Recruiting an IT Project Administrator (12 Month FTC) to join the IT team in Westminster!

£26,000 per annum, 35 hours per week, plus 25 days Annual Leave, Pension Scheme, staff discounts, healthcare and more.

Job Overview:

To provide a high standard of day-to-day project support for business-critical IT projects which have been defined as priorities by Look Ahead's Senior Management Team, Senior Leadership Team, Programme Board and Business Plans.

The IT Project Administrator will support the IT Department's vision of developing, delivering and deploying information management and technology solutions which drive business transformation and efficiency for our staff and improved services for our customers.

The post holder will be responsible for providing project support to the relevant project manager and project stakeholders. This is anticipated to include planning, scheduling, tracking and reporting on project progress, issues and risks on one or more of LACS' IT projects. They will also manage any associated training rollout coordination activities including booking venues and liaising with facilitators and participants.

IT Project Administrator will be expected to use the experience they have gained at Look Ahead or elsewhere to provide valuable insight and knowledge to the projects they are involved in. They will be highly organised, have experience of successfully managing multiple tasks or work streams with discrete dependencies and deadlines and be capable of demonstrating a drive to ensure project success.

The role will also require flexibility, resilience and the ability to coordinate with a wide range of project team members to identify, circulate and agree on innovative solutions to address project risks and issues.

Key Responsibilities:

- Acting as a project champion
- Providing support in relation to project planning, scheduling, documentation and minute taking at project meetings
- Development and execution of testing plans
- Planning, coordinating and supporting the delivery of training sessions, including arranging venues, liaising with attendees, course creating and delivery
- Managing the wider roll out of a training programme with Learning & Development to ensure that the training environment is up to date and that any technical issues are managed to resolution
- Update or coordinate activities and resources required to update user guides and training materials as necessary to ensure that they are kept up to date and version controlled
- Providing support for project communications, including the development and management of online surveys and user groups
- Planning and monitoring of project resources and ensuring good practice
- Other duties as directed by Project Managers or the IT Director

This is not an exhaustive list of all the duties and responsibilities that may be required from time to time and is subject to change in accordance with the needs of Look Ahead.

Person Specification:

- Enjoys social interaction and the company of others
- Is confident
- Ability to work effectively in a high-pressured environment
- Has a practical approach and is naturally well-organised
- Is respectful, articulate and sensitive in communication style

Skills, Knowledge and Experience:

Essential:

- Excellent presentation skills (both written and verbal)
- Problem solving/analytical skills
- Ability to communicate and get on with people at all levels within the organisation

Desirable:

- Experience of project planning and delivery, including dependency and risk tracking

Creative Support is a national, fast growing not-for-profit organization providing support to individuals with a wide range of care needs. We are committed to providing responsive, person-centred care which promotes the independence, wellbeing and social inclusion of the people we support.

The Administrator will provide a high-level professional support and assistance to the Bradford Services at all times. The post holder will report directly to the Registered Service Manager covering the Bradford Services. The post holder must be able to plan and prioritise a varied workload, exercising appropriate judgement and responding promptly and appropriately to all enquiries.

The main purpose of the role is to provide an efficient and effective business support function to the Bradford Services. The Service provides dedicated support to adults with Mental Health needs & Autism in supported / shared accommodation and also the community enablement team that is registered with the Care Quality Commission.

It is essential all services maintain excellent and accurate records using systems that support the service to evidence CQC Requirements and Contract Requirements. Developing and maintaining robust recording systems with Service Directors guidance is a key function of the role.

Contract Duration: 31st March 2021

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

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

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

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

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

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

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

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

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

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

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

HR Administrator/ HR Assistant (Part time)

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

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

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

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

What’s in it for you?

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

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

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

On top of this, we offer:

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

· Generous Family Friendly and Flexible Working opportunities and policies

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

· A cracking Christmas party

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

Our Ideal HR Assistant/ Administrator

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

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

· Strong Office skills including Word, Excel and Outlook

· Strong level of initiative and ability to prioritise

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

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

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

 

Head of Services (Cancer and Cancer Prevention) 
Harrogate, North Yorkshire (with frequent travel across Yorkshire)

About Us 

Yorkshire Cancer Research is one of the most exciting and innovative charities in the UK. The charity is a leading funder of cancer research in the region and has a track record of supporting ground-breaking projects and clinical trials to help prevent cancer and increase survival. 

We are entering a very exciting period in our development. Following our commitment in 2015 to invest at least £100m in cancer research and service by 2025, our cancer and cancer prevention services work has already led to the creation of several pilot and larger scale programmes and we now require talented and motived people to expand and develop this vital work further.

We are currently seeking two exceptional individuals to join us as Head of Services and develop, deliver and manage a portfolio of evidence-based cancer and cancer prevention services.   

The Benefits

- Salary of circa £50,000 per annum DOE
- Pension scheme 
- Private medical insurance 
- 25 days’ holiday plus Bank Holidays (increasing with service to 30 days after 5 years’ service)
- Offices within walking distance of the train station/free onsite parking 

Both roles are permanent, although we will consider a temporary appointment for a minimum of 6 months for the right candidate. 

If you have experience of leading the delivery of health services, this is a superb opportunity to help us achieve our goal of saving an extra 2,000 lives a year in Yorkshire by 2025.

We’ve got a strong set of values that inform everything we do and we’re looking for people who are aligned with these. As our Head of Services, you will strive for excellence in everything you do, have integrity, champion expertise through improvement and innovation and be a great team player.

The Role

These are exciting, and continually developing roles for the charity, working in partnership with local authorities, Clinical Commissioning Groups, NHS Trusts, community and voluntary organisations and most importantly with patients and service users. The post holders will each take responsibility for a section of our cancer and cancer prevention portfolio depending on the post holder’s expertise and experience.

The full portfolio will aim to:

- Improve the early diagnosis of cancer by increasing uptake in national screening programmes and increasing awareness of signs and symptoms of cancer across Yorkshire
- Improve the early diagnosis of lung cancer by developing and expanding lung health checks using learning derived from the Yorkshire Lung Screening Trial (a clinical trial by Yorkshire Cancer Research)
- Reduce the risk of cancer recurrence through physical activity following an initial diagnosis of cancer
- Reduce cancer in Yorkshire through smoking cessation programmes 

About You

To join us as the Head of Services, you will need: 

- At least three years’ experience at a senior manager/team leader level in a relevant environment (such as delivering or commissioning services in a public, healthcare or third sector setting) 
- Substantial experience of implementing, managing and evaluating a strategic portfolio of health services
- Substantial experience of developing health services in collaboration with partners, patient advocates and service users
- Substantial experience of developing and maintaining strong relationships with stakeholders, including health service providers, commissioners, patients and service users
- Experience of commissioning health services 
- A degree level qualification in a public health, service management or health related subject OR a degree level qualification with at least five years’ experience in a relevant area, such as delivering or commissioning health related services in the public, healthcare or third sector setting

Other organisations may call this role Head of Cancer Prevention Services, Head of Healthcare Services, Healthcare Programme Manager, Cancer Prevention Programme Manager, or Head of Cancer Services. 

The closing date for applications is the 19th June 2020.

Webrecruit and Yorkshire Cancer Research are equal opportunities employers, value diversity and are strongly committed to providing equal employment opportunities for all employees and all applicants for employment. Equal opportunities are the only acceptable way to conduct business and we believe that the more inclusive our environments are, the better our work will be. 

So, if you’re seeking your next challenge as our Head of Services, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.

Salesforce Manager

Bristol

Up to £50,000 per annum

Permanent, full time

NCT is the UK’s largest charity for parents, providing invaluable support and information for new and expectant parents.  We support parents by giving them accurate, impartial information so that they can decide what’s best for their family, and we introduce them to a network of local parents to gain practical and emotional support.

We are looking for enthusiastic and dedicated people who share our vision and values. Working for NCT is a rewarding experience. It gives you the opportunity to apply your experience and expertise to help enrich the lives of thousands of parents in the UK. It also offers you the opportunity to develop valuable skills and gain insight into working for a charity in the not-for-profit sector. NCT is committed to positive organisational culture, productive workplace and work-life balance that respects the individual.

You will own the day to day running of the Salesforce system including administration, support and continuous improvement. You will need to have the ability to take on projects and see them through to the finish. Working with and through others will give you space to work both independently and with external partners.

This will involve various different tasks, from speaking with users to understand their needs, researching different approaches, carrying out testing, starting again if something doesn't work, liaising with internal teams, producing training materials when launching new ideas; you take a proactive approach and thrive on responsibility.

It takes drive and commitment to make projects happen in a large organisation, so you should relish the challenge, and value the reward knowing you will empower a more digitally enabled data-savvy organisation and extract maximum value for NCT.

The Role

You will be:

• Responsible for the managing the day to day administration of Salesforce:
  • user account maintenance, reports and dashboards, workflows, performance monitoring, backups, security and troubleshooting issues.
  • Defining and implement best practice standards and guidelines.
• Drive continuous development of Salesforce meeting the evolving needs of the business:
  • liaising across areas of the organisation to understand business context for change.
  • use internal and external resources to design and deliver system changes.
  • Coordinate continuous development, test and integration of new features.
• Support
  • lead and educate a community of Salesforce champions across departments to improve the usage and adoption of Salesforce functionality.
  • provide training and support to end users and develop relevant materials.

About You

You will have:

• a deep understanding of Salesforce Administration and support.
• the proven ability to oversee Salesforce upgrades successfully including regression testing.
• business analyst capabilities, to gather and evaluate requirements and design solutions.
•  the mindset to understand, review and resolve complex technical issues.
• a solid professional background in a relevant technical discipline (CRM, software development etc.)
• be confident and assertive with the ability to build rapport and effectively communicate with people at all levels.
• be organised and methodical with a positive can-do attitude.

See the Job Description for full details of this exciting opportunity.

If you feel you are the right candidate for the role of Salesforce Manager, we welcome your application.

Closing Date:  9am 7 June 2020

Interviews expected to be tbc

Personal Assistant to Chief Executive

Salary: £30k - £35k and attractive terms, dependent on experience

The Society of Chemical Industry (SCI) is an international forum where science meets business.  Established in 1881, SCI is a registered charity, based in London, with members in over 70 countries.

SCI’s principle charitable objective is to advance the application of science into industry for public benefit, and it does this through events, publications and other activities.

SCI seeks an experienced full-time Personal Assistant to provide administrative and secretarial support to the Chief Executive.  Routine duties include diary management, managing a contacts database, filing, travel and meeting arrangements and management for the Chief Executive. This is also a supporting role for assisting with the charity’s governance and the reception area and will require governance or board committee experience (including minute taking) in respect of the Board of Trustees.

We are looking for a professional and experienced PA to join this small, friendly team. The role involves liaising with senior level contacts so requires someone from a professional background comfortable liaising with CEOs and other senior directors.  

You will have excellent communication and interpersonal skills, be flexible, proactive and have experience of organising a busy executive office. The ability to plan, prioritise and work to deadlines is important. Good working knowledge of Microsoft Office is essential. Experience of working in a senior capacity in a professional or corporate environment is essential.

This role is normally office based, with the office in Belgravia, central London, but is currently home based due to the COVID regulations.  On an ongoing basis there is the possibility of working from home part-time.

Knowledge, skills and experience required for this position

• At least 5 years’ demonstrable experience as a Personal Assistant.
• Excellent communication and customer service skills.
• Strong organisational skills, flexible and the proven ability to multitask.
• Experienced minute taker.
• High level of computer literacy with Microsoft Office Suite and familiarity with Planner and PowerPoint, Sharepoint and Teams.
• Proactive and willing to act on own initiative both individually and as a member of a team.
• High aptitude for spelling and grammar, and accuracy in data entry and proof-reading.
• Personable, positive and a team player.
• Understanding of a charity or membership organisation desirable.

Deadline: Midnight on 12 June 2020 however, please note, interviews may take place before the closing date for the right candidate.

Please apply with your CV and a covering letter detailing your experience via the online option.

STRICTLY NO AGENCIES

Are you an experienced administrator with a flair for great customer service?

Edinburgh Dog and Cat Home are looking for a part time Supporter Care Administrator to work with the fundraising team to ensure top class customer service to our supporters and donors, ensuring an efficient and smooth back of house process to record and thank donations.

We are looking for someone who can work as a team player to provide administrative support around our fundraising events, fundraising products and support with income generation through the management of our collection can programme in the community.

In return you will be rewarded by working for an award winning organisation with a passion for animal welfare, office dogs and a friendly and supportive working environment with a focus of staff wellbeing and development.

To apply please download the job description and application form from our website and return to us by the deadline.

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

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

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

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

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

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

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

Are you interested in working for a Charitable Foundation that makes a difference to the lives of people of all ages and backgrounds?

Do you want to work for an organisation that positively looks to support causes that others might shy away from, tackling some of the most difficult social challenges in the UK today?

Do you have excellent Salesforce administrator-level skills, a flair for improving systems, 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 committed Grants Team as our Grants and Digital Administrator!

Please note that whilst this role is being advertised as home based as well as within the City of London, this is in direct response to Covid-19 precautions. Any candidate would need to be able to (public health advice permitting) attend work in the office on a regular basis going forward. 

About the Leathersellers’ Company

As one of the oldest Livery Companies in the City of London, working for the Leathersellers’ Company Charitable Fund offers an exciting opportunity to discover more about England's heritage and history and to look to the future focusing on philanthropy and fellowship.

We donate around £3.4million each year to charities, schools and universities across the UK as well as supporting individual students. We support a broad range of activities from youth clubs to arts or singing in care homes; from helping refugees to homeless veterans and much more. Existing connections with six London schools, a number of universities, the armed forces and City groups have been built over decades (if not centuries) but we are also proud to hold open programmes to allow charities with no previous connection the opportunity of multi-year, core funding. We do not shy away from those tackling difficult social issues for the most vulnerable individuals in our society. The Leathersellers look to add value by not just providing funding but also making connections and sharing information as and when we can.

The Company has been an integral part of the City of London for almost 600 years. Working with us makes you a part of this rich history and key to its future.

About the role 

We’re looking for an enthusiastic team player, passionate about enabling our funding to have the most positive effect on communities around the UK, to join our committed Grants Team. The primary focus of the role will be to support the operational efficiency of the team as well as manage key communications with both internal and external stakeholders.

About the person

You will be a team player who can demonstrate excellent communication skills (written and verbal), Salesforce experience, initiative and the ability to be flexible, as you will be working in a busy office environment. You will be a quick learner and have a passion for continuous improvement, keen to contribute your ideas.

How to apply

If you would like to apply, please submit a CV and covering letter (up to two pages) outlining how you meet the skills and experience elements in the attached role specification and why you are a suitable candidate for the role. Applications must be received by 5pm on Tuesday 30th June in order to be considered. First round interviews will likely be held remotely in the following weeks, and a final interview in person after that.

ADDITIONAL INFORMATION
We offer an attractive package, including a pension contribution equal to 15% of gross annual salary and a 35-hour week. Due to Covid-19 we are currently working remotely and foresee this being part of our working arrangements for some time ahead. Any candidate would however need to be able to (public health advice permitting) to attend work in the office at the Leathersellers' Hall on a regular basis going forward. 

Closing date: 28th June 2020 at 11:30pm 

Shelter is looking for an enthusiastic individual with administrative experience gained in an office environment to join us as a HR Assistant and help ensure the smooth running of all aspects of our People Directorate. 

A home is a fundamental human need, as essential as education or healthcare. Yet millions of people across Britain struggle on a daily basis with homelessness, bad housing conditions, soaring rents, discrimination and the threat of eviction. So, we are striving for change — with individuals, in communities, across society – and leading the way to a safe home. We need ambitious, best-in-class individuals who are passionate about our cause to join us at this exciting time. This is your chance to play a part in the fundamental change we are striving to achieve. 

About the role
Our People Directorate provides the strategic lead on people management and organisational development and aims to enable the organisation to have the right culture, capacity and capability to achieve its purpose. As a HR Assistant, you'll help look after the day-to-day needs of the HR Operations team by providing first-class administrative support, being the gatekeeper for all HR enquiries via phone and email and supporting the ethos to work towards a shared services model. You will see queries from across the HR spectrum so experience of working as a HR Assistant or Administrator and good knowledge of HR, recruitment and payroll processes is key. 

You will provide administrative and processing support to the team, including inputting payroll and criminal record checks data, keeping employee files up-to-date and collating and distributing reports. You will also manage team diaries, maintain office systems and ensure the HR database is kept in accordance with GDPR principles. 

Carrying out quarterly internal file integrity audits and monthly file reviews for new starters, making travel arrangements, dealing with invoices and helping to organise meetings are all part of the role. In short, it's an interesting role that's ideal for someone looking to develop their experience working in a busy HR team. 

About you
To succeed, you'll need great admin skills, working as a HR Assistant or Administrator and good knowledge of HR, recruitment and payroll processes. What is for certain is that you have a real interest in the HR field and are keen to learn. Excellent communication and customer service skills, particularly on the telephone, meticulous attention to detail and an ability to manage your own workload effectively are all must haves too. What's more, you'll need a proven ability to use Microsoft Office applications, with any understanding of HR systems/databases an advantage. 

Benefits 
We offer a wide range of benefits, including 30 days of annual leave, enhanced family friendly policies, pension and interest free travel loans. Our employees also have access to a tenancy deposit loan, payroll giving, cycle to work scheme and an employee assistance programme.

Shelter helps millions of people every year struggling with bad housing or homelessness through our advice, support and legal services. And we campaign to make sure that, one day, no one will have to turn to us for help. We’re here so no one has to fight bad housing or homelessness on their own. 

To find out more about the role and the benefits of working for Shelter please visit our website. Apply to be part of our team and be the change you want to see in society.

Safeguarding is everyone’s business. Shelter is committed to protecting the health, wellbeing and human rights of those we support, and enabling them to live free from harm, abuse and neglect. All our staff will be expected to observe professional standards of behaviour and conduct their work in line with our Safeguarding Policies.

At Shelter, we welcome and encourage applications from everyone regardless of age, disability, gender, ethnicity, religion and sexual orientation. We also encourage applications from people, who have been homeless or have been at risk of homelessness. We are facing diverse problems, so need diverse people to tackle them. In addition to this, we encourage an approach to involving people with personal insight of housing issues and homelessness in our recruitment processes.

Shelter does not accept unsolicited CVs from external recruitment agencies nor accept the fees associated with them.

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

We’re an organisation with a relentless focus on making society fairer. With the wealth of data collated from our services nationally, we have a unique insight into emerging trends and issues affecting people, and we use it to influence government, regulators and industry, to improve people's lives.

As a member of our policy research teams, you will work across different policy areas, using a wide range of research methods and creating outputs including blogs, reports, presentations and events. Our strong brand will give you unique opportunities to engage with those who have the power to make change. You will feed into our work influencing policy makers such as parliamentarians, the civil service, regulators and industry and you will work closely with our world-class news, campaigns, public affairs and data teams.

We are looking for exceptional individuals with good research and communication skills, curiosity, and ambition to achieve real change on behalf of our clients and consumers. Relevant professional experience is not essential for these roles, but a demonstrable interest in the policy landscape is vital.

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

We have made a positive commitment to employing disabled people and guarantee to interview all disabled candidates who meet the minimum essential criteria for the role as set out in role profiles. We are happy to consider flexible working, which may include arrangements such as part-time working, formalised flexitime, fixed (non-standard) working hours, working from home and job-sharing.

This is clearly an extraordinary time and a difficult point at which to change jobs - but we are committed to making this as easy as possible for candidates. We will arrange interviews by video-conference and ensure inductions can be done in a way which makes the successful candidate feel like a valued part of the organisation.

The Roman Catholic Diocese of Portsmouth

Administrative Services Manager

£30,000-£33,000 per annum depending on experience plus contributory pension

Full time 35 hours per week (Monday to Friday)

Reporting to the Director of Communications and Corporate Services.

Accountable to the Chief Operating Officer.

About us

The Diocese of Portsmouth comprises 90 parishes across Hampshire, Dorset, Berkshire (except Slough), South Oxfordshire, the Isle of Wight and the Channel Islands. Formed 19th May 1882 by the division of the Diocese of Southwark, the Diocese of Portsmouth has a presence in every community and can offer ministry and mission to all who come to us, working towards the Bishop’s vision of Bringing people closer to Jesus Christ through his church.

About You

Due to some changes within our team structure we are looking for an experienced and high-calibre candidate to join our small central team as our Administrative Services manager. You may have been a senior administrator, Office manager or company secretary, governance manager or board administrator or similar in a busy organisation.  You will have excellent communication skills and a great attention to detail. You will computer literate and proficient in office software applications and most of all you will be adaptable and flexible, a strong team player and a self -starter.

You will have a relevant degree 2:2 or above or equivalent experience and project management experience.

You will have an understanding and sympathy with the mission and values of the Catholic Church.

Main duties of the role

You will be supporting the Chief Operating Officer and senior leadership in ensuring the smooth governance and administration of the Roman Catholic Diocese of Portsmouth charity, and you will work closely with the main committees involved in the governance and allocation of resources for the Charity, this includes the Trustee Board and Trust Subcommittees. You will be responsible for the oversight of the office function and be the Data Protection Manager for the organisation.

You will work with the Senior Team to organise events for external stakeholders and supporters of the charity, and conferences and team days for the charity’s staff.

You will also provide important generalist support for the Senior Management Team on ad hoc projects associated with development of the business functions.

This role provides a unique opportunity to work at the heart of the Diocese and contributing to the ongoing development of a professional approach within the organisation. You will be expected to liaise directly with Trustees, Clergy and external stakeholders so it is crucial that you have well developed interpersonal and communication skills. You will need strong organisational and analytical skills for your day-to-day work, displaying meticulous attention to detail and a high level of efficiency.  You will exhibit exceptional diplomacy and tact, and a high level of professionalism.

While we are committed to staff development, the central team is small and therefore this is a role for an experienced person it is not suitable for a new graduate.

If you would like a confidential discussion about the role please contact:

Heather Hauschild – Chief Operating Officer

Please apply by sending in the following;

Covering letter:  Please tell us how your motivation, values, skills, experience and personal qualities demonstrate your suitability for the role (around 500 words).  Please make it clear why you are excited about this role, and why you specifically want to work for the Diocese of Portsmouth.

Current CV and the details of two referees: This should include full education and employment history (including dates, with no gaps left unexplained). Please include your current or most recent employer as one of your referees.

Closing date for applications: Friday 12th June 2020 at 1300 hrs

Interviews: to be confirmed

Notes to candidates

1. Interviews: all shortlisted candidates will be invited to attend a face-to-face interview.

2. Unsuccessful applications: if you have not been contacted within 3 weeks of your application, we regret that you will not have been offered an interview on this occasion.

3. General: this post will be subject to review under the relevant Diocesan Terms and Conditions of Service.

4. New employees to the Diocese will be subject to a probationary period of six months.

Administrative Services Manager

Job purpose

The post-holder will be part of a small team supporting the governance needs of the Diocese of Portsmouth and maintaining an efficient administrative function.

To ensure that the Diocese has in place the governance framework, policies, procedures and support it needs to function as an effective Charity.

The post-holder will manage the development and implementation of governance policies and procedures and provide advice on wider governance issues.

The post-holder will be expected to provide comprehensive and high-quality secretarial support to the Trustees and Subcommittees, ensuring that they have the support required to enable them to fulfil their functions and responsibilities effectively, meeting the requirements of the charity commission legislation and policy framework.

Main accountabilities

1. To provide comprehensive and high-quality secretarial support to the Trustees, the Finance Audit & Risk and Remuneration Committees, and other Committees or advisory groups as required, and managing the relevant budgets.

2. To work closely with the Senior Leadership Team to develop the Trusts work programme.

 3. To provide support to the Senior Leadership Team( SLT).

4. To ensure good quality information flows between the senior management and trustees.

5. To oversee compliance with Trust governance policies, procedures and relevant provisions in legislation.

6.To provide clear and effective line management for the Administrative assistant.

Governance, Compliance and Board Management

• Work with Secretary to Trustees and the Chief Operating Officer to set and manage meeting date schedules for all Board and Committees to achieve efficient diary management.
• Capturing the outcomes of meetings and taking responsibility for communicating these throughout the organisation, obtaining updates from action owners and preparing a report on the status of completion.
• Prepare papers for the Trustee Board, and other Board committees.
• Organise and administer meetings, including taking and distributing minutes.
• In conjunction with the Secretary to Trustees, organise the Trustee training days.
• Responsible for keeping the register of signing and sealing official documents.
• Providing direct advice and guidance to chairs and members in meetings on matters relating to regulation, governance and constitution.
• To attend, prepare agendas for and take minutes at meetings of key management committees, including the Senior Leadership Team.
• Develop draft reports for regulators (principally Charity commission) including serious incident reporting.
• Liaise with legal advisers as directed.
• Work with senior leaders to develop risk reporting and board assurance framework.
• Take a lead role in ensuring Information Governance (GDPR) Compliance acting as the Data protection manager for the organisation.
• Develop Organisation Risk reporting and Board Assurance.
• Supporting the Chief Operating Officer in making sure the decisions of the Trust boards are implemented.
• Keeping handbooks for staff and trustees up to date.
• Supporting the induction of new Trustees.
• Deliver specific training related to portfolio as required, for example for parish administrators.

Training and Events Management

To work with the Senior Leadership Team to organise:

• Charity-wide events such as the annual parish administrators conference, other seminars, gatherings and events as required. This includes the logistical arrangements, liaising with speakers and venues as well as ensuring dissemination of notes and tracking actions.
• To undertake a range of ad-hoc tasks, projects and responsibilities for members of the Senior Leadership Team in accordance with management requirements and organisational demands.
• To act as a representative of the organisation on behalf of the Senior Leadership team at external conferences, meetings and other events as agreed with the Chief Operating Officer.

Project Management

• To lead on specific projects or pieces of work, undertaking research, and writing reports on behalf of the Senior Leadership Team.
• To work with the property team to ensure the presentability of head office premises and to arrange improvements and repairs.

Values

• To maintain the ethos and values of the Catholic Church and positively promote the work and activities of the Catholic Church.
• To undertake any task that may be requested from time to time that may be consistent with the nature and scope of this post.
   

Person Specification - Administrative Services Manager

Supporting Evidence

In the supporting evidence of your application form, you must demonstrate your experiences by giving specific examples for the criteria within the person specification.

Knowledge, Training and Experience

Degree in relevant subject (or equivalent ) - Essential

RSA level 3 - Desirable 

GDPR/Information governance related qualification - Desirable 

Demonstrable experience of Governance and compliance in an administrative environment and working with computerised data systems - Essential 

Working Knowledge of risk management and board assurance.

Excellent written communication skills and command of the English language to draft letters, briefing notes etc. and meticulous attention to detail - Desirable 

Experience of working for senior staff at board level in a busy environment - Desirable

First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary - Essential 

Experience and proficiency in minute taking and keeping actions trackers and excellent record - Essential

Advanced proficiency in use of Microsoft Office including Word, Excel and Powerpoint - Essential 

Kowledge of the values and teaching of the Roman Catholic Church - Desirable 

Understanding of Data Protection legislation - Essential

Communication Skills

Excellent interpersonal skills and the confidence to deal with people at every level - Essential 

Ability to work effectively as part of a team - Essential 

Problem solving skills - Essential

Equality and Diversity

Understanding of and commitment to equality of opportunity and good working relationships - Essential

Autonomy

Able to work on own initiative, organising and prioritising own workload to set deadlines - Essential

Other

An ability to maintain high degree of confidentiality and trust - Essential

Good time keeping - Essential

Positive and flexible approach to work - Essential

Terms of Employment

Information Management

• To accurately update and input data to relevant data systems.
• Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner and in accordance with Information Governance requirements.
• Inputting, monitoring and checking data, required for finite and ongoing projects within the teams.
• Working with all team members in the collection of information for reporting on relevant projects and cases.
• Running and collating reports including which may include statistical and performance management reports to senior management as required.
• Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team and in accordance with Information Governance requirements.

Complaints

• Ensure that any concerns or complaints about the team are recorded, and where immediate resolution is not possible are passed to the relevant party to respond/manage.

Audit and review

• To participate in regular reviews as required.

Staff Management

• To adhere to all staff management policies applicable to the Diocese of Portsmouth.
• To provide a supportive environment for staff with appropriate levels of performance management in order to ensure objectives are achieved.
• Provide support and mentoring to members of the team encouraging continuous improvement.
• To be responsible for receiving annual appraisal and providing an annual appraisal for staff you directly manage.

Organisational Vision, Mission, Aims, Culture and Behaviours

• You will be expected to contribute to the development of the culture of the Diocesan team. You will also be required to understand the organisation’s mission, aims and objectives and demonstrate the organisation’s values and behaviours throughout your work.

Engagement with staff

• The Diocese of Portsmouth is committed to ensuring relevant and appropriate engagement with you to make sure the Diocese of Portsmouth develops in partnership with staff. Opportunities will be provided to hear your views and it is expected that you will engage with this process to make sure that there is active engagement with all our staff.

Engagement with the public

• The Diocese of Portsmouth wants to make sure it listens to and acts on the view of its local communities and parishes. Where appropriate, you will be expected to follow the principles laid out by the organisation to ensure effective engagement with stakeholders at an early stage in any development project.

Equality & diversity

• You have a personal responsibility for your own behaviour and for ensuring that you comply with the Equality Act 2010 by eliminating discrimination, advancing equality of opportunity and fostering good relations. This means you must help promote an inclusive environment by treating everyone with dignity and respect; by respecting and responding to the diverse needs of staff, service users and others and; appropriately challenging and/or reporting behaviour that may be considered to be offensive when directed against yourself or others.

Improving working lives

• The Diocese of Portsmouth is currently working to develop an appropriate health and wellbeing programme. You are expected to participate and support this and other well-being initiatives designed to improve the overall working lives of staff.

No smoking policy

• You and your visitors are not permitted to smoke on Diocese of Portsmouth premises. You should only smoke during recognised breaks throughout the day, and not at the front of the building. The Diocese of Portsmouth does not allow the smoking of electronic cigarettes in the offices.

Alcohol and substance misuse policy

• Diocese of Portsmouth expects all its employees to conduct themselves in a way that ensures that standards of service, image and the reputation of the Diocese are maintained. If you are under the influence of alcohol or drugs/other substances and are unfit to work, you may be subject to disciplinary action in accordance with the Diocese of Portsmouth’s Disciplinary Policy. The Diocese of Portsmouth will assist and support you and your manager if you have an alcohol, drug or substance related problem.

Health, safety & security

• You have a responsibility to follow the Diocese of Portsmouth’s health and safety policy and arrangements which ensure, as far as is reasonably practicable, the health, safety and welfare of staff. This applies to those members of staff that are directly employed by the Diocese of Portsmouth and for whom the Diocese of Portsmouth has legal responsibility.

Safeguarding children and vulnerable adults

• You have a responsibility to safeguard vulnerable adults and children and must be aware of, and comply with, the Diocese of Portsmouth policies for safeguarding adults and children. You should familiarise yourself with these policies and ensure that you access appropriate safeguarding training commensurate to your role.

Rehabilitation of Offenders Act 1974

• This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act 1974.  This stipulates that all previous convictions, including those that are ‘spent’ must be declared.  Previous convictions will not necessarily preclude an individual from employment within the Diocese of Portsmouth but you must declare this in writing at the appropriate stage during the recruitment process.

Confidentiality

• The Diocese of Portsmouth requires that you maintain an appropriate standard of confidentiality in the course of your duties. Any disclosures of confidential information (including personal information kept on computer or other media) made unlawfully outside the proper course of duty may be treated as a serious disciplinary offence.
• Additionally, the Diocese of Portsmouth recognises that confidentiality is an obligation not just for all staff but also for third party contractors supplying services to the Diocese of Portsmouth.

Data Protection Act 1998

• Under the provision of the Data Protection Act, the Diocese of Portsmouth determines that it is your responsibility to ensure that all data, whether computerised or manual, is kept secure at all times.  This includes data relating to clergy, specific casework and colleagues.  Data must not be disclosed to any unauthorised person and must be regarded as strictly confidential at all times. Failure to adhere to this instruction will be regarded as serious misconduct and could lead to dismissal.

Information Security

• Whether you are permanent, temporary or contracted you are responsible for ensuring that you are aware of the legal and policy requirements of the Diocese of Portsmouth and for ensuring that you comply with these on a day to day basis.  You must abide by the information security policy and associated policies and procedures.
• You should report any suspected breaches of this policy to your line manager.
• You must be aware of and understand that failure to comply with the rules and regulations contained within the information security policies may result in disciplinary action.

Sustainability

• The Diocese of Portsmouth is working towards reducing its impact on its environment. You will be expected to support this commitment, make your own contribution to sustainability and ensure that any processes or policies developed to support this approach are delivered.

Mandatory training

• You are required to complete all training specified by the Diocese of Portsmouth. Some of this mandatory training is a legal requirement for the Diocese of Portsmouth, and some is considered essential for the employees. All new staff need to complete their mandatory training in first six months, during their probationary period. Thereafter required training needs to be completed within the first three months of each financial year.

Review of role

• This job description may change and develop over time, to reflect changing requirements of the Diocese of Portsmouth you will need a high degree of flexibility and resilience. You will have the opportunity to review your job description at your annual appraisal meeting, which aims to reflect on your performance and development over the previous year.
• You will agree, with your line manager, your personal development plan for the year in order to further develop your skills and knowledge required to carry out the responsibilities associated with this role.

GDPR

• Under the terms of the General Data Protection Regulation (GDPR), the information you provide us with will be held in confidence and used for the purpose of Diocesan recruitment and no other purpose.

Permanent - Full Time - 37.5 hours per week
Monday to Friday - 9.00am-5.00pm

From 1st April 2020 the starting salary is £21,730 rising to £24,460 after successfully completing probation, a further increase to £27,195 after 12 months subject to ability to demonstrate adequate performance in all areas of the role.

Do you love working with people, enjoy a role where no two days are the same and have exceptional administration and organisational skills? If so, this new opportunity could be for you... We are a charity that enables people to live later life and every day we are driven by our core values; to nurture, respect and inspire. At MHA we put the people we care for at the centre of everything we do.

This exciting role involves working as part of the management team, alongside the Home Manager and Deputy Home Manager with responsibility for ensuring the business functions across the Home run efficiently and effectively with particular emphasis on customer service, finance, recruitment and personnel.

An essential part of this role will require you to assist the Home Manager in ensuring that the home is compliant with external regulatory requirements as well as meeting all of our internal standards. You will be accountable for effective management of data with attention to detail being an essential element of this role. You will have financial responsibilities such as submitting payroll information to our central support office and providing clear and accurate records of resident and MHA assets.

There are many factors that lead residents and visitors alike to experience Hillside as such a warm, welcoming and well-designed home.

There's the purpose-built accommodation with its 68 private single bedrooms with en suite facilities, and there's the full activities schedule for those who wish to take part - the home has not one, but two Activity Co-ordinators. But above all, there are the dedicated staff members who combine professionalism with a real interest in each individual - offering the person-centred care that lies at the heart of .

For more information about Hillside, please click

Please note that interviews may take place prior to the advert closing as and when suitable applications are received. If a suitable candidate is appointed the role may close early, therefore please do not hesitate to submit your application.