Do you want to use your administration and business skills to work in a fulfilling role where you can help us support vulnerable communities across the globe to access the healthcare they need through the delivery of medical aid?  We are looking for someone organised and numerate who enjoys supporting others and is comfortable with multi-tasking across a broad range of tasks.  You will need to be motivated by your Christian faith and want to be part of helping us run an efficient and effective charity.

International Health Partners (IHP) supports people in hard-to-reach, vulnerable and disaster-hit communities to get the medicines they need, by coordinating the safe and responsible donation of long-dated medical products. We work with our strong network of global healthcare, logistics and NGO partners, to source and send treatments to where they are needed most, to help prevent the needless suffering caused by a lack of access to healthcare.  Our work is needed now more than ever. The global outbreak of COVID-19 has further highlighted the urgent need for improving access to medicines and for strengthening health systems.

The Business Operations Administrator is a new role, due to expanding activity, and will provide a range of support across finance, HR, governance, business performance, and office management.   Typical tasks might include updating financial records and data, maintaining HR records and resources, coordinating staff events, ensuring office systems and equipment are working well, and facilitating team meetings. The Business Operations Administrator will help with business reports and indicators, as well as supporting organisation wide projects. You will be joining our 19 strong staff team and be largely based in our London office.

We are looking for someone who really enjoys administration, is self-motivated, efficient, has an excellent eye for detail, and wants to learn and contribute to a great team. We can offer you a rewarding and varied role. In the last two years, IHP has sent over ten million treatments to vulnerable communities around the world including places such as Yemen, South Sudan and Haiti.

Please view the full job description and person specification for more details about the role including how to apply. We welcome applicants who can offer part-time (21 hours min) or full time hours.

IHP is an Equal Opportunities Employer. Staff regularly spend time together praying for IHP’s work and there is an occupational requirement for the post holder to have a personal commitment to the Christian faith.  Please make it clear in the application how you meet this requirement.

We offer excellent benefits including a company pension scheme and a generous holiday entitlement.

IHP is also recruiting for another role at this time.  You may apply for more than one position with one cover letter if you feel you meet the person specifications.  Please make this very clear in your application.

Context:  Age UK Wandsworth (AUKW) is a local, independent charity that works to promote the wellbeing of all older people in the London Borough of Wandsworth. This is a new role in our staff team that has been created to support our CEO during an exciting transition period where the organisation is growing and introducing new services to help older people.

What we can offer:

• A warm welcome from our small and friendly team of staff and volunteers and our hypo-allergenic office dog.
• The opportunity to really make a difference to the lives of older people in Wandsworth.
• An experienced and enthusiastic CEO who enjoys working on different projects.
• A busy work place where no day is ever the same.
• An experienced staff and trustee leadership team who believe in the value of personal and professional development. We will provide training on our services and in other areas, such as safeguarding and GDPR.

You will:

• Be an extremely organised yet flexible person, who can help our CEO improve systems and procedures in our organisation and help to streamline and reduce her administrative workload.
• Be able to represent the CEO and communicate professionally on her behalf within the organisation and with external stakeholders.
• Have excellent verbal and written communication skills, with a keen eye for spelling, punctuation and grammar.
• Be a problem-solver who can work well independently and in a team.

Age UK Wandsworth is committed to safeguarding all those in our care. All offers are subject to satisfactory references and DBS check. CVs will not be considered. Please read the job description and person specification on our website carefully before applying for this role.

The Royal Foundation of St Katharine is an extraordinary urban oasis nestled in the heart of London’s East End. Founded by Queen Matilda in 1147, St Katharine's has served as a centre for worship, hospitality and service over many centuries. With 45 bedrooms and 9 conference rooms around a beautiful expanse of grass and trees, it is a remarkable place of peace and tranquillity in the busyness of London life. 

St Katharine's is an equal opportunities employer with a warm engaging culture. The people who thrive here are team players prepared to work hard in support of each other and the Charity.

JOB DESCRIPTION   Administration Executive     Revised: August 2021 

  

Main job purpose: Provide the Royal Foundation of St Katharine’s (hereinafter referred to as RFSK) with a comprehensive, effective, timely, efficient and legally compliant service across Human Resources, Maintenance, Health, Safety, Fire, Food Hygiene and Document Management. HR support particularly in recruitment and selection, employee on-boarding, employee relations and payroll. This role will also have a significant part to play in delivering RFSK’s people strategies. 

   

Reports to: Operations Director   Responsible for: No StaffLiaises closely: Senior Management Team. 

  

Usual place of work: The Royal Foundation of St Katharine (RFSK), 2 Butcher Row, London. E14 8DS. 

  

Work perimeters: 40 hours per week; usually Monday to Friday. The role is in an Hospitality and Events environment hence evening and weekend work is integral to the role. This role includes Duty Management responsibility during some weekends, Bank Holidays and evenings. 

  

Relevance: This document reflects the job content at the time of writing and will be subject to periodic change in the light of changing operational and environmental requirements. Such changes will be discussed with the jobholder and the job description will be amended accordingly. 

  

Key areas of Responsibility: 

  

Support of charitable objectives 

Learn and be able to effectively demonstrate a comprehensive knowledge of The Royal Foundation of St Katharine, including but not limited to: 

         Charitable objectives delivered through Worship, Hospitality and Service 

         Working ethos. 

         Commercial objectives and budgets 

Human Resources Administration  

Guide and support the management team to effectively manage the Human Resources process. 

Support the recruitment process for the Foundation by ensuring requests to recruit are properly authorised in line with budget, job descriptions are produced, advertisements are placed where required; responses are managed and be involved in selection processes as appropriate. 

Agree and communicate offers to candidates once they have been authorised and complete offer letters and contracts of employment despatching them with all relevant new starter information on a timely basis.

Ensure that all references and other relevant pre-employment checks are carried out in accordance with Foundation procedures; flag any issues to the Operations Director for review and resolution. 

Manage the on-boarding process for new starters and leaver process ensuring that all relevant documentation is collected, all processes are adhered to and an effective and well organised induction is provided to them once they start/leave. 

Work with managers to ensure that all appropriate reviews are carried out with employees during their probationary period and partner with line managers in managing any performance issues through to conclusion.

Support line managers about HR administration and good practice including performance management, training, conduct, long term sickness, family leave and flexible working requests. Provide assistance and in line with company policy, best practice and current legislation.

Training and guidance to line managers throughout the implementation of the Foundation’s formal disciplinary and grievance procedures attending meetings where required. Communicate with and advise employees about HR policies, procedures and processes as necessary.

Jointly with Finance Department process the payroll on a monthly basis; liaise with the line managers to ensure that all monthly variations (including but not limited to overtime and other variable payments) are accurately recorded and employees are paid correctly and on time. 

Maintain the Foundation’s HR database, ensuring that all information, policy documents and organisation charts are current and act as the internal point of contact for any queries 

Ensure that all employee data is current including but not limited to holiday and absence records and that all documentation relating to the Foundation’s employees is accurately filed and kept up to date in line with the requirements of the GDPR. 

Manage the administration of all benefits and reward programmes, as required. 

Policy Administration 

Maintain current and accurate record of Policies. 

Remain informed of statuary and good practice of Policies. 

Advise Senior Management team of recommended policy changes for approval by Trustees.

Update policies and proved effective communication to staff. 

Maintenance Administration 

Maintain accurate and current records of planned preventative maintenance. 

Maintain accurate and current records of completed maintenance and repairs. 

Maintain accurate and current database of certification for equipment and legislation compliance. 

Maintain accurate and current records and schedule of service history. 

Maintain accurate and current records of contractor and agreed maintenance/service contracts. 

Remain informed of statuary and good practice of maintenance, health, fire food hygiene and safety compliance 

Maintain accurate and current records of health, fire food hygiene and safety compliance.

Business Management 

Manage consumption within budget. 

Minimise waste. 

Ensure all financial transactions are completed in line with policy. 

Change management 

Attend and participate in Weekly Management meetings. 

Mange paper and electronic records. 

Support Senior Management Team. 

Maintain and manage clean and tidy office environment. 

Guide, direct and manage departmental management to maintain clean and tidy storage and make effective use of storage. 

People, communication and interaction 

Represent RFSK in person and via all media in a manner and style reflecting The Foundation’s ethos and core values. 

Attend and represent RFSK at events including but not limited to professional, corporate, charity, community and social events 

Work collaboratively with colleagues to achieve effective outcomes for RFSK. 

  

Environment, Health & Safety and Security 

Succeed always in minimising waste. 

Follow carefully the RFSK Ethos on being environmentally friendly. 

Ensure safe working practices in accordance with the correct policy and procedure. 

Properly handle and account for keys. 

Maintain full knowledgeable of policies regarding emergency procedures and security. 

Report all H&S issues and refurbishment requirements to the operations Director and follow up on it. 

Adhere to the RFSK H&S procedures and show an active interest in these procedures by highlighting and rectifying issues. 

Attend all Health and Safety training as instructed by the Operations Director 

Praxis is a dynamic, award-winning human rights charity supporting migrants in crisis or at-risk, ensuring that their essential human needs are met and that they are able to overcome the barriers they face. We have more than 35 years of experience working with migrant communities, and in 2019 we supported around 2,000 people through expert legal advice, housing and peer support. Our holistic approach supports people away from a point of crisis and destitution towards safety, economic independence, social engagement and greater emotional wellbeing.

You will have experience in providing high quality administrative support to the CEO, trustees and senior managers.  You will play a key role in developing and supporting our charity and strengthening our resource management, administration and governance. This will include the organisation and servicing of trustee and management meetings ensuring effective administration, record keeping, communications and progress tracking. 

This role requires flexibility, initiative and discretion. You should be highly organised and proactive with strong people and communication skills and have a good working knowledge of Microsoft 365 systems, including SharePoint and MS Teams. You should be committed to self-improvement and respond positively to constructive feedback when given, as well as being a committed team player.

We are an equal opportunity employer and strongly encourage applications from those with lived experience of migration, and from diverse applicants regardless of age, disability, gender reassignment, marital/civil partnership status, race, religion or belief, sex, sexual orientation, or pregnancy/maternity leave status.

For more details about the job and to apply, please complete the application form on our website.

This is an exciting opportunity to play a significant part in the strategic management and leadership of one of the most successful and well-known schools in the country. Tiffin School is a selective state secondary school with an excellent financial track record.  We are looking to appoint a well-qualified, experienced and talented financial leader to play a key role in delivering an outstanding finance and business function to our academy.

The postholder will work as a member of the Senior Leadership Team which meets regularly to set the strategic direction of the Academy Trust and plan, organise, monitor and evaluate its work. The postholder will also be the company secretary to the Academy Trust.

The successful candidate must be a highly motivated individual who can lead by example and inspire others. You will:

• Be an experienced financial leader with established proven track record of financial management, risk management and financial operational leadership.

• Have excellent and successful leadership and management skills, and be used to working

with a number of diverse teams.

Some educational and or Charity background may be an advantage but we would welcome applicants from other sectors.

Tiffin School has a vibrant and friendly staff, with a diverse mix of teachers and support staff.  The location is close to Kingston town centre, with excellent public transport links to Central London.  We are close to Richmond and Bushy Parks, and the Surrey countryside.  Benefits include: season ticket loan/Cycle to Work scheme/salary advance scheme for a rental deposit/free on-site parking /childcare vouchers/enhanced maternity benefits/and Local Government Pension Scheme.  For a good feel of the School, please look at the Head’s Newsletters on the website. 

Please see our website for the Recruitment Brochure, including the Person Specification, Job Description and application form.  Only fully completed application forms sent to our vacanies email and received by the stated deadline for applications will be accepted as valid applications.

Safeguarding of Children

REHABILITATION OF OFFENDERS ACT 1974 (EXCEPTIONS) ORDER 1974 (AS AMENDED IN 2013)

Tiffin School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.  The post you are applying for is subject to an order under Section 4(4) of the Rehabilitation of Offenders Act 1974.  Applicants must therefore provide information about all: convictions, cautions, warnings, reprimands, binding over or other orders, pending prosecutions, criminal investigations that are not “protected” as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013).  This particular post is also subject to a section 128 management check.

Equal Opportunities

Tiffin School is an equal opportunities employer and its policies, including the need to guard against false assumptions based on an applicant’s sex, race, colour, nationality, ethnic or national origins, disability, religion, age, marital status, working pattern, sexual orientation or gender reassignment, are followed at all stages of the selection procedure.

TPP are pleased to be working with a Membership organisation to recruit a Office Manager and PA to chief Executive on a 12 month contract.

This role would suit an enthusiastic person who enjoys being part of a small but fast-paced, delivery-oriented team.

This role will be based from home they can offer hybrid working if you wish to have the option to work from the office.

You will provide personal administrative support to the Chief Executive , you will organise and manage office systems, provide administrative support across the team. You will have responsibility for organisational financial processes, Co-ordinating cross organisational project management, including; capacity planning, milestones and convening project initiation meetings.

Some of your duties will involve organising and maintain the Chief Exec's diary and make appointments, Arrange travel and accommodation as necessary, and handle expense claims, Act as first point of contact, managing incoming email and post, screening phone calls, enquiries and requests, and handling them when appropriate, Take notes at meetings and prepare minutes, Maintain HR records (including absence and annual level) and coordinate new starter procedures and Manage office systems, including stationery and supplies orders, and electronic and paper filing systems. Processing of expenditure: processing supplier invoices and staff expenses; managing and reconciling petty cash. Supporting teams to meet and co-ordinate project set-ups

If you are an experience PA / office manager and would like to be part of a great team/working culture please get in touch now for a more detailed Job description.

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 that we can help with making the application process work for you.

The Grants Administration Co-ordinator is responsible for the smooth running of grants systems, payments, and processes. 

The role holder will work closely with the Grants Administration Manager, Finance and Executive teams to provide a joined-up Grants administration function.

Key Accountabilities:

Major Grants and Place-based Projects

• Management of the grant application process for all funding streams, including communication with applicants identified by Executives following research visits.
• Provision of assistance to Executives in monitoring the progress of grants awarded and ensuring adequate evaluation of impact and timely reporting to the Trustees.
• Production of papers on recommended grant applications for consideration at the Grants Committee, and production of relevant papers for the Board Pack.
• Assisting the Deputy CEO in monitoring the progress of grants awarded, and ensuring evaluation and impact systems are adhered to by grantees
• Overseeing the Activity Grants processes and supporting Place-based Rank Associates.
• Management of the grant reporting process to external funders of the Foundation including liaising with Finance, Executive and Associate teams to coordinate information and responses.

Matched Trading

• Management of the end to end process for applicants and grantees.
• Design and develop robust progress reporting processes

Administration

• Production and dissemination of the Grants Committee pack to staff and trustees.
• Developing and supporting the application processes for other grant programmes without direct responsibility.
• Managing the grant payment process in collaboration with colleagues.
• To support Executives with ad hoc assignments, and to represent the Foundation as necessary.
• Ensure the Salesforce CRM is kept updated with grant promises and payment data to ensure accurate financial reporting and forecasting.

​

Part time, 21 hours a week (flexibly arranged)

Are you an experienced executive assistant or governance officer who is looking for a challenging and rewarding new role? Are you inspired by church architecture? Your knowledge and organisational skills could help support historic buildings to be well maintained and sustainable.

The National Churches Trust is the independent, UK-wide charity supporting churches, chapels and meeting houses of all Christian denominations. We want to see churches open and sustainable for now, and the future. We help sustain church buildings through advice, support & training, and campaign to demonstrate their value and importance to their communities and the nation.

An opportunity has arisen for an organised and self-motivated Executive Assistant to provide extensive and varied support to our Chief Executive and wider team. Key responsibilities will include diary coordination, minute taking at various meetings, office management; and ensuring we manage data effectively and in compliance with current Data Protection and other regulatory requirements. 

Excellent communication and prioritisation skills, time management and strong attention to detail are essential. You will also act as Clerk to the Board of Trustees, so a diplomatic approach and style is essential.

You will have good intellectual and analytical skills, the ability to manage a varied and challenging workload and the chance to help ensure the smooth running of the office.

Applications are welcome from returners to work or those who would benefit from a more flexible approach.

More information about the Trust’s work can also be found on our website.

To apply, please send a CV together with covering letter via the apply button.

Final closing date: Monday 20 September 2021 (noon)

Interview date: Tuesday 28 September 2021 (Westminster, London)

Harris Hill is so proud to be working with this amazing arts-based community charity that is effectively supporting numerous projects for marginalised members of our society.

Purpose of the role:

We are looking for a creatively minded Personal/Executive Assistant to support the Executive Director. Do you have experience of being an effective all-round personal assistant?

Do you also have an interest in the arts?

The Executive Director is a writer and involved in a wide variety of interesting projects, so if you have the experienced and are confident in communicating with a wide range of people this role will suit you perfectly. If you have copy editing and writing skills that will be a bonus too.

Responsibilities include:

- Providing PA & administrative support (calendar management, scheduling, travel & accommodation arrangements etc).

- Organising meetings (taking minutes and notes).

- Copy editing and proofreading.

- Managing the website.

- Financial administration (invoicing, expense claim preparation and tracking, tax form completion etc.).

- Other personal administrative tasks.

Essential:

- Excellent written and verbal communication skills.

- Excellent organisational and time management skills.

- Good copy editing, proofreading skills and research skills.

- Ability to manage busy diaries and attention to detail.

- A minimum of 4 years experience in a PA role / administrative position.

- Comfortable liaising and interfacing with a wide range of people, using different communication styles when appropriate.

- An understanding of confidentiality as this role involves handling personal information.

- Experience with general office software such as Zoom, Dropbox, MS Office etc.

Desirable skills:

- An awareness and understanding of social justice.

In summary, this role will suit you if you have strong experience in providing administrative and PA support, and you will be comfortable working on your own, taking initiative, can work quickly, be responsive and adaptive to sensitive & emerging issues, such as, sickness, changing political climates, uprisings, supporting frontline action and grassroots groups.

If you are an interested (& you are interesting), then we cannot wait to hear from you!

A London university are currently looking for an experienced executive assistant who will be working closely and remotely with the Director of Operations.

As an executive assistant, you will be managing the diary management and coordination of meetings. This will include complex diary management and monitoring the Director's inbox daily, managing correspondence.

You will also be required to maintain a tracking and filing system to manage electronic files and correspondence, as well as prepare correspondence and documentation.

This role will require a high level of communication, both written and verbal and being able to prepare agendas and take minutes are essential.

To be successful in this role you will have relevant experience of being an executive or personal assistant for senior members of staff. You will also have the ability of making judgements about the urgency of meetings and requests whilst coordinating potentially conflicting responsibilities and reorganising where necessary.

It is advantageous but not essential to have experience of working within Higher Education or public sector.

This role is an immediate start with interviews anticipated to be booked in for next week so please send across your updated CV if you would like to be considered for this great opportunity.

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 that we can help with making the application process work for you.

This is an exciting opportunity to join International Alert, one of the world’s largest and most respected peacebuilding organisations, as Executive Assistant, in this critical role supporting our Executive Director, Board of Trustees and wider Executive Team in fulfilling their roles in governance, leadership and management of the organization. You’ll be pivotal to ensuring the smooth running of our leadership and governance meetings, and will coordinate other initiatives across the organisation.

Our ideal candidate will bring strong administrative and coordination skills, with a talent for building strong working relationships across multiple teams and countries. We’re looking for a confident and proactive communicator (both verbally and in writing) and highly computer literate. You will be enthusiastic about our peacebuilding mission, and comfortable with a degree of uncertainty: your day will inevitably involve challenging tasks and small, and exposure to International Alert’s staff and stakeholders at all levels of the organisation. You will have a distinct advantage if you have previously worked for an international organisation and are proficient in languages other than English.

Working in a small, energetic, friendly and busy team, you will be able to make a significant and positive contribution from the start.

The Trust raises funds to enable Law Centres, local Citizens Advice and other advice agencies to continue to help vulnerable people access legal advice. Those that the advice centres help include families facing homelessness, older people requiring community care, trafficked women and children, people with disabilities, refugees, people facing unemployment, discrimination and those with mental health problems. 

As Finance and Office Manager, you will be responsible for administrating the day-to-day running of the London Legal Support Trust’s financial operations, with responsibility for accurate and transparent financial records. Your financial reports to the CEO and trustees will ensure effective financial management of the Trust. As part of office management, you will be responsible for managing the Trust’s contracts with external providers.

The ideal candidate will have experience in managing accounts, financial controls and planning budgets across multiple budget lines and cost centres. 

Closing date: Sunday, 26th September 2021 

For further information, please click the apply button to visit our website.

The Executive Assistant will provide high-level executive and project management support to the Executive Director, plus other members of the Senior Management Team, across all aspects of the PCF’s work. This will include responsibility for a wide range of activities, including key administrative tasks, drafting papers, research, providing insight for briefings and managing specific projects.

This role will be central to the successful delivery of our three-year strategic plan and the overall operation of the charity.

About the candidate

The PCF is looking for a motivated, highly capable individual willing to take initiative and drive forward the PCF’s work. The successful candidate will be highly organised and an excellent communicator with experience of working with Board and Management level colleagues. You will be able to demonstrate your ability to effectively manage the administration of an organisation including, excellent written and oral communications skills, high level IT skills and experience of drafting, writing and researching. As a key central role you will have oversight of the whole organisation and your ability to use discretion and sound judgement is critical.

While the role will be primarily based at PCF office in central London there is scope for some home working.

Closing date: 4 October 2021. Interviews will be conducted on a rolling basis and we may appoint before the closing date.

Prospectus is delighted to be working with a leading charity that facilitates communities to collaborate and come together to create lasting and impactful social change to appoint their EA, Governance and Project Support Manager. This is a fantastic opportunity to support their Executive Director and the Board of Trustees while also contributing to wider organisational project focused work. The post is offered as a 12 months FTC as it is a maternity cover.

The Executive Assistant, Governance and Project Support Manager will operate in a broad capacity, effectively providing high quality administrative support to the Director, with tasks including diary management, scheduling and coordinating meetings, preparing documents where appropriate and monitoring both incoming communications and correspondence. The post holder will be motivated by the opportunity to immerse themselves in wider organisational projects while also co-ordinate the process of elections to the Board of Trustees and to co-ordinate the induction of new Trustees including values, code of conduct, declarations and duties of trustees. The successful candidate will be involved in governance matters and will also maintain Companies House and Charity Commission Compliance for the organisation.

We are seeking an individual motivated to work at an exciting and values-driven organisation. The successful candidate will have some previous experience of providing administrative and diary assistance to Executive level and to Trustee Boards including taking and writing minutes, developing reports and presentations. You will be highly proficient in the use of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook. It is crucial this person has excellent organisational skills, attention to detail, written communication skills and will be comfortable at responding and reacting to correspondence on an ad-hoc basis. We are seeking self-starters who are naturally proactive, self-motivated and who enjoy being kept busy.

As a specialist Recruitment Practice, we are committed to building inclusive and diverse organisations, and welcome applications from all sections of the community. We invest in your journey as a candidate and are committed to supporting you in your application.

In order to apply please submit your CV in the first instance and begin to prepare your supporting statement. Should your experience be suitable, we will send you the full job description and will arrange for a call and/or meeting to brief you on the role.