Administrative Trustee Jobs

Key Tasks

• Maintain accurate and up-to-date records of all high value fundraising activity, including proposals, applications, and donor interactions, and be able to regularly report this activity back to the Head of Philanthropy.

• Manage a portfolio of low-mid level prospects and existing donors, developing clear strategies to cultivate relationships and secure continued philanthropic support of £1,000 to £10,000. Ensure all donors in the assigned portfolio are provided stewardship and take responsibility for contacts and annual work plan.

• Develop and deliver a programme of cultivation, stewardship and recognition low-mid level donors and prospects, proactively seeking opportunities to improve the chances of securing repeat gifts through bespoke communications and consistent stewardship.

• Support the Head of Philanthropy and wider High Value Team with stewardship and cultivation of donors and key contacts. These activities may include virtual events, stewardship events, proposal development, annual reporting, and direct marketing appeals.

• Ensure the upkeep of a database and filing system for all existing and prospective donors within High Value Giving liaising with the Finance and Administrative team to ensure reconciliation with financial record.

• Work closely with the Philanthropy team and other colleagues to maximise all opportunities and support a dynamic, successful, and professional team

• Ensure that data security is maintained and that legal and regulatory requirements are fully complied with.

• Undertake other tasks, when necessary, to achieve the team’s and the organisation’s overall objectives.

 General

• Managing a complex workload with competing demands and deadlines. The role holder will agree objectives and overall priorities with the Head of Philanthropy but is expected to manage unexpected/unplanned work within overall timeframes.

• The post holder is required to work closely and collaboratively with colleagues within the Fundraising Team to ensure the successful delivery of fundraising activities.

• The post holder will require excellent communication and interpersonal skills as you will need to communicate effectively and sensitively, building strong relationships with existing and potential donors.

Experience

Essential

• Experience with interacting and developing relationships with supporters or customers using a variety of channels written and verbal.

• Ability to communicate in writing and orally in a succinct and engaging manner.

• Ability to deal with information in a confidential manner and respond with sensitivity.

• Ability to confidentially deal with all levels of staff and internal/external key stakeholders with integrity.

• Strong attention to detail

• Ability to work weekends/evenings on occasion to support events and other activities and willingness to travel within the UK as needed to support fundraising activities (most often travel to the London-based officer)

Desirable

• Experience developing and managing relationships with fundraisers and other stakeholders.

Skills and Knowledge

• Excellent organisational skills.

• A high level of enthusiasm, self-motivation and flexible approach.

• The ability to take initiative and work independently to manage pieces of work, including taking responsibility for managing projects.

 Priorities

• Taking over an existing portfolio of £1,000-£10,000 existing donors, responsible for stewardship (mid-level giving) including members of the Women’s Giving Circle

• Supporting gift recording, recognition and management across high value giving

• Opportunities to gain experience in corporate, major donor and trust and foundations through supporting more experienced colleagues working on 5 and 6 figure partnerships

• Provide administrative and project support across Philanthropy/High Value Giving

Join the award-winning Independent Society of Musicians

Central London – Assistant to the Senior Leadership Team

Part Time (28 hours per week)  and Permanent – Circa £38K - £40K pro rata

The award-winning ISM is the dynamic, change making professional membership body for musicians. With a current membership of over 11,000, the ISM is known for its campaigning work as well as services to musicians ranging from legal support and representation to counselling and professional development.

The ISM is now looking for an Assistant to the SLT who will carry out a broad range of duties, from working with the CEO on external affairs and diary management through to being involved in all aspects of Board meetings and looking after the ISM’s offices. You will be comfortable working at a senior level liaising with a wide range of people from Board members to politicians and have excellent interpersonal skills and great attention to detail. You will be proactive, a great problem solver, trustworthy and committed. 

You will be joining a professional staff team who are based in Bayswater, London. The role is for 28 hours per week and we envisage that you will work four days per week, three of which will be in the office.

For a full job description for this role please see the attached specification.

To apply please send your full CV and covering letter saying why you are the right person for the job via the link on our website.

Closing date is Monday 13 May at 9.30. Interviews will take place face to face and applications generated by Ai will not be considered.

We’re looking for a motivated Grants and Administration Officer. We are happy to consider someone who is newer to grant-making but with deep experience of the charitable sector. We will be looking for someone with aptitude for the duties below who will be able to work independently following training where needed. Alternatively, we would be open to a candidate with experience of grant management who can hit the ground running. The salary offered will be commensurate with experience.

The role is split between grants assessment and management and providing administrative support to the team. A more detailed outline of the duties can be found below. We expect the majority of the role to be focused on grants assessment and are looking for someone with a good ability to prioritise a varied workload.

Some travel within the UK will be required for visits to applicant charities and grantees with the possibility of very occasional overnight stays.

The Dulverton Trust is keen to nurture talent and has a generous training budget to help you develop your career.

Duties

Grants assessment and management:

• Process grant applications. This includes:

o Visiting, meeting and corresponding with applicants.

o Reviewing, requesting and analysing relevant information.

o Providing feedback on unsuccessful applications.

o Preparing written recommendations for submission to the Board and presenting at Board meetings.

• Monitor progress on grants awarded.

• Ensure the timely and accurate recording of activities and transactions with applicants and grantees through the Trust’s database, Salesforce CRM.

• Represent the Trust at public events such as seminars and receptions.

• Contribute to the Trust’s ‘grants-plus’ activity, which aims to support the work of applicant charities through sharing knowledge and experience of good practice and brokering pro-bono consultancy support.

• Take on specific research in relation to current funding priorities or potential new areas of activity, as required.

Administrative support:

• First point of contact for enquiries and invitations to the Trust by post, email and on the phone.

• Responsible for day-to-day management of the Trust’s digital systems. This includes Salesforce, Box, Wordpress, Cognito, Zapier and Lastpass. Specific duties vary by programme but generally include keeping data current, ensuring staff have relevant access rights and permissions, and backing up data on a regular basis. Training will be provided on all of these systems.

• Manage the Trust’s subscriptions and memberships (e.g. Association of Charitable Foundations, ICO).

• Maintain the Trust’s register of interests.

• Prepare Board papers and Minutes (printing, binding and posting papers).

• Update 360giving with the Trust’s grants data (training will be provided).

• Support meetings (circulating calendar invitations, booking meeting space, organising catering and on-the-day setup and close down).

• General office duties including keeping the office stocked with stationery and tea/coffee and welcoming visitors to the Trust. Lead on the office security systems and dealing with contractors.

• Processing grant and supplier payments

Specification for Applicants

• Evidence of right to work in the UK.

• References to evidence integrity and good character.

Skills and Qualifications

• Deep knowledge of and demonstrable interest in the non-profit sector.

• Experience of grant management, including the due diligence process, presenting to decision-making committees and monitoring of grants. This could be from grant-making or fundraising work.

• Ability to understand and analyse information from applicant organisations including:

o Financial documents (including charity accounts, management accounts, cashflow forecasts and project budgets).

o Monitoring and learning processes.

o Strategic plans.

o Impact reports and evaluation materials.

• Ability to synthesise the above information, along with in-person meetings, to produce clear and accurate written summaries and recommendations to be put to the Director and Trustees.

• Excellent attention to detail.

• Good judgement.

• Excellent written and oral presentation skills.

• Well-organised with a proven ability to prioritise and manage a varied workload and work to deadlines.

• Good interpersonal skills, able to communicate with people from a wide variety of backgrounds and over different media (e.g. on the phone, email or in person).

• A positive and can-do attitude. We are a small team; flexibility and mutual support are markers of our organisation culture.

• Proficiency and confidence in using IT. The Trust conducts most of its business using cloud-based systems including Microsoft Office 365, Box and Salesforce.

How to apply: Please send your CV along with a cover letter setting out your suitability for the role.Please note that we will not consider applications without a cover letter. This is a rolling recruitment process and we will make contact as we receive applications. We hope to make an appointment in April.

Community Advice Works is an established community charity based in New Cross in South
East London. As the only charity in the London Borough of Lewisham offering a general
drop-in advice service, we are a critical source of support to vulnerable residents. We have
built a strong reputation within the Borough for providing high quality, independent, person-
centred welfare and housing advice. The organisation employs several part-time staff and
has a team of volunteers. In addition to providing advice we currently deliver a domestic
violence project at Guys and St Thomas’ Hospital.

Like many charities in the advice sector, CAW is going through a process of change. We are
looking for an experienced and community-driven individual with a strong set of managerial
and interpersonal skills, preferably with a background in advice work, to maintain the strong
structures and reputation for excellence that we have developed.

As service manager, you will work with our friendly staff and trustee team to deliver our vital
service. We pride ourselves on providing a flexible, inclusive and rewarding work
environment, and are parent-friendly. Our community links and reputation are very important
to us, and we are looking for a service manager who shares our commitment to community
and public service - whether your experience is the public, private or charity sector.

Key duties

• Staff and volunteer management
• Line manage staff by providing support and supervision as needed, conducting regular performance reviews, and identifying staff training needs
• Oversee recruitment, training, and management of volunteers to ensure they are properly supported and equipped to help meet CAW’s service goals

Service delivery

• Ensure high quality and timely service delivery in line with the Service Level Agreements with our various service partners
• Identify any issues with service delivery and help develop cost-effective solutions to them as appropriate
• Compile and maintain accurate statistics on service performance to share with funders and CAW trustees
• Develop and maintain positive relationships with our key service partners through regular engagement, including attendance at regular service partnership meetings
• Engage regularly with our funders and other key stakeholders to build and maintain positive working relationships, and provide them with timely reporting on our service performance as needed 
•  Update service level agreements with existing funders, and draft new agreements as needed
•  Interact with clients as needed in a friendly and professional manner

Administration and Finance

• Ensure day-to-day administrative processes are functioning smoothly, and that necessary policies and procedures are up to date
• Line manage work of receptionist/administrative support worker

Fundraising and Marketing

• Help identify new funding and other revenue-raising opportunities
• Support the work of the fundraising sub-committee in preparing funding applications
• Work with trustees and external vendors to ensure CAW website is kept up-to-date
• Work with trustees and external vendors (as appropriate) to develop a social media presence for CAW
• Identifying and supporting efforts to increase CAW’s profile in the local community and to build relationships with key local stakeholders as appropriate Governance
• Prepare monthly reports for the trustees on service performance
• Maintain good lines of communication with trustees on all operational matters
• Attend trustee board meetings as needed

Person specification
Essential criteria

• Minimum of 3 years’ experience in a managerial role
• Excellent verbal and written communication skills
•  Strong teamwork and interpersonal skills, including ability to manage a diverse range of working relationships in an effective, empathetic but professional manner
• Experience of working in a busy environment, managing competing work pressures and prioritising tasks appropriately to ensure key deadlines are met
• Strong attention to detail
• Experience preparing reports and compiling service statistics
• Ability to think strategically, to identify problems and devise effective solutions
• Ability to work on own initiative, within established practices and procedures

Desirable criteria

• Knowledge and experience of advice work
• Experience with fundraising
• Experience with financial management in the charitable sector
• Knowledge and experience of the local community and voluntary sector in Lewisham

COMMUNICATIONS OFFICER

Prosper Wakefield District is a charity and the largest independent grant maker in the Wakefield district, working to help people to live longer healthier lives.

Our vision is for a stronger, healthier, more equal Wakefield, where charities and partner organisations from all sectors work together to support people to thrive.

We want to recruit an experienced Comms Officer to help us shout about our amazing work, and the positive difference we are making to the lives of so many people across the Wakefield district.

If you’re a strategic thinker with excellent communication skills and a flair for marketing, we want to hear from you. Our new Comms Officer will help ensure our grant-making activities have the maximum impact; they will develop and drive our communications strategy and raise awareness of Prosper’s purpose with our wider partners.

Job Title: Communications Officer

Location: The office is based at 35 Peterson Road, Wakefield, WF1 4DU. The role will allow for some flexibility in hybrid & remote working, subject to agreement with your line manager.   The role may require some travel within the Yorkshire and Humber region.

Hours: 21 – 35 hours. The role can be delivered on either a P/T basis (minimum of 21 hrs) or F/T of 35 hrs (generally 9.30am to 5.30pm Monday to Friday).  The role can also be delivered on a Job Share basis. The role will require occasional working outside normal hours. 

Benefits: 28 days paid holiday p.a. (pro-rata for P/T hrs). Pension contribution. Flexible working.

Length of contract: Fixed term contract for 2 years with the potential to become a permanent post.

Reports to: Philanthropy and Partnerships Manager

Liaising with: CEO, Prosper Charity Administrator, Trustees of the charity, wider partners.

Salary band: £29,000- £32,000 (pro-rata for P/T hrs) depending on experience and qualifications.

Closing date: 12 noon Tuesday 7th May 2024

Interviews will take place on Tuesday 21st May 2024 

 Applicants shortlisted for interview will be notified by Friday 10th May 2024

 Start date: As soon as possible.

PROSPER COMMUNICATIONS OFFICER:  JOB DESCRIPTION

The Communications Officer is a vital member of the organisation. As we experience unprecedented growth, we are looking for someone who shares our excitement and is ready to contribute to the next chapter of the charity’s journey.

Our Communications Officer will play a key role in promoting our mission, engaging supporters, and raising crucial funds to enhance our grant programmes. You will be at the forefront of promoting the impact of our grants; you will be engaged with our communities and partners, to create compelling and exciting content that resonates with our audiences. This role offers a unique opportunity to blend your marketing and communications skills to raise awareness, drive fundraising efforts and showcase our work.

By joining us, you’ll be part of a passionate and dedicated small team working towards a common goal of improving lives and contributing to the well-being of communities across the Wakefield district. We offer a supportive and collaborative work environment where your creativity and innovative ideas are valued.

Main duties of the job

Your role centres on shaping the charity's influential presence in the district and the wider region. You will:

·       Develop a Marketing and Communications Strategy and deliver the charity’s communication and marketing plans, work closely with all team members to advise on the key narratives, best modes of communications and the target audiences.

· Provide strategic advice and guidance on communications to the Chief Executive and trustees.

· Produce high quality written and visual content for all communication channels.

· Create compelling content that evidences the social impact of our grants.

· Liaise with beneficiaries to gather stories and case studies showing how grants have been used, how they have made a difference. Share best practice via the website and through blogs and images.

· Update and develop the website and take responsibility for the content and upkeep.

· Manage our social media platforms (Facebook, LinkedIn, Instagram) and report on analytics.

· Ensure that digital marketing content aligns with Prosper’s brand identity and message.

· Look for new ways to raise our profile through social media, press and other forms of communication.

· Develop networking relationships with local, regional, and national press, and via partner’s websites, to share funding stories.

· Design any marketing materials and liaise with suppliers with regards printing.

· Produce a monthly e-newsletter to be delivered to stakeholders.

· Co-ordinate events and other promotional activities.

· Work alongside the Philanthropy and Partnerships Manager to engage with businesses and charities.

· Arrange for staff, trustees, and other stakeholders to take part in site visits to beneficiaries.

· Represent the charity at the Wakefield Funders Forum and Yorkshire Funders Forum and seek other networking opportunities.

• Build and maintain excellent working relationships with a range of key stakeholders including grants beneficiaries, trustees, funding partners, third sector leaders, health and statutory partners, elected members, and politicians.
• Facilitate effective internal communication within the organisation.
• Keep staff and trustees informed about key developments, events, and achievements.

· Other tasks, commensurate with the post, that the Chief Executive and Philanthropy & Partnerships Manager may deem appropriate (including occasional support for work that cuts across other areas of the charity’s work)

Person Specification

· Familiarity with the charity sector

· Excellent written and verbal communication skills

· Proficient in digital marketing tools and platforms, including social media management.

· An understanding of performance evaluation tools such as Google Analytics.

· Knowledge of, and skills in, social media management, with a focus on increasing reach and engagement.

· Experience of using Canva.

· Knowledge of communications, public relations, journalism and marketing communications techniques, approaches, and procedures

· Knowledge of using WordPress or similar to update the website and create new content.

· Ability to work collaboratively and independently, managing multiple projects simultaneously.

· Passion for the charity's mission and values.

· Must be able to work out of normal office hours when required.

· Must have a full UK driving licence and access to a vehicle.

The Association for Palliative Medicine of Great Britain and Ireland (APM) is one of the world's largest representative bodies of medical/healthcare professionals practicing or interested in palliative care, with a growing membership of over 1,400. Most members are doctors, and supporting them is the core focus of the APM. APM members support patients with life threatening illnesses to live and die as well as possible. It is the APM's mission to promote, facilitate, advance and develop excellence for the benefit of every individual patient and those important to them. As part of a wider governance review, the APM is making some exciting changes to it's organisational structures. The current Board will become the APM Council with a focus on professional matters and the creation of a new Board of Trustees will oversee the administration of the APM as a professional membership body and hold elected Officers to account.

About the APM:

The APM is a registered charity, and so it has a Board of Trustees acting as its governing body. The Board of Trustees is responsible for agreeing the APM business plan and monitoring the progress of APM affairs. Trustees also act as the custodians of the APM, ensuring effective management and administration and are registered as APM Directors with Companies House.

About the Lay Trustee Role:

As a Lay Trustee, you will have the opportunity to work closely with fellow Trustees to shape the future of the APM. You will note that a medical background is not a pre-requisite of the role. As part of the Board of Trustees you will use your expertise in either a) financial management or b) equity, diversity and inclusion to ensure the APM is solvent, well-run, and delivering on its charitable objective.

Responsibilities include but are not limited to:

• Be willing to act as a Trustee of the organisation and accept ultimate responsibility for directing the affairs of a charity, and ensuring that it is solvent, well-run, and delivering the charitable outcomes for which it has been set up.
• Ensure that the Board operates within the APM's charitable objective, its governing document and provides clear strategic direction to the APM.
• Fulfil Trustee duties to ensure sound financial health of the charity, with systems in place to ensure financial accountability.
• Support the Chair of the Board of Trustees, President and Board Officers whilst respecting the boundaries of those roles.

Time commitment

The APM Board of Trustees will normally hold four meetings per year (likely to be a mixture of in-person and hybrid meetings). On average, it is estimated that the time commitment will equate to half a day per month, spread irregularly over a 12-month period. Trustees will serve a three-year term. Individual tenure may be extended by up to a maximum of a further three-year term to ensure orderly succession planning, subject to the agreement of the membership.

How to Apply:

To apply, please send your CV and supporting statement answering the questions below to (depending on your skill-set please answer question 1 and either question 2 or question 3).

1. Please describe what skills you believe you have (in demonstrable examples) that will be key to success in this role, and what do you hope to get from the role? What do you hope to get from the role?
2. Please describe a time when you have ensured transparency and accountability in financial management, both internally within the organisation and externally with stakeholders?
3. Please describe a time when you have advocated successfully for equity, diversity and inclusion in your workplace. What were the challenges and what was the outcome?

Timeline:
Closing date for applications: Monday 20th May

We want you to have every opportunity to demonstrate your skills, ability, and potential; please contact us if you require any assistance or adjustment so we can help make the application process work for you.

Charity People actively promotes equality, diversity, and inclusion. We match charity needs with the 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 do this because we know greater diversity will lead to even greater results for the charities with which we work.

Resurgo’s mission is to inspire and equip organisations to bring about ambitious and sustainable social change through our expertise in coaching, impact management and programme delivery. We’re a bold and innovative organisation with the ambition to transform society.

We’re looking for an exemplary administrative and people-oriented person who will be supporting our CEO with Resurgo’s strategic aims to become a national charity. This is a role in the organisation with responsibilities towards the Leadership Team, Trustees and significant external stakeholders.

The important stuff 

Salary: from £30,000 dependent on experience

Hours: Full-time, Monday – Friday 9.30am – 5.30pm with occasional evening work for events such as our Spear Celebrations

Location: Hammersmith, London

Closing date: Friday 26th April, 09.00am (We are interviewing on a rolling basis and might close the application early if we find the right candidate).

Application pack: Have a look at our application pack for more information about the role and Resurgo

Benefits

• 28 days annual leave, plus bank holidays
• Excellent personal development and training opportunities, including our iLM-accredited 5-day Coaching for Leadership programme
• Regular staff prayer meetings, conferences and retreats (one residential)
• Employee Assistance Programme (a confidential support service) and the option to take advantage of Give as you Earn (GAYE) and Cycle to Work schemes

Person Specification 

• An active Christian, passionate about personally representing the values and beliefs of Resurgo, and our mission to equip and support organisations to play a meaningful part in the repair of our social fabric.
• At least two year’s experience working in an administrative role working with senior leaders, preferably an EA or PA role
• Remarkably efficient with high attention to detail and strong organisational skills; someone who is self-motivated and likes to achieve results
• Confident, calm, diplomatic and confidential, with a mature and flexible approach to work and work relationships
• A proactive forward planner with an ability to anticipate needs ahead of time and work well under pressure
• High emotional intelligence with evidence of a clear understanding of how to use telephone, email, written and verbal communication to build strong working relationships

Key Responsibilities

Personal Administration Support

• Manage the Chief Executive’s diary, optimising the efficient use of time and resources through effective planning and ‘gate-keeping’ in a relational style that represents the charity’s values
• Ensure all necessary briefing papers and documents are compiled for the Chief Executive in good time in advance of meetings
• Prepare and present excellent Powerpoint and other presentations for internal and external audiences, e.g., meetings with donors, trustees and other key stakeholders.

Governance Support

• Co-ordinate and attend Trustees’ meetings, including arranging dates, preparing papers in advance, taking and sending out minutes
• Administrate the Investors’, Communications, Fundraising, Strategy and Finance, and other Trustee Steering Groups
• Support with various ad hoc projects to enable robust organisational governance
• Coordinate the Strategic Delivery team monthly meeting, and Senior Leadership Team weekly meeting, including organising meeting dates, preparing agendas and sending out minutes, as well as ensuring follow-up actions are completed
• Provide administrative support to the wider senior leadership team

Active Participation in the Philanthropy and wider Resurgo Mission

‘To Inspire and equip organisations to bring about ambitious and sustainable social change through our expertise in coaching, impact management and programme delivery.’

• Help build and develop Resurgo’s ethos and Christian life as a team member.
• Lead and contribute to regular team prayer meetings as an integral part of Resurgo’s operation and for the success of its mission.

Please feel free to let us know if you may require any reasonable adjustments to participate fully in our recruitment process.

Want a job where your skills play a part in making a tangible difference in the lives of girls locally as part of an established and well respected charity?  The opportunity to work your hours flexibly, and be part of a dynamic, passionate and supportive team? 

If this appeals to you and you have strong administrative and organisational skills, adaptability and an eye for detail, and ideally experience of finance administration, we'd love to hear from you!

Flourish is a growing charity with a small, friendly staff team working at the Sydni Community centre in Leamington Spa, making a big impact on the self-esteem and mental wellbeing of girls aged 10-18 as well as providing support to families, communities and schools. 

This role is part-time with term time only working, and is based at our Flourish office, with opportunities for personal and professional development. 

Person Specification

Knowledge and Experience
● Minimum 1 year of experience working in an administration role (or role with these as a significant element) is essential
● Experience of financial administration/bookkeeping is desirable
● Experience of using Xero or similar accounting software is desirable
● Working as part of a team to achieve specific goals within given deadlines
● Supervising/managing volunteers
● Voluntary experience working with young people
● Compiling numerical and literary data into succinct and informative reports and reviews
● Knowledge and understanding of working with confidential data, and Privacy and Confidentiality

Skills and Abilities
● Excellent interpersonal skills
● Ability to manage and prioritise multiple tasks and complete them efficiently
● Produce work to a high standard with a high level of accuracy
● Ability to handle confidential information
● Use creative and innovative ideas to tackle challenges
● Excellent personal time and task management
● Ability to work on own initiative and without supervision
● Fully computer literate and comfortable with the main Microsoft Office tools, G-Suite (Gmail and Google Drive) and databases, internet and emails.

Qualities
● Organised with a good attention to detail
● Values integrity and transparency
● Passionate about the work of Flourish and young people’s wellbeing
● Sympathetic to the aims and Christian ethos of Flourish
● Trustworthy and reliable with confidential information
● Excellent problem solving and creating systems and solutions
● Disciplined at managing own time and workload
● Able to take direction from line management.
● Warm and friendly nature.

To be an effective lead on HR related matters, supporting the CEO and Management team, ensuring it is well-positioned to achieve its vision, current and future business operational plans and performance targets.

This is a key role instrumental in bringing the HR and Business administration functions together at an operational level.  The core purpose of the role will be to support and manage all People and Management related administration matters across the organisation.

To take the lead for data protection and champion compliance across the organisation.

We are looking for someone to run our helpline and perform general administration office duties from our Birmingham office. A large part of this role is to provide emotional support to traumatically bereaved members when required.

Candidates must have a history of providing emotional support to emontionally distressed or vulnerable people. 

The Office Assistant will be accountable to the Office Co-ordinator, and they must be able to fulfil a variety of administration and digital tasks. They will also assist staff and trustees in the delivery of the charity’s projects and possess good digital and face to face communication skills.

Please read full Job Description (attached( before applying

This new role will work across varied charity management projects to help set up a new UK office for a fast growing medical INGO that has already treated over 13 million patients across Africa!

It will include leading on a broad range of projects that support the set up and management of the UK registered office and will require working autonomously while being part of an experienced and supportive team. Benefits are competitive, work is primarily remote and partially flexible.  This is a chance to help set up something new and leave your very own legacy for an up-and-coming medical organisation saving lives in Africa.

Role Context

ALIMA UK is in its start-up phase and is made up of a small team. This period is exciting at times unpredictable.  We need someone reliable who enjoys and has a proven track record of leading and delivering on operational projects for a business or charity while working with senior stakeholders. They should be a highly organised self-starter who is able to work autonomously and lead on projects as well as a great team player.

The role is varied and has a significant financial element, so strong numerical skills and good written communication skills are both important as well as a flexible, responsible approach. Ideally they will also have experience of, and good knowledge of, the charity sector in the UK.

This role is posted as a one year contract as the needs of the business are changing as the organisation develops. At the end of the year the needs of ALIMA will be reviewed and there may be scope to further shape the role, depending on the needs of the business and funding available at the time. 

Competitive benefits:

• Generous benefits: Medical care, 30 days holiday (pro rata) and 8% pension
• Position is largely remote/ working from home, with c. two days in London required per month (usually Putney or Kings Cross - N.B. if you are outside london cost of travel will be your responsibility)
• Hours are partially flexible but require 75% to fall within main office hours for the team (Monday to Thursday 9 to 5)

RESPONSIBILITIES

ORGANISATIONAL DEVELOPMENT

• Driving and implementing a varied range of projects that support the smooth set-up of the UK charity, in collaboration with the UK Head of Development 
• Virtual Office Management, including organising cloud based filing systems, managing resources including IT, coordinating information collection 

 FINANCIAL MANAGEMENT

• Working with the Head of Development & Chair to create and develop new financial management systems for the charity
• Ongoing management of the financial systems of the charity including bookkeeping, invoice management and basic reporting
• Working with colleagues to produce financial reports for the Board, donors and others on request

EVENT & PROGRAMME CO-ORDINATION 

• Coordination of small events
• Organising and coordinating staff and trustee visits to the UK and overseas 

SUPPORTING SENIOR STAKEHOLDERS 

• Organise UK board meetings including booking venues, finalising and circulating papers, minute taking
• Copywriting

Any other duties as may be reasonably required as part of supportive team.

PERSON SPECIFICATION

REQUIRED 

Skills, Experience & Knowledge

• Experience working for a UK-based charity in an administrative, executive support, finance, fundraising or project management role 
• Strong project management skills: a track record of successfully driving small to medium-sized projects
• Strong numerical skills, including experience reporting on or managing budgets, producing management accounts or equivalent
• Excellent verbal and written English language skills 
• Excellent organisational skills: Ability to plan, prioritise and manage a varied and demanding workload to meet deadlines
• Experience working with a broad range of stakeholders including Senior level staff, donors and volunteers
• Knowledge and understanding of fundraising in the UK charity sector 

Attributes 

• Ability to work independently and take initiative within an established team
• A resilient mindset and ability to push through when the way ahead is not immediately obvious 
• Ability to work collaboratively and supportively alongside the UK Team
• Passion for and commitment to the mission and goals of ALIMA

DESIRABLE 

• Experience of working with accountancy software or excel
• French Language Skills
• Event coordination experience 
• Experience with powerpoint or design programmes 
• Fundraising experience 
• Time working for an international development organisation

The Organisation

The Royal Parks (TRP) is a charity created in March 2017. We manage over 5,000 acres of diverse parkland, rare habitats and historic buildings and monuments in eight Royal Parks across London. These are Hyde Park, Kensington Gardens, The Green Park, St James’s Park, The Regent's Park and Primrose Hill, Greenwich Park, Richmond Park and Bushy Park.

We also manage other important public spaces including Brompton Cemetery and Victoria Tower Gardens. Our eight Royal Parks and other iconic green spaces are among the most visited attractions in the UK with 77 million visits every year.

We are now looking for a Personal Assistant to join our team on a permanent, full-time basis, working 36 hours per week.

The Benefits

• Salary of up to £32,666 to £39,187 per annum, depending on experience
• 26 days' annual leave (pro rata) plus public holidays, increasing to 29 days after 3 years’ service
• Pension scheme (3% employee contribution; up to 10% employer contribution)
• Hybrid/agile working options
• Private medical insurance and healthcare cash plan
• Employee assistance programme and access to mental health first aiders
• Learning and development opportunities
• Cycle to work scheme
• Offices in a beautiful location

This is an unmissable opportunity for a personal assistant with experience in supporting senior individuals to join our prestigious organisation.

Working in Hyde Park, you’ll be immersed in the stunning scenery of our green spaces, providing support that will secure their future. You’ll operate at the highest levels of our organisation, supporting our leadership figures and ensuring we can continue to provide London with vital green oases and historic spaces.

In return, we’ll support you with a range of great benefits, the chance to grow and develop with us and agile/hybrid working options that support a positive work/life balance.

So, if you want to work in the heart of London, surrounded by breathtaking views of lush landscapes and historic landmarks, then apply today!

The Role

As a Personal Assistant, you will provide support to two of our Directors and our Chief Financial Officer.

Acting as a conduit and gatekeeper for our Directors, key stakeholders and other individuals, you will provide administrative and organisational support to enable their day-to-day operations. This will include diary management, meeting arrangements, venue and hospitality booking, and financial tasks.

You will effectively process, circulate and respond to correspondence, as well as undertake research and prepare papers, briefings and presentations on a range of subjects.

Additionally, you will:

• Manage documentation and filing
• Support the wider Directorate teams
• Attend occasional out-of-hours meetings and evening events
• Take meetings notes and actions

About You

To be considered as a Personal Assistant, you will need:

• Experience of working as an assistant providing administrative, project and/or secretarial support to senior individuals or teams
• Experience of engaging and liaising with a range of service users and service providers
• Experience of managing and accurately maintaining physical and electronic filing systems
• Excellent written and oral communication skills

Other organisations may call this role EA, PA, Executive Assistant, Secretary, Private Secretary, Executive Administrative Assistant, Executive Personal Assistant, Office Manager, Executive Secretary, or Executive Office Assistant.

We want to put everyone in the best possible position to succeed and use Recite-me accessibility software. At the top of the application page, there is an “Accessibility Tools” button which you can use to complete the application form in a way that works for you. If you think that you may need more support to complete our application process, please do get in touch.

The Royal Parks is strongly committed to creating a diverse and inclusive workplace and is an equal opportunities employer. We value diversity and encourage applications from candidates from all backgrounds. We believe that the more inclusive we are, the better our work will be. To find out more on our approach to Equality, Diversity and Inclusion, please visit our website.

JOIN OUR TEAM!

As a Projects Officer for Live Unlimited you'll be helping to make a difference to the lives of care experienced young people living in Barnet, north London.

Here at Live Unlimited our vision is that all care-experienced children and young people are able to achieve their potential and lead happy, fulfilled lives.

Most care experienced young people will have experienced trauma and adverse childhood experiences before they went into care system. 

Early intervention is key and we know at Live Unlimited the life-changing impact our schemes can make. As someone who shares our passion for social mobility, you'll be driven by a desire to help us to deliver first class opportunities to these incredible young people, providing support and inspiration along the way. 

Reporting to: Operations Director & Fundraising Manager

Location: Flexible and remote working is offered to all of our staff. We have an office based in Colindale, London, which we tend to work around two days per week, with two days remote working.

About the Role: This is an interesting and varied role. As the post holder you'll be not only be setting up, administering and delivering schemes and activities to benefit Barnet’s looked after young people, you'll also be creating marketing materials and supporting fundraising events.  Promoting the work of our charity is key too through updating our website, writing our quarterly newsletter and social media channels, as well as supporting the running and administration of the charity. 

About You:

You'll have experience of managing and delivering projects, schemes or activities and supporting administrative tasks including keeping accurate records, financial tracking and expenditure.
 
You'll also have experience of creating engaging content for newsletters, websites and/or social media channels especially Twitter, Facebook, LinkedIn and Instagram and building effective relationships with internal and external stakeholders to deliver common goals.
 
Having a passion for Live Unlimited’s vision and objectives is very useful in this role. We particularly welcome applicants with experience or being a looked after child, care leaver or personal experience of the care system.

If you are organised and efficient, passionate about social mobility, and have a creative flair, this is the perfect job for you!

Working hours: 28 hours (4 days per week) Could be split across five days. Core hours: 10am-4pm

Salary: £135.35pd for 4 days per week (£35,191 FTE) The role is for 12 months with a view to possible extension dependent on funding. Would consider suitable candidates interested in working 21 hours (3 days per week).

Closing date: 10th May 2024.

Please note, we’re actively reviewing applications and interviews will be held on a rolling basis. The ad may close early if a successful candidate is found.

Key responsibilities:

(1) The set up, administration and running of schemes and activities

(2) To deliver marketing and fundraising activities as needed for specific schemes and activities 

(3) To support wider awareness building and promote the work of the charity to enable it to meet its charitable aims and objectives 

(4) To provide support in the running and administration of the charity 

Experience and Knowledge

• Experience of project management and delivering schemes or activities and supporting administrative tasks including keeping accurate records, budgeting, booking rooms, responding to emails etc. (essential)

• Experience of coordinating and updating online and social media channels especially Twitter, Facebook and Instagram (essential) 

* Experience of marketing and communications (essential)

• Experience of building effective relationships with internal and external stakeholders to deliver common goals (essential)

• Experience of working within not for profit or charitable sector (desirable) 

• Fundraising experience (desirable) 

• Knowledge of the challenges facing looked after young people (desirable) 

• Knowledge and/or experience of safeguarding issues working with children and young people (desirable)

Skills

• Excellent written and verbal communication skills (essential)

• Excellent time management and organisational skills (essential)

• Ability to work under own initiative, taking responsibility and ownership for researching and solving problems (essential)

• Computer literate and ability to work with Word and Excel (essential) and website management systems (desirable)

• Awareness of data protection legislation (desirable)

Other:

• Relevant work experience

• An enhanced DBS check is a requirement of this role

WHO WE ARE AND WHAT WE DO?

We are the UK’s student mental health charity. We challenge the higher education sector, health sector, and government to work with students when making decisions that impact them, and make them accountable for prioritising student mental health. In collaboration with students, we show sector professionals what effective student mental health looks like, and bridge the gap between students and the communities around them to ensure their voices are always heard. 

By creating and curating resources, stories and tools, we empower students to build their own mental health toolkit to support themselves and their peers through university life and beyond. We want to empower and inspire students to use their voice to share their stories and advocate for themselves. 

ROLE PURPOSE

As our Executive Assistant (Maternity Cover, 0.8 FTE, Fixed term for 12 months), you will play a crucial role in developing and supporting our charity and strengthening our administration and governance. You will be providing flexible assistance primarily to our CEO, in the planning and delivery of their workload. You will also provide administrative support to the Senior Leadership Team, Trustee Board and other structured groups which shape the charity’s strategy and activities, for example our Clinical Advisory Group.  As such, you will have the opportunity to work with the entire Student Minds team and a variety of stakeholders across the health and higher education sectors.

Key responsibilities:

Chief Executive Officer assistance

• Email and calendar management: helping to prioritise demands, responding to correspondence on behalf of the CEO and following up with contacts post-meetings.
• Arrange meetings and itineraries and coordinate travel as required.
• Stakeholder management support: utilising CRM to maintain updated databases for organisational contacts; support with the completion of contracts and registering purchase orders with suppliers,where the CEO is the lead contact.

Meeting management

• Plan and coordinate relevant meetings to ensure they are purposeful and relevant. These will include Board meetings, Senior Leadership Team Meetings, Leadership Group meetings and any other general committee meetings.
• Provide logistical and administrative support for all meetings, arranging suitable meeting premises or software, preparing and circulating agendas and meeting papers in consultation with the relevant participants (e.g. Chair of the Board, CEO and Senior Leadership Team).
• Coordinate catering requirements and liaise with the finance team to make purchases.
• Take high-quality and accurate meeting minutes and circulate them for appropriate approval and sign-off.
• Ensure prompt follow-up with agreed action points and follow through with ongoing delivery of commitments.

Governance support

• Provide administrative support where applicable to meet the charity’s requirements with
• Companies House and the Charity Commission.
• Support with Trustee recruitment, induction and training.
• Support the charity’s continuous improvement and compliance using tools such as the Governance
• Code.

Senior Leadership Team coordination

• Support with coordinating multi-stakeholder meetings, and liaising with internal and external stakeholders.
• Support members of the Senior Leadership Team or their guests with the use of our core systems and software (Google Workspace, Google Meet, Slack, Mural, Zoom).
• Process any travel expenses for the Senior Leadership Team.
• Manage charity records: provide historical reference by supporting procedures for the retention and disposal of records.
• Welcome guests and provide tours of facilities or support guests to use online meeting software where required.

Other duties

• Such other duties as may be reasonably prescribed by the organisation, appropriate to the grade and responsibilities of this post.
• Provide cover for other team members as necessary to ensure seamless operations and support across the organisation.
• Work to agreed charity and personal targets.
• Attend regular team meetings with Student Minds colleagues.
• Ensure compliance with Student Minds’ internal procedures and all external legal requirements.
• Ensure equality and inclusion responsibilities for your area of work.
• Undertake training and attend conferences as appropriate.
• Engage with and provide feedback on projects and strategic reports developed by other members of the team.
• Work flexibly and undertake tasks to support Student Minds colleagues as required.

BENEFITS

• Generous annual leave allowance - 25 days’ annual leave, plus bank holidays, plus a 2-week winter closure
• Flexible working - we encourage all employees to reflect on when and where they work best and how they need to fit work around caring or other commitments.
• Wellbeing is at the heart of what we do - we support staff to implement Wellness Action Plans and offer 10% of weekly working hours for you to invest in your wellbeing.
• Access to Employee Assistance Programme - we also offer wellbeing support through an Employee Assistance Programme which provides a wide range of resources as well as confidential counselling.