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 28th February 2020 at 13:00pm
Interviews: TBC
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.
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
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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.
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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.
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Prepare papers for the Trustee Board, and other Board committees.
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Organise and administer meetings, including taking and distributing minutes.
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In conjunction with the Secretary to Trustees, organise the Trustee training days.
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Responsible for keeping the register of signing and sealing official documents.
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Providing direct advice and guidance to chairs and members in meetings on matters relating to regulation, governance and constitution.
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To attend, prepare agendas for and take minutes at meetings of key management committees, including the Senior Leadership Team.
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Develop draft reports for regulators (principally Charity commission) including serious incident reporting.
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Liaise with legal advisers as directed.
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Work with senior leaders to develop risk reporting and board assurance framework.
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Take a lead role in ensuring Information Governance (GDPR) Compliance acting as the Data protection manager for the organisation.
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Develop Organisation Risk reporting and Board Assurance.
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Supporting the Chief Operating Officer in making sure the decisions of the Trust boards are implemented.
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Keeping handbooks for staff and trustees up to date.
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Supporting the induction of new Trustees.
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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:
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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.
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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.
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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
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To lead on specific projects or pieces of work, undertaking research, and writing reports on behalf of the Senior Leadership Team.
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To work with the property team to ensure the presentability of head office premises and to arrange improvements and repairs.
Values
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To maintain the ethos and values of the Catholic Church and positively promote the work and activities of the Catholic Church.
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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 )
RSA level 3.
GDPR/Information governance related qualification.
Demonstrable experience of Governance and compliance in an administrative environment and working with computerised data systems.
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.
Experience of working for senior staff at board level in a busy environment.
First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary.
Experience and proficiency in minute taking and keeping actions trackers and excellent records.
Advanced proficiency in use of Microsoft Office including Word, Excel and Powerpoint.
Knowledge of the values and teaching of the Roman Catholic Church.
Understanding of Data Protection legislation.
Communication Skills
Excellent interpersonal skills and the confidence to deal with people at every level.
Ability to work effectively as part of a team.
Problem solving skills.
Equality and Diversity
Understanding of and commitment to equality of opportunity and good working relationships.
Autonomy
Able to work on own initiative, organising and prioritising own workload to set deadlines.
Other
An ability to maintain high degree of confidentiality and trust.
Good time keeping.
Positive and flexible approach to work.
The client requests no contact from agencies or media sales.
As Property Custodian Trustee working two days or four half days per week, in our modern open plan offices, your skills will be key to helping us work with Parishes as they manage their properties, particularly any commercial or legal aspects. The sucessful candidate will also assist the Head of Property and Diocesan Board of Finance with activities relating to investment properties, retired clergy housing, glebe lands and houses.
The Custodian Trustee Administrator is a key member of the property team and will be the main contact for our parishes when they have a legal, commercial or planning issue with their property. You will work closely with our solicitors and other experts to agree appropriate actions that respond to issues raised.
Ideally you will already have a practical understanding of general property issues such as maintenance, buying, selling, leasing and other land transactions.
Previous experience of legal documents, concepts and trusts in addition to maintaining spreadsheets and databases will be essential. This job would suit someone who is familiar with the commercial and / or legal aspects of property management.
Please see the full recruitment pack for details of how to apply for this role and use the application form attached - we look forward to hearing from you soon!
- Are you hardworking, flexible, highly organised and efficient?
- Are you reliable with excellent attention to detail?
- Do you have office administration experience?
- Do you want to take the next step in your career at The Queen’s Nursing Institute, a highly successful national community nursing charity?
The QNI Practice Development Team is responsible for supporting the professional work of the QNI as determined by the strategic and business plan objectives.
Due to our expanding portfolio of work, a new post has been created to join the existing team in providing a comprehensive and efficient administrative service across a broad range of activities. The postholder will require both a high level of efficiency and initiative and a willingness to manage a number of tasks at any one time.
The successful candidate will have administrative, communication, organisational and IT skills, with a keen eye for detail and a positive attitude to teamwork, learning and development. If you have the skills and experience required and would relish the opportunity of working within a small, fast-paced national charity, we would like to hear from you.
NB: The post holder will also be expected to support learning and networking events around the country which may involve overnight stays (approximately 6-8 times a year)
We offer 25 days holiday a year plus up to 10% employer contribution to pension scheme and interest-free season ticket loans.
Closing date: Sunday 8th March 2020 at 23:59
Interviews: Wednesday 18th March 2020
Please note that only short-listed candidates will be contacted after the closing date.
Charity no: 213128
The client requests no contact from agencies or media sales.
RedbridgeCVS is the umbrella body for voluntary and community organisations in the London Borough of Redbridge. We are currently running Health and Wellbeing projects commissioned by Public Health Redbridge and Redbridge CCG.
The Social Prescribing project aims at supporting local residents referred by GP practices in Redbridge, who might face diabetes, low level mental ill-health or social isolation.
We are looking for an administrator to contribute to the efficient running of the Social Prescribing project’s administration systems and processes by working with the Manager, Coordinators and Social Prescribing Advisors.
RedbridgeCVS's mission is "To promote, support and develop a strong, effective and independent voluntary and community sector ... Read more
The client requests no contact from agencies or media sales.
PART-TIME ADMINISTRATOR/COMPANY SECRETARY
(25 hours per week over five days) - Salary £15,000 p.a.
Colchester based counselling and psychotherapy practice wish to recruit a confident and discreet Administrator/Company Secretary with excellent communication and organisational skills who is able to work independently. Experience in using Word, Excel and bookkeeping is essential.
The Stockwell Centre, just off Colchester's High Street, provides counselling and psychotherapy for individuals, couples and groups. Stockwell Centre counsellors and psychotherapists can help with a wide range of difficulties including depression, anxiety, stress and panic attacks; they can also help with difficulties arising from relationship breakdown, bereavement and loss and childhood events such as abuse or trauma.
Therapists at the Stockwell Centre have varied backgrounds and training, but all share a psychodynamic approach, which explores present problems in the context of life history and past experiences.
To apply please email CV with covering letter.
Closing date: 31st March 2020.
The client requests no contact from agencies or media sales.
This is a new role to support World Child Cancer as it continues to grow. The successful applicant will manage the day-to-day running of the office as well as providing support across all functions of the charity – fundraising, programmes, finance and HR.
This would suit someone who is keen to learn and who is interested in being at the heart of an organisation. It will require the post-holder to be agile and proactive and able to work well with multiple colleagues at the same time.
In return, the charity offers a stimulating environment in which the post-holder will gain valuable experience of working across all areas of an international development charity.
Over 300,000 children develop cancer each year. The majority of these children live in developing countries. In the developed world, medical ad... Read more
The client requests no contact from agencies or media sales.
The role
Pharmacist Support – the pharmacy profession’s independent charity – is looking to recruit a dedicated, enthusiastic and highly motivated part time Office Administrator to support us as we embark on delivery of our exciting new five-year strategy.
As Office Administrator you will be responsible for developing and maintaining effective office systems and providing administrative support to ensure efficient delivery of Pharmacist Supports operations. You will liaise closely with service providers, suppliers and stakeholders and coordinate the delivery of events and training.
What we’re looking for
We are seeking an experienced, organised and efficient administrator with excellent attention to detail, able to quickly pick up new systems and procedures, and prioritise and juggle competing priorities and requests. Although able to work with substantial independence and initiative, you will be a team player with excellent interpersonal skills, dealing proactively and confidently with a range of people, tasks and situations.
We are looking for someone who has experience of co-ordinating training or events, with excellent written and verbal communication skills.
This is a great opportunity for an enthusiastic person with a positive attitude, seeking a flexible part time role, to work as a key member of our friendly, small but busy charity team. If you are passionate about delivering high-quality standards of work and possess an enthusiastic, positive and organised approach to work, then we would love to hear from you.
About us
As a national charity Pharmacist Support provides free and confidential services to pharmacists and their families, former pharmacists and pharmacy students across GB. Support includes an information and enquiry service, stress helpline, wellbeing service, financial assistance, specialist advice in the areas of debt, benefits and employment law and addiction support. As a charity we listen, without judgement and encourage and empower people to create positive change. Each year we provide thousands of acts of support – we make good things happen.
How to apply
To apply for the above position, you must submit a completed application form (NB CVs will not be accepted).
We would be grateful if you could also complete the diversity monitoring form in order to ensure that our equal opportunities policy is adhered to.
Interviews will be held in Manchester on Monday 16th March 2020. Shortlisted candidates will be notified by Wednesday 11th March 2020.
To download an application form and job description click on the links below.
Pharmacist Support is an independent charity for pharmacists and their families, former pharmacists and pharmacy students in need. Our free and co... Read more
The client requests no contact from agencies or media sales.
Trull Farm Buildings, Tetbury, Gloucestershire
About Us
We are The Trust Partnership. Our vision is to help charitable Trusts, Foundations and Almshouses to provide better informed, better managed and better directed funding and housing and to use their resources to the best advantage of all their stakeholders.
We are excited that we’ve not only been able to build a thriving business, but to do so on strong ethical foundations. The way we treat our staff, our clients and other stakeholders is important to us, and becoming a Certified B Corporation in 2016 was evidence of our positive impact locally and on the sector as a whole. We believe it’s possible to be a good business and a profitable one at the same time.
We’re currently looking for a Senior Administrator to join our team and provide a high level of administrative support to our organisation and our clients.
The Benefits
- Salary of £19,000 - £22,000 dependent on skills and experience
- Work as part of a friendly and caring team
- Lovely offices in a farm building
- 24 days’ holiday per annum plus Bank Holidays
- Christmas shutdown
- Free parking
- Perkbox benefits (after probation) including free cinema tickets and high street discounts
The Role
As the Senior Administrator, you will ensure the smooth running of meetings, prepare meeting agendas, take accurate minutes, maintain the effective Governance of the Trustee Board and be a principal source of information between charity clients and The Trust Partnership.
You will supervise the administration team and provide excellent client management support as well as cover for absentees within the team.
Some of your responsibilities will include:
- Working with the Foundations Team Manager to provide day-to-day management and support
- Supporting the Director to develop and implement client processes across the team for new clients
- Delivering an ongoing Administrator refresher training programme for the Foundations team
- Providing an excellent service to a small portfolio of clients
- Answering queries from our clients and the general public via dedicated telephone helplines and emails
- Occasionally travelling for client meetings as required
About You
To join us as a Senior Administrator, you will need:
- Customer service experience
- A high level of computer literacy, using Microsoft applications
- An excellent telephone manner
- Good organisational skills
- A keen interest in the charitable sector
- A full driving licence and access to your own vehicle (due to our location)
Experience of line management or leading a team would be beneficial to your application.
Other organisations may call this role Lead Administrator, Admin Team Leader, Administration Supervisor, Senior Office Administrator, Customer Service Executive, Customer Service Administrator, or Senior Client Services Administrator.
The successful candidate will be required to undergo a Disclosure and Barring Service check.
So, if you’re seeking your next step as a Senior 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.
Working hours: 37.5 hours per week with some evening work as required
We’re looking for an excellent candidate to fill this exciting role in the Society of Antiquaries of Scotland. The Society is seeking an organised and motivated individual to undertake the general office administration of a busy membership organisation.
Deadline for applications: Midnight on Sunday 23rd February. It is expected that interviews will be held on Monday 2nd March.
Starting Salary: £19,445 to £22,902 depending on experience, with a 10% pension contribution, flexible working.
Hours: 5 days a week/37 hours a week. This is a permanent post with a probation period of 6 months. Occasional evening and weekend work is required.
Key Duties of the role:
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General office administration.
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Conference and event organisation and delivery.
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Assisting the Finance Manager with membership subscriptions.
Essential skills:
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Excellent time-management and organisational abilities.
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Excellent computer skills (particularly MS Office) with confidence picking up new digital software.
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Excellent written and verbal communication skills and strong relationship-building skills.
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Ability to work well independently.
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High standard of accuracy with close attention to detail.
Desirable skills:
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Experience with booking and event management.
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Experience of WordPress website management.
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Experience of MS SharePoint intranet.
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Experience handling cash.
Person specification:
You will be enthusiastic, punctual and well-presented, demonstrating a ‘can do’ attitude and using your own initiative wherever necessary. Working within a busy team environment, you will possess the ability to integrate well with your colleagues and will manage your own workload confidently and effectively. This role requires excellent attention to detail and excellent oral and written communication skills. Basic IT skills are an essential requirement for the role, in addition to having a desire to learn new IT skills.
The ideal candidate will have strong organisational skills and some office management experience, although training will be provided where necessary and this post would suit someone starting or changing their career. They will be motivated and able to handle a busy and varied workload, balancing the need to communicate effectively with members of the Society and run and efficient and organised work environment for staff.
Applications:
Applications should be addressed to Dr Simon Gilmour, Director at the Society. Please include a full CV along with a cover letter that describes how your skills and experience fulfil the criteria for the role. Please also provide names and contact details of two referees whom the Society may invite to comment on your suitability for the post in advance of appointment. Referees will not be contacted until a position has been offered.
The Society of Antiquaries of Scotland is an independent charity actively supporting and promoting the study and enjoyment of Scotland’s past (charity no. SC010440).
The Society was founded in 1780 and incorporated by Royal Charter in 1783. Its purpose as defined in the charter is to ‘investigate both ... Read more
The client requests no contact from agencies or media sales.
Are you interested in working for a Charitable Foundation that makes a difference?
Do you want to work for an organisation that positively promotes young people and celebrates their achievements?
Do you have excellent administration skills, a highly organised approach to your work, and enjoy communicating with a wide variety of people?
If so, we’d love you to join our dynamic Grants Team as our Grants Administration Assistant!
About us
The Jack Petchey Foundation is a young progressive grant-making Trust based in Canary Wharf in East London. It has grown rapidly since its formation in 1999 and has invested over £124 million in youth organisations.
About the role
We’re looking for an enthusiastic person to join our dynamic Grants Team and help deliver our grant programmes. The primary focus of the role will be to support the Senior Grants Administrator with the day-to-day administration of the various grants programmes, but in particular the Achievement Award scheme.
This is an exciting time to join the Foundation, as we celebrate our 21st birthday this year and are in the second year of an exciting three-year strategy which seeks to ensure that even more young people across London and Essex are recognised for their achievements and supported to be the best that they can be.
About the person
You will be a team player who can demonstrate strong communication skills, initiative and the ability to be flexible, as you will be working in a fast-paced, varied and diverse office.
How to apply
To apply, please complete the application form and return it via email along with a completed Diversity Monitoring Form to Rachel Hives.
CVs will not be accepted.
Closing date: 9.00am on Tuesday 10th March 2020.
Interview date: Thursday 19th March 2020.
Are you an organised administrator with an interest in Human Resources? Would you like to work for a small but impactful charity?
The Children’s Literacy Charity provides one to one literacy support for disadvantaged children in London primary schools. We are looking for a HR Administrator to work in our office for 2 days a week. Flexible working will be considered.
Responsibilities:
- Maintaining efficient and effective administrative support, in keeping with the nature of a tightly run, small charity
- To work collaboratively with members of the office team to ensure the organisation is run smoothly and efficiently.
In particular to take responsibility for:
- the HR policy and practice including with respect to volunteers
- the maintaining of effective office systems and processes
- providing administrative support for other charity functions including IT functions
Skills/Abilities:
- Excellent personal organisation with a high attention to detail. Able to manage a number of tasks at any one time.
- Good teamwork, communication and interpersonal skills and ability to interact well with staff and visitors to the office and tutors in schools.
For more details on how to apply please go to The Children’s Literacy Charity website
Salary £26,000 - £28,000 FTE depending on experience
Closing date: 4th March 2020
Interviews will be on 11th March and 12th March 2020
The client requests no contact from agencies or media sales.
The National Eye Research Centre (NERC) is a fundraising charity that funds eye research teams across the UK to find the causes of eye disease to develop new prevention methods and more effective treatments. We fund research in all eye diseases affecting both children and adults.
We are seeking a dynamic and organised team player with strong administration skills and a confident customer service approach. You will make an essential contribution to NERC’s growing team and will enable the organisation’s strategic development by providing excellent administrative support to a number of areas including fundraising, grant making, financial processes, and general office management. The job is initially devised as a part time role (either 3 or 4 days a week) and can be worked flexibly across the week. There is scope for the role to grow to a full time equivalent (or job share).
MAIN DUTIES AND RESPONSIBILITIES
Donations processing and records management
- Processing all postal and online donations on the charity’s CRM (Donorfy).
- Ensuring that all recurring donations are updated on Donorfy on a monthly basis and new instructions are set up in a timely fashion.
- Thanking postal and online donors using agreed existing templates for communications and within the charity’s stewardship turnaround times (48 hours).
- Regularly reviewing Gift Aid declarations and chase any that are out of date or incorrect by running the relevant, pre-prepared database queries on Donorfy.
- Running a weekly query from Donorfy to identify new donors and donors over £250 and provide the list to the CEO for bespoke stewardship.
- Ensuring that all relevant donor communications are recorded on Donorfy.
- Ensuring that donor records are kept up to date and any changes in communication preferences are adequately and timely recorded on Donorfy.
- Maintaining any relevant paper and digital donation records that might be required for auditing purposes.
- Ensuring that shared electronic files (e.g. relating to the charity’s operations, grant management, finances, etc.) are organised and maintained in a systematic fashion.
- Informing the CEO (Data Controller) of any complaint received by donors or other supporters.
Financial operations support
- Supporting the day to day financial operations of the organisation, including banking of donations and logging of incoming donations and outgoing payments.
- Paying suppliers and grants invoices.
- Carrying out monthly bank reconciliations.
- Maintaining accurate and up to date financial records in preparation for regular audit reviews .
- Running database queries to provide the CEO with financial information in preparation of quarterly management accounts and annual audited accounts.
- Providing the CEO with monthly updates on grants payments made and flagging any unexpected changes or delays on the part of grant holders.
NERC Grants Co-ordination
- Supporting the CEO in liaising with applicants, the Scientific Advisory Committee, and NERC Trustees to provide a list of fundable major projects at the charity’s annual grant making round.
- Supporting the CEO in liaising with applicants, advisory panel, and Chair of Trustees to provide a list of fundable seed grants at the four grant-making rounds per year.
- Communicating with successful and unsuccessful applicants on the outcome of their applications using existing templates and forms.
- Issuing successful applicants with grant award contracts and terms and conditions.
- Supporting the CEO in maintaining an up to date database of peer reviewers.
- Keeping up to date records of all existing grant commitments, including all relevant financial information on each grant.
- Within agreed procedures, ensuring that quarterly invoices from grant holders are received on time and for accurate amounts.
- Issuing payments of grant holder invoices.
- Within agreed criteria and procedures, ensuring that all projects progress reports are received on time and with a satisfactory level of detail.
Legacy administration
- Supporting the CEO in all aspects of legacy administration with guidance and under supervision.
- Logging all correspondence with estate executors on Donorfy and maintain up to date paper records of estate administration correspondence with executors suitable for auditing.
- Maintaining up to date financial records of all estates in administration to enable legacy income forecasting.
- Alerting the CEO of any unexplained estate administration delays incurred by executors by regularly reviewing all estates in administration.
- Supporting the CEO in liaising with the next of kin wherever possible for stewardship purposes and to gathering information on the donor which could be used for legacy marketing purposes.
Events
- Providing logistics support to the organisation of donor engagement and stewardship events.
General office management
- Acting as the first point of contact for the charity by handling inquiries by phone, email, and post.
- Ensuring that all relevant reports are updated on the Charity Commission’s website and updating information whenever necessary.
- Keeping up to date folders on Trustees information.
- Supporting the CEO with the planning and running of Trustees Board meetings, including distribution of papers and typing of meeting minutes.
- Booking meeting rooms and catering for internal and external meetings.
- Maintaining adequate stationery supplies to ensure the smooth running of the office.
The postholder may also be expected to carry out other duties, which may be reasonably requested. As such, the job may involve occasional evening and weekend work, for which time off in lieu can be claimed.
PERSON SPECIFICATION
Knowledge, experience and qualifications
Essential:
- You have a University degree or equivalent OR Business and Administration Level 3 Certificate (NVQ).
- You have at least 2 years’ experience working in a public facing administrative role.
- You have demonstrable experience of office management, committee servicing, budget monitoring, creating and maintaining reporting schedules, updating databases and using them to produce reports.
- You have a solid working knowledge of Microsoft Office suite, especially Word and Excel.
Desirable:
- You have worked in a fundraising charity.
- You have worked in a grant making organisation.
- You have experience of bookkeeping and you have a working knowledge of Sage and Xero.
- You have experience of administering a grants to external organisations, including monitoring expenditure on grants awarded by the organisation, and creating and updating schedules for grant holders to report back to the organisation on grant expenditure and project outcomes.
Skills and attributes
Essential:
- You are polite, courteous and customer focused.
- You have excellent communication skills (verbal and written).
- You are able to work with minimum supervision, are proactive and take initiative, e.g. by identifying problems, proposing solutions and escalating issues appropriately.
- You have a flair for implementing efficient systems and processes and continually seek to improve operational procedures.
- You have strong organising skills, you are meticulous and have excellent attention to detail.
- You have a positive team ethos and are keen to contribute to the overall success of the charity.
- You are able to work to tight deadlines and manage multiple priorities.
- You are resilient and able to adapt to changing priorities.
General
- You maintain high standards of personal appearance, conduct, respect for company property and reputation.
- You work within the appropriate company policies and procedures including health and safety.
- You maintain confidentiality of information about customers, suppliers, contracts, tenders and other commercially sensitive matters.
ADDITIONAL INFORMATION
- This position has a 6 months’ probation period.
- 30 days paid annual leave (pro rata) plus public holidays.
- Up to 5% matching employer’s contribution to the charity’s workplace pension scheme (NEST).
- Flexible working considered.
- Free onsite parking at the Almondsbury site.
HOW TO APPLY
Closing date: Wednesday 26th February
Invitations to interview: Friday 28th February
Interviews: Wednesday 4th March
The client requests no contact from agencies or media sales.
The Foundation currently awards £2m per year in grants to community and voluntary groups delivering vital solutions to local needs across the county and this new position of Grants Communications & Administration Officer will play a key role in achieving our objectives, by providing efficient and effective communications and administration for our growing grants programme.
The post-holder will be based at the Foundation’s offices, currently in Guildford but the offices may move within Surrey.
ROLE OVERVIEW:
The key areas of responsibility include:
- Grants Communications – Promote current available opportunities for funding to voluntary groups in Surrey, as well as other Grants updates, including via social media;
- Grants Administration – Provide efficient and effective administrative support, including via direct communication with local voluntary organisations, and encompassing all aspects of the Grants function;
- Grants Data – Manage and update Grants data on the Foundation’s database, and interrogate that data to provide relevant reports and information;
- Ambassador – Work as an effective ambassador for the Foundation with voluntary groups, grants panels, trustees, donors, local authorities and other organisations.
KEY RESPONSIBILITIES:
Maintain excellent working relationships with voluntary and community groups, providing front-line contact for information about the Foundation’s Grants programmes;
Support the Foundation’s digital presence through social media to share good news stories and promote available funding;
Support the grant enquiry and application process by responding to enquiries, and providing support and advice to groups making applications;
Support the Fund Management service to Donors including by preparing papers for panel meetings, organising site visits and sharing thank you notes;
Ensure all grant monitoring forms are returned on time and produce summary reports to share with donors;
Ensure that all grant records are accurately maintained on the database ensuring new information is entered and records are up-to-date;
Manage the processing of grant payments;
Providing administrative support to the Grants Committee, including recording notes, copying, collating, filing and organising room bookings and catering;
Other duties to support the work of the Foundation and the Grants Programme, as may be required from time to time;
The Grants Communications & Administration Officer will work within and conform to the Foundation’s policies, including the equal opportunities policy.
VALUES:
The Grants Communications & Administration Officer will also conduct work in a manner which is consistent with the Foundation’s Values:
Ambitious
We focus our energy on building significant, sustainable funds for local communities.
Professional
We work with integrity, transparency and efficiency.
Supportive
We are an approachable and supportive grant-funder, with a heart firmly rooted in our community.
Empowering
We collaborate with local donors and local voluntary groups to enable positive and sustainable change to be achieved.
Pro-active
We take a positive and creative approach, using our knowledge to realise the power of local philanthropy.
PERSON SPECIFICATION:
Good general education
Fully computer literate and confident using IT
Experience – Essential
Office experience including excellent word processing skills including Word, Excel, Power Point and databases
Experience of using social media platforms as a communications channel
Experience – Desirable
Knowledge and experience of working with the voluntary sector
Experience of working in a customer facing role
Skills
Ability to work under pressure, manage a challenging workload and competing demands within a professional work environment;
Excellent personnel skills and able to establish good interpersonal relationships, rapport and credibility with a wide range of people;
A self-starter, able to act on own initiative and to organise, plan and prioritise own workload to meet deadlines;
Able to work effectively within a small team.
Personal Characteristics
Enthusiasm to build a career within the charitable sector and highly motivated and enthusiastic to support community needs across Surrey;
Committed to customer care and the provision of professional and high-quality services;
Meticulous attention to detail and accuracy;
Creative and flexible in outlook.
ADDITIONAL INFORMATION
Current driving licence and access to a vehicle;
The post will necessitate occasional evening and weekend work for which time off in lieu will be provided.
The Foundation has an automatic enrolment workplace pension scheme with NEST and will pay, on behalf of the employee, 6% of the basic annual salary (in addition to the basic annual salary).
25 days holiday per annum pro rata, in addition to public holidays.
An additional days leave is awarded for every 3 years’ of continuous service up to an agreed maximum of 30 days leave.
A further 2 days leave is also available to undertake voluntary work for a charitable cause, at the discretion of the Chief Executive.
CLOSING DATE:
Monday 23rd March 2020
INTERVIEWS:
Monday 30th March 2020
The Community Foundation for Surrey is an independent, philanthropic charity, established to inspire local giving for local needs.
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Trull Farm Buildings, Tetbury, Gloucestershire (with regular visits to clients, primarily in London)
About Us
We are The Trust Partnership. Our vision is to help charitable Trusts, Foundations and Almshouses to provide better informed, better managed and better directed funding and housing and to use their resources to the best advantage of all their stakeholders.
We are excited that we’ve not only been able to build a thriving business, but to do so on strong ethical foundations. The way we treat our staff, our clients and other stakeholders is important to us, and becoming a Certified B Corporation in 2016 was evidence of our positive impact locally and on the sector as a whole. We believe it’s possible to be a good business and a profitable one at the same time.
We are now looking for a Clerk to join us on a full or part-time basis and provide support to our Trustees.
The Benefits
- Salary of £20,000 - £22,000 FTE depending on skills and experience
- Work as part of a friendly and caring team
- Lovely offices in a farm building
- All work-related travel costs covered
- 24 days’ holiday per annum plus Bank Holidays
- Christmas shutdown
- Free parking
- Perkbox benefits (after probation) including free cinema tickets and high street discounts
The Role
As a Clerk, you will ensure the smooth running of meetings, prepare meeting agendas, take accurate minutes, maintain the effective governance of the Trustee Board and be a principal source of communication between charity clients and The Trust Partnership.
You will oversee the maintenance and care of clients and their beneficiaries, working alongside other Trust Administrators, finance colleagues and Clerks.
Some of your responsibilities will include:
- Advising the Trustees on matters of governance procedure, referring to the current Charity Commission legislation and guidance
- Preparing the agenda for board and subcommittee meetings as appropriate
- Co-ordinating the booking of rooms, and refreshments if required, for board meetings, subcommittees, away days and other special meetings
- Preparing and drafting minutes of all meetings for approval to the Chair within 10 days
- Answering queries from our clients and the general public via dedicated telephone helplines and emails
- Assessing and processing grant applications using a bespoke database, sometimes to tight deadlines
About You
To join us as a Clerk, you will need:
- Experience of, or demonstrable understanding of, providing clerk/governance support to a charity, school, parish council, company or other organisation
- At least three years’ experience of working in a professional office
- Experience of customer/account work and working with a range of audiences
- A good understanding of charitable governance and the role of Trustees
- A full driving licence and access to your own vehicle (due to our location)
A good understanding of charity finance would be beneficial to your application.
Other organisations may call this role Admin Clerk, Secretary, Trust Administrator, Secretariat, Office Administrator, Charity Secretary, Company Secretary, or Clerk to Governors.
This role might also suit applicants with experience in Trust Fundraising and Charity Management.
This position is available on a full or part-time basis, working 22.5 – 37.5 hours per week, with some evening work as required.
The successful candidate will be required to undergo a Disclosure and Barring Service check.
So, if you’re seeking your next step as a Clerk to Trustees, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.
Prospect Hospice is looking for a talented, passionate professional to become our new chair of trustees.
We believe everyone should have access to excellent end-of-life care. As chair of our trustees, you can help make this a reality.
Over four decades, Prospect Hospice has become the organisation that people in Swindon, Marlborough and north Wiltshire turn to when they, or the people they love, are diagnosed with a life-limiting illness. We have cared for and supported many thousands of local people, which is why so many people contribute in their own way to a charity that makes a positive difference in our community. Are you the person to oversee the continuing development and expansion of our care and services in the coming years?
Our vision is for excellent, personalised and compassionate care for everyone affected by a life-limiting illness. Working with local health and social care partners, and stakeholders from across the community, we have a vital role in improving end-of-life care for everyone. We are looking for a chair of trustees with the skills, knowledge and expertise to help drive our organisation forward, as we aim for outstanding performance in all that we do.
This important and rewarding role provides a unique opportunity to be part of something very special, entrusted by the 300,000-strong community we serve to make a real difference in their loved-ones’ lives, at a time when they most need it.
Who we are looking for
You will have a proven, professional track record of leadership at the highest level. You will share our vision, and ambition to take a leading role in our journey to be recognised as an outstanding organisation. Ideally, you will have experience of charity governance and working with or as part of a Board of Trustees.
For more details of the role and for an informal discussion with a current trustee and more information contact Siobhain Acott, Executive Assistant. Please see our website for contact details.