work specific Thursday evenings once a month, which can be from a remote location including homeworking.  They will also be required to work one specific Friday per month in the office/at a meeting location.

The post is London based although some occasional travel (to visit our member institutions or attend a meeting, conference or hearing) may be required.  BPC is following current Government guidance and the successful post holder will be required to work from home until the office reopens. 

Application is by CV and a supporting statement of no more than two sides of A4 paper, outlining why you believe yourself to be suitable for the role. Please provide evidence of your achievements against the bullet points in the job description and person specification and be sure to include your full contact details including daytime and evening telephone numbers. Also include contact details of two references (one of which should be your current or last employer). We will not contact references without your prior permission.  Please note that applications without the supporting statement requested will not be considered. 

Closing date for applications is 14th June 2020 and interviews of short-listed candidates will take place week commencing 15th June with second interviews for successful candidates week commencing 22nd June 2020.

About Us

The BPC is a charity that advances the health of the public through the maintenance and regulation of professional standards and clinical practice and advances education in psychoanalytic psychotherapy. In doing so we safeguard the public, promote the highest standards of training and research and work to make psychotherapy accessible to all. We are a Professional Standards Authority accredited voluntary register.

We run a number of events and conferences throughout the year that are aimed at clinicians and academics, publish New Associations (our highly-regarded magazine for psychoanalytic thinking) and promote the profession through a comprehensive policy and public affairs programme that includes meetings with MPs and policy makers.

The BPC opposes any discrimination of any kind.This includes, but is not limited to, any discrimination on the basis of age, race, gender, ethnic origin, religious belief or sexual orientation.

HR Administrator/ HR Assistant (Part time)

London Wildlife Trust are at an exciting point in our mission to protect and restore nature whilst engaging and inspiring Londoners to connect with nature. Our vision is a London alive with nature, where everyone can experience and enjoy wildlife.

We are looking for a part time HR Assistant/ Administrator to help make LWT an engaging and efficient place to work for our people. We are looking for someone who could work 2.5 days per week and can be flexible with working patterns.

As our HR Assistant/ HR Administrator, you’ll take charge of our HR administration, managing our people’s data using our new HR platform, assisting with payroll, and managing our DBS process. You’ll also be pivotal in our recruitment process, assisting with the end to end process, contract drafting and inductions.

There will also be a small element of office management duties including answering incoming calls to head office and managing our two meeting rooms.

What’s in it for you?

Salary: £22,198-23,746 (pro rata) depending on experience

Hours of work: 2.5 days per week 9.30-5.30pm with flexibility

Holidays: 25 days per annum (pro rata) plus statutory holidays 

On top of this, we offer:

· Access to a free Employee Assistance Scheme to support you inside and outside of work

· Generous Family Friendly and Flexible Working opportunities and policies

· “Staff Day” once a quarter where you can get involved in conversation work on one of our sites

· A cracking Christmas party

· Free tea, coffee and hot chocolate (it’s the little things)

Our Ideal HR Assistant/ Administrator

HR experience isn’t necessary (but would be a bonus!) so this would make an ideal position for someone looking to begin a career in HR. Most importantly, we are looking for someone with:

· Demonstrable administration experience with a high level of accuracy and attention to detail

· Strong Office skills including Word, Excel and Outlook

· Strong level of initiative and ability to prioritise

· Excellent interpersonal skills and strong ability to build business relationships and credibility with colleagues at all levels

Please see the job description on our website for full details.

Does this sound like you? We’d love to hear from you! To apply, please send an Application Form and Candidate Details Form by following the link to our website.

 

Contract Duration: 31st March 2021

Citizens Advice offers confidential advice online, over the phone, and in person, for free. Through our national network of charities, we give people the knowledge and the confidence they need to find their way forward – whoever they are, and whatever their problem. In 2017-18 we helped 2.6 million

people face to face, over the phone, by email and web chat, and people visited our online advice pages 25 million times. We help with everything from money issues to problems at work, housing to consumer rights. Now we want to do even more.

We’re looking to recruit an excellent data administrator to join the Continuous Improvement function. It’s an opportunity to use your skills on a range of fascinating and important issues seen by our clients within the Help to Claim programme.

You’ll have experience of undertaking data analysis, collating and interpreting data, and report writing. 

Just as importantly, you’ll have a passion for using data to solve problems and in providing insight to a wide variety of stakeholders which informs the way we deliver our service. 

This is a great role if you want to have a direct impact in forming the way we deliver and help those who depend on us. 

Our roles are open to discussion about flexible working, which may include arrangements such as part-time working, formalised flexitime, fixed (non-standard) working hours, working from home and job-sharing.

Ranked by Indeed as a top 10 non-profit employer in the UK (December 2018)

We welcome applications from Local Citizens Advice staff and are open to arranging secondments.

Please note, subject to the volume of applicants, applications may close early at the discretion of Citizens Advice. 

Citizens Advice values diversity, promotes equality and challenges discrimination. We encourage and welcome applications from people of all backgrounds. We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented throughout Citizens Advice. We are a member of the race equality campaign at Business in the Community, the Prince’s responsible business network and are committed to improving employment opportunities for ethnic minorities across the UK. We also welcome applications from, LGB and Trans and non binary candidates. We have made a positive commitment to employing disabled people and guarantee to interview all disabled candidates who meet the minimum essential criteria for the role as set out in role profiles.

Specifications: Part Time (0.6 FTE), Permanent

Salary: £24,500 FTE, 14,700 pro rata

Location: Flexible – Preferably London or Freiburg

Application Closing Date: 29th March 2020
 

This role is an exciting opportunity to use your experience as an Administrative Assistant to make a difference in the field of health care research. 

The Administrative Assistant will provide effective and efficient administrative support to the Chief Executive Officer’s Office, primarily supporting the Governance and Strategy Unit and the External Affairs and Geographic Groups’ Support Unit.

The key areas of this role include:

1. Support to the Head of External Affairs & Geographic Groups’ Support:

• Scheduling quarterly meetings between the Head of Unit and Geographic Groups;
• Administrative/logistical support for Cochrane Geographic Network meetings (including US, China and India);
• Maintaining the fundraising database and other Excel databases;
• Maintaining Centres and Directors profiles on our membership database.

2.  Support to the management of Cochrane’s Governance, strategic planning, monitoring, evaluation and reporting Unit, including:

• Assisting the CEO Office’s governance support to the Cochrane Council and Executives;
• Organising in-person and online meetings or teleconferences, including co-ordinating agendas, circulating papers, organising refreshments and taking minutes;
• Maintaining administrative systems (databases/spreadsheets);
• Assisting the CEO Office’s governance support to the Cochrane Council and Executives.

3. Support to both Units:

• Diary support for the Head of Governance and Strategy Unit and the Head of External Affairs and Geographic Groups Unit, as required;
• Arranging travel and accommodation for the Heads of Units;
• Administration of the annual financial monitoring of all Cochrane Groups;
• Assisting with the production of PowerPoint presentations and other materials for use at meetings;
• Minute taking and following up on action points;
• Management of mailing lists related to the CEOO;
• Providing support to and cover for other administrative staff as and when required in order to ensure continuity of service;
• Undertaking other duties as necessary.

We are looking for a self-motivated and highly organised individual who is able to work effectively and collaboratively with a diverse range of contacts across the world.  The successful candidate will also have:

• Previous experience of providing administrative support to a team, many of whom are remote workers;
• Experience in complex scheduling and diary management;
• Intermediate level IT skills, including Word, Excel and PowerPoint;
• Strong organization and prioritization skills;
• Excellent written and verbal communication skills;
• Excellent interpersonal skills;
• Professional telephone manner;
• Ability to work methodically and accurately;
• A flexible approach with the ability to respond quickly to issues as they arise;
• A pro-active approach to problem-solving;
• Awareness of handling confidential and sensitive information.

Cochrane is a global, independent network of health practitioners, researchers, patient advocates and others, responding to the challenge of making vast amounts of research evidence useful for informing decisions about health. We do this by synthesizing research findings to produce the best available evidence on what can work, what might harm and where more research is needed. Our work is recognised as the international gold standard for high quality, trusted information.

If you would like to apply for this position, please send a CV along with a supporting statement with “CEOO Administrative Assistant” in the subject line.  The supporting statement should indicate why you are applying for the post, and how far you meet the requirements for the post outlined in the job description using specific examples.  List your experience, achievements, knowledge, personal qualities, and skills which you feel are relevant to the post.

For further information, please download the full job description from the attachments.

Deadline for applications: 29th March 2020 (12 midnight GMT)

Interviews to be held on: From 17th April 2020 onwards

Offering a friendly team, opportunities for professional and personal development, and an excellent benefits package including Simply Health coverage, flexible working, a wellbeing hotline, and a contributory pension scheme, we are looking for part time Administration Assistants looking to develop their career in a fast-paced charity team.

The Forward Trust is a social enterprise with charitable status that empowers people to break the often interlinked cycles of crime and addiction and move forward with their lives. For more than 25 years we have been working with people to build positive and productive lives, whatever their past.

The Role

We are looking for part time Administration Assistants to join our teams in either HMP Coldingley and HMP Send. You will provide a comprehensive admin service to our Integrated Substance Misuse Team, who deliver psychosocial and clinical interventions, and accredited treatment programmes for offenders coming into prison that are identified as having a drug or alcohol problem.

You will be responsible for contributing to and monitoring targets, and carrying out secretarial duties, data entry collection and monitoring systems.

Role Responsibilities for the Administration Assistant:

* Ensure the smooth administration of the service
* Contribute to accurate data collection
* Answering the general office telephone and dealing with enquiries
* Assisting with filing and the maintenance of ISMT administration records
* Co-ordinating attendance and invite letters, along with maintaining the programmes databases
* Taking minutes in team meetings
* Supporting ISMT by arranging appointments for clients with external agencies
* Ordering stock items and maintaining adequate supplies of stationery and other office consumables
* Informing the prison of visitors expected, via a gate memo, and escorting on arrival
* Opening and distribution of external and internal post
* Helping collate the monthly monitoring statistics and producing relevant reports
* Being the nominated Single Point of Contact (SPOC) between the ISMT and all external agencies
* Working with Microsoft Excel, Word, Outlook and C-Nomis

Requirements for the Administration Assistant:

* A positive, detail focused individual
* Strong organisational, interpersonal and communication skills
* Excellent time management skills, ability to prioritise work and multi-task
* A good telephone manner and computer literate
* Friendly and approachable
* Ability to work to deadlines in a fast-paced work environment
* Motivated with good attention to detail
* Able to work independently and as part of a team

Admin - Not For Profit - Temp - 5 Months - London - PAYE

Your new company
Come and join this Not For Profit organisation providing safe space for the general public to visit.

Your new role
- Dealing with enquiries from general public both in person and on the phone
- Meeting and greeting guests and any associated organisations
- Operating switchboard
- Control car parking
- Dealing with mailbox on a daily basis
- Record and forward incoming mail (paper and electronic)
- Raising sales order invoices and purchase orders
- Assist with the process of events being booked
- Record and type minutes
- Working with the internal database
- Archiving and stock takes
- Log lost property
- Coordinate routine checks
- Adhoc duties including filing and scanning

What you'll need to succeed
You must be an experienced administrator who can demonstrate examples of being able to provide secretarial support. You must have had experience within a customer facing role as you will be the first point of contact and it is vital you make a good first impression. You must be a confident communicator as you be liaising with both internal and external personnel. You must be personable and be able to demonstrate excellent customer service. You must be IT literate as you will be dealing with Microsoft packages and internal softwares including electronic finance systems. You need to be highly organised and have a eye for detail. You will need to have strong written ability as you will be dealing with the mailbox. You will need to be enthusiastic and have a positive approach to you work as you will be required to use your initiative and problem solve.

What you'll get in return
You will get the opportunity to work within a large not for profit organisation, developing and picking up on key skills whilst gaining the satisfaction of giving back.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

Do you want a role within a rapidly growing organisation with an excellent progression path? Are you a driven and ambitious individual in the early stages of your finance career? Looking to work for an organisation that encourages and nurtures the development of their staff?

If yes, then look no further!

My client is a London based charity who is looking for a Finance and Admin Assistant to join their team on a permanent basis. This is the perfect opportunity for someone who is in the early stages of their finance career, who has the drive and determination to learn and push themselves in this supportive environment.

The main responsibilities of this Finance and Admin Assistant role are as follows:

• Full responsibility for ensuring that all transactional data is uploaded into the system accurately.
• Take the lead in the processing of sales and purchase ledger invoices, ensuring that all payments are made in a timely manner.
• Provide invaluable support in the preparation of the monthly management accounts, including the preparation of journals and balance sheet reconciliations.
• Sole charge for gathering requested financial data, liaising with the business partners or external stakeholders where appropriate.
• Play a pivotal role in the wider resources team, providing ad hoc administration support as required.
• Attend wider organisational meetings, booking rooms and taking minutes where necessary.

This role is for a forward-thinking charity and offers a brilliant opportunity for candidates looking to join a close-knit finance team within a rapidly growing establishment. The successful candidate will be offered a competitive benefits package, including flexible working hours, an excellent annual leave allowance and numerous opportunities to develop professionally.

The successful candidate will have:

• Started actively studying towards a relevant accountancy qualification.
• Related work experience within a finance team, however candidates without are still encouraged to apply.
• Excellent communication and interpersonal skills and the ability to work independently.
• The determination and ambition to build a fantastic finance career and enthusiasm to learn on the job.
• Ideally, previous experience using Quickbooks or another system of equal complexity.

If you are interested in this opportunity, please apply now as applications are being reviewed daily and the client is looking to interview candidates as ASAP.

Integrity Action is seeking to appoint an enthusiastic Finance and Administration Assistant who will be excited to support the organisation in whatever way they can. The perfect candidate will be very well organised and brimming with common sense.

About Integrity Action

Integrity Action works with communities in developing countries to promote integrity-based values and behaviours through collaborative problem solving, supported by an autonomous and transparent tech tool, DevelopmentCheck. The tool is used by citizens to drive value for money and report the percentage of problems resolved to their satisfaction. Our mission is to empower citizens to act with and demand integrity, actively taking part in building institutions to promote a state that is open, accountable and responsive to their needs and expectations. 

This role will work closely with the Head of Finance and Resources to provide operational support to all areas of the organisation (finance, administrative, HR, legal, governance and internal IT). There may also be scope to support the Operations team in aspects of programme implementation.

We are a small, friendly team and all staff are expected to support each other to the best of their abilities.

As an inclusive organisation, we encourage applicants from different backgrounds with different experiences and skills to join us.

Candidates must be eligible to work in the UK.

Please see the full job description in the attachment below.

To Apply: Please submit a CV and covering letter, detailing your interest in the position and any relevant experience.  Please note, any interviews will necessarily take place remotely due to the current 'lockdown' restrictions, but we will work with candidates to ensure this doesn't disadvantage them in any way.

Office Administrator

This is a remarkable time to be joining their organisation as they focus on their growth and expansion in delivering world class Nursing and Care.

They are now looking to add a new Office Administrator to their team. You will ensure the smooth running of the Office by providing efficient and effective administration and office support. You will present a friendly, helpful, positive and professional image as the first point of contact for staff, visitors, suppliers and partners both in person, in video conference and over the telephone.

Office Administrator Responsibilities:

You will be responsible for general office administration including calls, office minutes, supplier liaison and managing catering and conferencing equipment. You will also support the recruitment, training and operational teams as required.

Office Administrator Requirements:

You must be comfortable communicating appropriately to a variety of clientele and using tact and discretion with confidential information. It is preferable you have a minimum 4 years in an office administration role and experience as a receptionist presenting the face of the company

They are looking for a friendly outgoing person who is organised, proactive in their approach to work and willing to go the extra mile.

About the company:

Delivering world class Nursing and Care. Their daily and live-in care enables their clients to remain in their own home whilst being cared for by professional and highly trained Carers and Registered Nurses.

Established in 1996, for over 20 years their organisation has been recognised by doctors, consultants and clients for exceptionally high professional standards and 24/7 support. Now expanding out of London and driving an exciting partnership to provide on-site healthcare within a unique new complex of 5-star luxury London apartments.

Location: London

Job type: Full Time, Permanent

Salary: £Competiitve

You may have experience of the following: Office Administrator, Office Assistant, Administrator, Assistant Administrator, Administrative Assistant etc.

Ref: 93114

Admin Assistant - ASAP Start - Not For Profit - Permanent - City of London

Your new company
Come and join this Not for Profit organisation, working towards educating and entertaining the general public on particular historic events.

Your new role
- Providing admin support to senior staff
- Processing and handling cash
- Managing budgets
- Meeting and greeting external visitors
- Facilitating meetings (providing supporting documents, booking meeting rooms)
- Managing bookings from visitors
- Keeping log on the company database
- Supporting and delivering major events
- Liaising with internal personnel across different branches, as well as liaising with external personnel
- Dealing with telephone queries and mailbox
- Operating switchboard
- Ordering office supplies

What you'll need to succeed
You must be an experienced administrator who is highly organised and has high attention to detail. You must have a proven track record of being able to demonstrate high level of administrative support. You must be a confident communicator and an absolute professional as you will be supporting a senior team and will be required to contact external parties on their behalf. You must have good writing ability as you will be dealing with the mailbox. You will need to have experience organising and supporting with events. You must be IT literate as you will be working on different databases and will need to keep track of information. You need to be someone who is a quick learner, will be able to get on with the tasks required, and be able to use your initiative to make improvements in systems in place.

What you'll get in return
You will get the chance to join a large not for profit organisation on a permanent basis to develop and pick up on key skills.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

This is an amazing opportunity to join our organisation to use your skills and abilities to serve the global persecuted Church. In this fast-paced and rewarding role, you will be working within our donation processing team.

Experience in a data-processing or finance role would be advantageous, as would a knowledge of Gift Aid, but are not essential as full training will be provided.

Why Barnabas Fund?

As a world-renowned international aid agency, Barnabas Fund serves the global persecuted Church by channelling practical aid to suffering Christians in over 80 countries who face oppression, discrimination and persecution. This is an opportunity to be part of an organisation that transforms the lives of our persecuted Christian family throughout the world.

What will you be doing:

You will be involved in processing incoming donations on our gifts database (Raiser’s Edge), creating and amending supporters’ records, preparing banking and recording Gift Aid on our gifts database.  Additionally, you will be responding and answering supporter queries on the phone.

What will you need:

• Strong attention to detail.
• Work with a high degree of accuracy.
• Work to deadlines.
• Work flexibly within a team.
• Able to maintain confidentiality.

Salary is dependent on skills and experience.

You will be working within our Donations Processing team from our UK office in Coventry. This is an office-based role.

Any successful candidate will need to be committed to Barnabas Fund’s ethos, statement of faith and aims and already have the right to work in the UK.

To apply, select the apply button and follow the instructions on our website.

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.

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.

Job Title: Administrator

Hours: 18.5 hours per week

Salary: £9.00 per hour

Contract: Temporary (Maternity Cover)

We are looking for a friendly and efficient Administrator to join Citizens Advice Portsmouth to cover staff member on Maternity Leave. You will provide full administrative support to the team. We are looking for a pro-active, organised, and proficient person. You must have excellent IT skills, experience of admin work and a working knowledge of website updating, and social media are essential.

You will also have excellent communication skills including a good telephone manner. Our work involves meeting targets and deadlines so you must be capable of working in a pressured environment.

Main Duties & Responsibilities

• Receive referrals and maintain appointment diaries
• Provide first line support/advice to anyone telephoning the service
• Deal with incoming and outgoing post
• Data entry

• General administrational duties, filing, photocopying, answering the phones etc.
• Maintain and update marketing material
• Keep the waiting area and interview rooms tidy and well stocked with leaflets and information.  Maintain notice boards.  Maintain stocks of appropriate forms.

• Maintain stationery and refreshment supplies for Ark Royal House
• Produce weekly staff briefings
• Covering reception as required

Other Duties

The post holder may also be required to undertake other duties appropriate to the grade and nature of the job.

Including:

• Assisting with organising events
• Taking minutes at meetings

How to Apply

If you feel this role would be of interest, please get in touch for an informal conversation.

please note if the lockdown restrictions and social distancing measures are still in place, shortlisted candidates will be interview via phone or video.

Please note that only those candidates who have been shortlisted will be contacted.