Database assistant jobs near London, Greater London

About the opportunity

Working closely with the Communications Manager and the Communications Team, you will support all aspects of volunteer communications and engagement, to our network of over 2,000 volunteer tutors.
The role is varied with plenty of opportunities to develop engaging content and interact and cultivate relationships with our volunteer tutor community. You will need strong verbal and written communication skills and be confident adapting your approach when required. Confidence in making calls and developing relationships is crucial as well as an interest in the charity sector and/or education.
You will develop your data management and analytical skills, when evaluating the impact of communications and maintaining subscriber data. You will develop detailed knowledge of our communications software to create precise and engaging campaigns. The role will also require you to develop engaging and motivational content when communicating with the volunteer network.

Place of work: London office: The Dock, Tobacco Quay, Wapping Lane, E1W 2SF.
Hybrid / flexible. We have a central London office but our team work from across the country and we are happy to support predominantly remote or office-based working.

Contract and working hours: Full time (37.5 hours per week), permanent. Occasional evening and weekend work required for which time off in lieu will be provided. Reasonable travel expenses covered when travelling to events.

Start date: Ideally early September 2022

Closing date: 9am, Thursday, 11th August 2022

Interviews: 16th and 17th August 2022

All Action Tutoring staff must have a DBS check. Should you be aware of any incidents, cautions or convictions that would appear on your DBS check, you should notify us with your application.

Duties and responsibilities
- Work with the Communications Manager and the Communications Team to engage volunteers as they progress from training to tutoring and in the periods between them actively tutoring on programmes.
- Writing relevant and engaging content for network communications, working to grow the audience and motivate volunteers to engage actively in our mission.
- Use the e-communications software and central database to analyse data, making suggestions to improve processes and tailor our communications to audience segments, with the aim of increasing the quantity of tutors signing up to programmes.
- Carry out targeted calls, generate and schedule emails and texts to the tutor community to keep our database up-to-date and encourage volunteers to sign up to programmes promptly.
- Respond to tutors’ enquiries, whilst supporting the wider team to do the same.
- Through the activities above, cultivate positive relationships with individuals, helping to increase engagement and retention, and support others in the team to do the same.
- Shared responsibility for carrying out volunteer calls to those who don’t complete their Disclosure and Barring Service check at training: checking their ID and processing their check. Full training will be given for this.
- Manage our volunteer database to a high standard, determining the engagement levels and recent communication of the volunteers on our mailing lists to reassign their volunteering status where necessary.
- Support as one of the charity’s proofreaders, reviewing content produced by the team for errors and inconsistencies, supporting others in the team to replicate the Action Tutoring style.
- Support with the collation and development of case studies (pupils, tutors and teachers), to engage new and existing volunteers, schools and funders.
- Any other duties deemed reasonable by the Chief Executive Officer.

Person specification

- Able to work independently and use initiative in different situations.
- Able to interact with a range of audiences and have outstanding verbal and written communication skills. The role involves regular communication with volunteer tutors and you will need to be able to adapt your communication style to different audiences and uphold Action Tutoring’s high standards of professionalism in all interactions.
- Able to think creatively when producing content tailored to different audiences, replicating the Action Tutoring style.
- High attention to detail, to produce accurate communications, manage mailing lists and proofread content effectively.
- Confident using new technology, different digital tools and software.
- Able to meet deadlines and undertake administration to a high standard, using data where appropriate to identify key areas of need to prioritise and adapt approach.
- Enthusiastic and open to new ideas. Action Tutoring is a young organisation and values the creative input of all staff members to innovate and drive improvements.
- Adaptable and open to learning. You will need to be willing to adapt and to grow and develop with the organisation.
- Detailed and organised, able to plan and manage your workload.
- Efficient and able to work under pressure when required, able to multi-task and juggle a varied workload.
- Committed to equality, diversity and inclusion.
- Committed to the mission and values of Action Tutoring.
- Committed to promoting and safeguarding the welfare of children.

We are looking for some of the following attributes, though you might be more experienced in some areas than others:
- Evidence of strong verbal and written communication skills.
- Interest in the charity and education sectors.
- Enjoy striking up conversations with people; confident phone manner.
- Well-organised, able to prioritise and multitask.
- High attention to detail.

You will be likely be more successful in this role if you have:
- Experience of working with volunteers.
- Analytical and data management skills.
- Communications and proofreading experience.
- Experience using databases and e-communication tools.
- Able to think creatively and generate content to effectively convey messages.

As a charity that values and celebrates people's diversity and champions opportunities for all young people, we are keen to receive applications from people who have experienced disadvantage and from those who are of Black, Asian and Minority Ethnic communities who are currently underrepresented in the organisation. If you are dedicated to ensuring young people from all backgrounds reach a meaningful level of academic attainment and are passionate about bringing about this change, please apply today or get in touch for more information.

Benefits

- Hybrid working
We offer a flexible combination of office and home based working.
- Holiday
25 days holiday a year (plus UK public holidays), increasing by a day for each complete year of service (up to three extra days).
- Flexitime and TOIL
We have a flexible policy for working hours, and offer TOIL where staff have to work particularly early in the day or late in the evening, so that they can reclaim those hours at another time.
- Team away days
The whole team across the UK gets together three times a year.
- Pensions
We have a workplace pension scheme with a 3% employer contribution.
- Culture of celebrating
Regular thanks and praise and monthly recognition of ’heroes’ to celebrate employees going above and beyond.
- Knowledge-sharing
Lots of opportunities to learn from others in the organisation, including policy briefings, shadowing colleagues and peer-to-peer development.
- Socials
Team socials around team days, regular bring-and-share team lunches and other activities.
- Proofreading Team
As well as checking the accuracy of all content Action Tutoring shares with external audiences, our proofreading team supports individuals who would value an extra pair of eyes on their writing.
- Ad hoc projects
Interested in other exciting topics relevant to our charity? Then join one of our working groups (including policy, diversity and inclusion, curriculum and training, socials, data and insights) and support with ongoing projects.

How to Apply:

Please submit here a CV and outline in a letter (max one page of A4):
(When uploading one document, please click 'upload', rather than 'finish application' to make sure that it attaches, and to allow you to upload another document.)

1) Evidence of being a confident communicator both verbally, particularly telephone conversations, and with written communications - being able to write to a brief or adapt to different audiences.
2) Evidence of high attention to detail and thoroughness, including clear examples.
3) Tell us about how our organisational values are in line with your values.

Applications that fail to meet these criteria will automatically be discounted. 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 you with making the application process work for you.

As well as supporting the Events Manager to coordinate events and maintaining effective administration systems using database software, the post holder will also provide administrative support to other team members as required.

We are looking for a team player who can demonstrate events experience (or someone who has transferable skills) particularly liaising with suppliers, venues and other stakeholders. 

This role will require excellent planning, accuracy and prioritising skills along with the ability to develop and maintain effective working relationships with a wide range of stakeholders from trustees and colleagues to members of the public and suppliers.

You must be self-motivated and have the discipline to manage your own time and workload. Some travel will be required to attend face to face events with possible overnight stays including during evenings and weekends.

The role offers the opportunity to both work from home and from our office in central London.

Just Like Us is the LGBT+ young people’s charity and works with thousands of schools and young people across the UK through its programmes. 

Our Education Programmes are focused on engaging primary schools, secondary schools and sixth form colleges across the UK to take part in our programmes and ensure LGBT+ young people can thrive. Just Like Us has already worked with thousands of schools and gained recognition for our Growing up LGBT+ report (2020). By 2025, we aim to reach more than 60,000 school pupils annually through our programmes. 

This role is critical to the delivery of this mission and will support the Head of Education to meet the needs of our several thousand-strong school network so that we can reach even more LGBT+ young people across the UK.

This role is an entry-level position and will provide the successful candidate with a strong foundation for a career in the voluntary sector. We are looking for someone who is eager to learn, with strong organisational and administrative skills, and good communication skills to join a friendly, driven Programmes Team. 

We are very keen to hear from underrepresented voices, particularly trans and non-binary, Black and/or PoC candidates.

Great opportunity for an experience EA to work within a Professional Medical Body supporting the Director of Education by establishing and maintaining effective procedures and supporting the varied department activities and projects. Managing delivery of processes and projects as required.
Main Responsibilities
Responsibilities will include:

• Diary management, ensuring the effective utilisation of time available
• Arranging meetings which ensure the 'best fit' with all diaries and inform participants of arrangements made
• Administer Directorate budgets as required - processing invoices and receipts and reconciling team credit card statements
• Receiving and screening telephone calls, taking and passing on full and accurate messages
• Handling correspondence (post and e-mails) and calls, responding directly to enquiries where appropriate ensuring that these contain high standards of spelling, grammar and presentation
• Booking travel and accommodation ensuring that the best rates are negotiated and that all arrangements are confirmed and appropriate information is forwarded to the correct person
• College Fellowship application management
• Ensure application process is followed
• Maintain panel
• Facilitate decision making and feedback to the applicant

Education and Standards Committee secretariat

• Scheduling meetings and ensuring that papers, agenda and minutes are prepared and disseminated in a timely way, following up actions where necessary
• Assisting in preparation of papers and presentations for this (and other College Committee) meetings

Coordination of Education team processes

• Administrative oversight of panel membership, coordinating meeting scheduling, panel member recruitment and expiry across the department
• Support for delivery of processes at peak times; including production and redaction of panel and other documentation
• Coordination of and support for review and revision of key regulatory documents as required for internal and external purposes

Stakeholder relationship coordination and support

• Liaise with members and stakeholders on relevant College projects, for example, setting meetings, securing volunteers and representatives
• Contribute to enquiry and stakeholder management via telephone, post, shared email boxes and CRM and other systems
• Arrange transport and couriers as needed
• Administrative support
• Providing any other meetings support including taking minutes, facilitating discussion groups, and preparing presentations
• Providing secretariat support to Schools Council including taking minutes at monthly meetings and act as returning officer for elections
• Carrying out as directed general secretarial, administrative and office duties.

PERSON SPECIFICATION
Essential: Experience in a similar role
Experience of organising meetings
Desirable: Experience of working in a professional body and/or membership organisation
Previous experience in Education administration
Skills and Knowledge
Essential: Excellent written and oral communication skills
Good level of written English
Experience of letter and report writing
Able to process numerical data
High levels of competency in MS Office; Word, Outlook, Excel and PowerPoint
Accurate keyboard skills
Desirable: Minute taking
Experience of using databases
Experience of using web-based publishing tools
Personal Attributes
Good interpersonal skills
Well organised with a strong attention to detail
Able to work under pressure and meet deadlines
Flexible approach to work
Able to work on own initiative
Ability to use initiative to solve problems
Reliable
Able to prioritise multiple projects and tasks.
Additional Information
Working hours including any flexible hours and hybrid working available (3 days a week in the office). However, the post holder may on occasion be required to work late and applicants should therefore have some flexibility with regard to working hours.
The post may include some UK travel.

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.

Harris Hill is working with a cancer charity, supporting their search for an interim Fundraising Asistant starting 22nd August until January.

The Fundraising Assistant will report to the Stewardship Manager but will also work closely with the other Fundraising Managers and colleagues across the wider Public Fundraising team.
The main purpose of the role will be to provide effective and efficient administrative support to the public fundraising team and enhance the charity's ability to deliver and grow income.
The right candidate will be self-motivated with a real desire to make a difference to the lives of people affected by bowel cancer. You'll be a team player with excellent communication and people skills. You must be proactive and capable of organising and managing a busy workload.

Person Specification
Qualifications and experience
Experience of using CRM fundraising databases, preferably Raiser's Edge (essential)
Experience of working within a fundraising environment (desirable).

Knowledge, Skills and Abilities
Excellent attention to detail and methodical approach to tasks
Knowledge of all Microsoft packages including Word, Excel, Teams and Outlook
Ability to work under pressure, manage time effectively and be able to prioritise workload.
Ability to think creatively, maximise opportunities and problem-solve

If you would like to find our more about working with this amazing charity, please apply without delay.

John Ellerman Foundation is an independent, endowed grantmaker and our organisational aim is to advance the wellbeing of people, society and the natural world. The main ways in which we achieve this are by:

1. Awarding grants of circa £5.8m to charities for work which has national significance in the arts, environment and social action, and 
2. Investing and managing our funds in such a way that balances the desire to maintain grantmaking capacity, operate in the long-term and seeking to ensure that our investments are not poorly aligned to our aim and values.

We are looking for a new Executive Assistant to oversee and support the administration and governance functions of the organisation, including by providing executive support to the Director and support to the Finance and Operations Manager with the day-to-day running of the office.

In this role you will work closely with the Director, as well as the wider team and our Board, and you will be a regular point of contact with visitors to the office and people in touch with the Director about meetings and events. You will also support our governance processes, including leading on the collation and distribution of papers for the Board and two of our sub-committees, and compiling the minutes and matters arising from these meetings. You will also be required to support with the smooth running of events that we hold from time to time.

This is an exciting time to join us. 2022 is the first year of our new organisational strategy for 2022-25. Our strategy calls on us to deliver our work with 100% of our assets – namely our grantmaking, our investing, our values and our organisational competencies, capabilities and assets. 

We are looking for someone who has strong and relevant experience of working in administrative roles in small but ambitious organisations like ours, and has an interest in the work that we do. For this role you need to be organised, with great written and verbal communication skills, and able to manage a varied workload with a range of deadlines. You will be flexible and proactive in your ways of working and a strong team player. 

You do not need a degree for this role, but we would like to see demonstrable experience of the requirements we have set out in the job description and person specification. 

We value diversity, equity and inclusion (DEI) within our staff team and welcome applications from everyone. You can find out more about our approach to DEI in our DEI Policy available on our website.

Harris Hill is urgently seeking an interim Events Assistant to support a veterans charity, for 4 months on a full time basis.

This role is responsible for assisting the Events team with administrative tasks to ensure the smooth delivery for event projects such as: 13 Bridges Challenge, London Marathon, Ride the Plain, our Charitable Dinner, as well as stewarding fundraisers.

Duties:
Support the team with the delivery of the Challenge and Supporter Events including sending out fundraising packs and running vests, ensuring the database is kept up to date and assisting fundraisers with enquiries.
Manage community supporter enquiries whilst providing excellent customer service to all supporters.
Ensure our database is kept up to date with new event supporters whilst ensuring fundraising platform coding up to date on a weekly basis.
Assist with securing auction and raffle prizes for key Special Events.
Assist with the administrative tasks for fundraising events such as sending out invitations and event packs.
Ensure all relevant events administration is up to date and processes and procedures are as efficient and effective as possible.
Research and keep up to date with fundraising environment and charity sector changes to ensure our events are keeping up with current trends.
Some attendance at events may be required (out of regular working hours) to assist with the management and delivery.
This is not meant to be an exhaustive list of duties. The need for flexibility is required and the post holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

If you are immediately available and would like to find out more, please apply without delay.

£23,502 per annum
Permanent, full-time (37.5 hours per week)
Based at our London Bridge office and remote working

What the job involves

This is a fantastic opportunity to join a dedicated and established Customer Experience Team (supporter care) function at one of the most dynamic and fastest growing charities in the UK.

Working alongside the Customer Experience Executives, you’ll be monitoring and responding to customer post, emails, social media and phone calls. You’ll be passionate about delivering an excellent customer experience across every touch point; providing administrative support to internal team members and supporter care to our customers.

This is a key role in our Customer Engagement, Reinforce strategy. By providing the very best experience, you’ll help our customers keep coming back for more. You’ll build long term loyalty by thanking our customers for their involvement and introducing them to a range of products and services, based on their individual needs.

What we want from you

We’re looking for a Customer Experience Assistant who is people orientated, self-motivated and hands on, who is passionate about learning all the skills needed to improve the experience we give our customers. You’ll be enthusiastic and want to help all our customers come back for more. You’ll be a team player, eager to learn and share your experiences of delivering excellent customer experience with your teammates. You’ll have great attention to detail and be confident in recording sensitive customer data on our Customer Relationship Management tool accurately, and in line with GDPR.

By being a proactive communicator, you’ll be committed to strengthening relationships with our customers though excellent inbound and outbound interactions over all channels. You’ll develop a good understanding of our work and what we are doing to stop prostate cancer now, so you can talk knowledgeably with customers and exceed expectations by appreciating that every interaction matters internally and externally.

You’ll be excellent at prioritising your workload and enjoy being flexible and enthusiastic in supporting your team. You’ll build long term loyalty by thanking our customers for their involvement and introducing a range of products and services, based on their individual needs.

You are committed to creating a world where lives are not limited by prostate cancer.

Why work for us?

We’re here to stop prostate cancer killing men and damaging bodies and lives. We unite the brightest minds in science and healthcare and the most passionate and caring people to help men live long and live well. As the number of men diagnosed with prostate cancer continues to rise, we continue to make advances in research to focus on radical improvements in diagnosis, treatment and support so that we can build a future where lives are not limited by prostate cancer.

Work with us and you’ll see your efforts pay off as we fight for a better future for men.

What we offer

Join our team and you’ll be working at an award-winning charity that will support you to develop your skills and expertise. We’re particularly proud of our agile working arrangements which allow (as appropriate to the role) for flexibility around where and when we carry out our work to ensure we can achieve the best results for the charity, at the same time as balancing our working lives with life’s other commitments!

We also offer a competitive benefits package including generous leave entitlements, season ticket loans, a cycle to work scheme, an enhanced contributory pension scheme, life insurance and group income protection as well as a Health Cash Plan and free advice and support on pretty much anything via our Employee Assistance Programme.

Our commitment

Our teams, supporters, partners, and those living with prostate cancer, come from all walks of life. We draw upon the difference in who we are, what we’ve experienced and how we think to build a future where lives are not limited by prostate cancer. Not only is it the right thing to do, it makes our charity stronger and helps us reach more people. If you share our ambition, we would love to hear from you.

Next steps

For more information please download our job profile document (job description) to refer to in your application and to apply, go to our website, via the link.

The closing date is 14th August 2022, but please note we will be shortlisting and interviewing candidates as applications come in, so please apply as soon as you can, as we may close the vacancy early. Applications must be submitted by 23:45 UK time on the closing date.

Interviews: By arrangement. Currently scheduled for w/c 22nd August 2022.

Prostate Cancer UK is a registered charity in England and Wales (1005541) and in Scotland (SC039332). Registered company number 02653887.

We’re working with a wonderful social welfare charity who are looking for a Fundraising and Communications Assistant to join their team on a 12 month FTC. You’ll provide administrative support to the fundraising team for multiple communications and fundraising projects to maximise income for the organisation. You’ll process donations, maintain and develop the supporter database, ensuring these are up to date and compliant with GDPR regulations.

You’ll thank donors in a timely fashion via email, letter and telephone, whilst also running regular reports to identify lapsed donors. You’ll manage the charity’s social media platforms, whilst also updating and creating content for their website. You’ll support with writing content for supporter communications via email and post, creating graphics and social media content via Canva/Illustrator. You’ll also produce monthly reports on KPIs to be analysed, in order to further traction with donors.

You will need:

• An understanding of the principles of good customer care
• Experience of maintaining databases
• Knowledge and/or experience of updating website content
• Familiarity with social media platforms
• An understanding of the best stewardship principles and techniques

If you would like to have an informal discussion, please call Chloe or James on 02030 062787 or email [email protected].

Ashby Jenkins Recruitment are a specialist charity recruitment agency, we use our extensive sector knowledge and experience to match candidates to the most suitable roles. We take a relationship-led approach to recruitment, working ethically, supporting people to find their perfect role within the not-for-profit sector.

We are passionate about improving equality across the sector, you can read more about our commitment to diversity here. We proactively welcome applications from a diverse range of candidates.

If enough applications are received the charity reserve the right to end the application period sooner.

Theory Examination Assistant

£26,137 per annum plus excellent benefits

London WC1

35 hours per week, Full-time

As Theory Examination Assistant, you will be responsible for providing administrative support for the successful operational delivery of College examinations, along with contributing to the development and implementation of IT systems and processes to enhance the College’s service.

Acting as first point of contact for UK and overseas examination candidates, the Theory Examination Assistant is an integral role within the Education and Training Division, in which you will provide effective customer service to candidates from application to the delivery of results.

Reporting to the Theory Examination Lead, you will ensure the accurate allocation of candidates to centres, processing of examination and application entries and processing the payments. You will also check, organise and send results to candidates upon completion.

In addition, you will also assist in the development and implementation of improved systems and processes using new and existing technology/software platforms, including the College website, booking system, databases and exam delivery platforms.

Educated to a good standard and with excellent interpersonal skills, you should have substantial administrative and customer service expertise along with the ability to accurately deal with a high volume of critical data and financial records. You should also be able to multi-task and liaise efficiently and effectively with a wide variety of internal and external stakeholders.

A background in exam administration, education or training, or experience of working in, and supporting the work of, a membership body would be advantageous.

The Theory Examination Assistant will occasionally be required to travel both inside and outside of London, with overnight stays needed as appropriate. In addition, it may sometimes be necessary to work outside of the core College hours of 9am to 5pm, along with providing occasional weekend support.

The Education and Training Division sets and monitors standards for the training and assessment of doctors working in paediatrics and child health in the UK and overseas. It also sets, monitors and administers the College examinations (MRCPCH and DCH), whilst making recommendations on the training of paediatricians including GMC certification.

The Royal College of Paediatrics and Child Health sets and maintains standards for the education and training of all doctors working in paediatrics and child health in the UK. We advocate on child health issues at home and internationally. Additionally, through a variety of activities, the College influences the quality of medical practice for children in hospital and in the community.

The RCPCH has more than 20,000 members and fellows and employs around 170 staff, most of whom work in our London office in Holborn. We have smaller offices in Northern Ireland, Scotland and Wales.

The RCPCH wants to represent all the communities we serve. Appointment will be made solely on merit. However, the College is particularly keen to receive applications from Black, Asian and minority ethnic candidates, and/or candidates with a disability who are currently under-represented at this level of the organisation.

The College operates a flexible and modern working policy, whereby our colleagues work in the office for a minimum of 40% of the week and the remainder from home.

Closing date: 29 August 2022

Interviews: 8 September 2022.

Operations and Projects Assistant

Salary/Rate: £26,000 pa (£13,000 pro rata)

Hours: 17.5hrs (0.5 FTE). Ideally 3.5hrs every weekday - times to be agreed with postholder with flexible working hours.

Status: Permanent

Holidays: 25 days + bank holidays (pro rata)

Location: Home-based

Reporting to: Chief Executive

Good at project management? Get a kick out of being highly organised and efficient? Want a different take on office management? We are looking for a part-time Operations and Projects Assistant to make sure our small but lively team works as effectively as possible. Someone who encourages us to maximise the resources at our disposal, who loves it when every day is different and has a can-do attitude.

The role will support the development and delivery of Foyer Federation’s operations and projects as well as the improvement of our internal systems and processes.

This role is excellent for someone who has transferable skills from previous operations, administration or HR roles and would like to move into the youth and homelessness sector.

Who we are looking for

We are seeking a part-time, organised, savvy and highly efficient Operations and Projects Assistant who is eager to join a creative and ambitious organisation at a critical point in our 30-year history. We are looking for someone who gets their kicks from making things run smoothly ‘behind the scenes’ and who loves to help support colleagues to do their job better.

You will be a ruthlessly organised, painstakingly diligent professional with a killer eye for detail. Your administrative and communications skills will be second to none, and you will have a strong knowledge and understanding of the charity sector.

Who We Are

The Foyer Federation is a small, innovative youth charity working to improve the lives of young people who can’t live at home. Since 1992, we have worked with a network of Foyers to inspire, challenge and quality assure approaches to developing the skills and resources young people need to thrive, not just cope.

We believe all young people can shape a successful journey into adulthood if they have access to the right training, contacts and opportunities to invest in their talents. We’re leading a movement of like-minded organisations and individuals who want to improve the prospects of all young people through an asset-based approach, which we call ‘Advantaged Thinking’. We’re committed to working with our network of Foyers and external experts to improve the ‘offer’ for young people.

We are looking for individuals who resonate with our core values: Maverick, Savvy, Authentic, Loving and Brave. 

Role Overview

This role will support the charity's core operations and help ensure the smooth running of the organisation as we grow our staff team and increase our impact. Our staff team and delivery output will be doubling over the next 6 months and as a result we now need a dedicated role primarily to manage the administrative needs of the core charity operations as well as some HR and project assistance. 

You’ll take the lead on matters relating to operations and administration in close liaison with the Chief Executive and the Company Secretary & Executive Assistant. In addition, you will support other staff to effectively deliver our offer to Foyers and young people. You will be confident interacting with a wide range of partners, funders and members, including senior staff by email. 

This is a busy and challenging role within a small, friendly team. You’ll have up-to-date IT skills, a drive to improve efficiency and the creativity to streamline our operations. Being highly organised doesn’t stop you from embracing change and using your initiative to help the charity grow. You’re the kind of person who deviates from the plan if it’ll make things work better.

Duties & Accountabilities:

Core Charity Operations

Oversee the safe and secure organisation and storage of files and folders primarily through G-Suite (as well as any paper based records) ensuring folders and files are easy to find and up to date, managing security settings and promoting good practice.

Maintain a robust database and mailing lists of funders, contractors, freelance workers, volunteers and partners using the White Fuse CRM software.

Develop, maintain and manage effective recruitment processes (alongside the Company Secretary and EA) for advertising, shortlisting, interviewing and appointing staff, consultants and volunteers. 

Oversee the onboarding, induction and off-boarding of staff members.

Oversee the subscriptions and contracts of the charity including insurance, mobile phones, web hosting, IT support and online subscriptions.

Own and maintain key organisational documents.

Developing operational policy and procedure - eg. around IT security and GDPR - and the management and administration of our IT systems, Health and Safety etc.

Project and Team Administrative support

Help plan and take minutes of internal team meetings and relevant external meetings eg with members, key stakeholders etc.

Manage the administrative tools of the charity; supporting staff to access and utilise them effectively including our holiday booking system (Whosoff), Trainline account, Google suite, Microsoft 365, Zoom, CRM system and co-work space membership.

Support the staff team on specific projects, programmes and events providing administrative support when possible.

Assistance for the Chief Executive 

Support the Chief Executive with specific tasks relating to finance, banking, HR and operational administration.

Support the Chief Executive with administrational and other assistance, including diary management and coordination, communications with external people and organisations and other general support.

Support the Chief Executive with email management in periods of busyness or when away from desk for long periods.

Format and proofread documents and collate information for funding proposals and grant reports

General

To apply the Foyer Federation’s policies and procedures and ensure compliance with relevant obligations, including Safeguarding, Health and Safety, Data Protection and Equal Opportunities.

To ensure your own continuing professional development by undergoing training and other activities.

To undertake any other duties as may be reasonably required.

This job description may be amended from time to time, as the needs of the organisation require.

Person Specification - Essential Skills & Capabilities

Highly organised; Able to manage colleagues diaries and support and coordinate busy, varied work schedules and prioritise workload effectively

Great customer service approach: Friendly and solutions focused, with a can do attitude and problem solving skills.

Very strong administrative skills; meticulous attention to detail. Able to produce structured concise meeting minutes and actions

Some working knowledge and understanding of general charity operations and compliance requirements.

Strong communicator with very good professional verbal and written skills

Capable of using various technology platforms (e.g. Microsoft, Apple products,  Zoom, Google suite).

Able to work in a flexible, efficient, resourceful and self-driven manner working remotely using technology to stay engaged with a wide range of stakeholders

Discrete and has respect for confidential information

Committed and passionate about the cause of the charity

Desirable qualities

Good understanding of the UK charity sector and structure

Understanding of supported housing and/or youth services

Experience of working remotely

Strong research and investigative skills to provide information to improve our systems and operations.

Additional notes

This post has no budgetary or line management responsibilities.

The post-holder will be supplied with a company Macbook and phone as well as other equipment to support the role if required.

There is no specific requirement for expertise or experience around finance or HR as we use an outsourced Finance Team for our bookkeeping, management accounts and all other finance needs and we use a specialist HR consultant for specific HR tasks.

To Apply

To apply, download and read the full job description and equal opportunities form. Send your completed form and a copy of your CV to our inbox email address. Please also include a cover letter that outlines your suitability for the role based on the competencies in the job description, and why you want to work for Foyer Federation.

Applications close at 12pm on Tuesday 16th August 2022.

The primary functions of the role are to:

• Be responsible for engaging, inspiring, and developing a new demographic of supporters across the education sector alongside the retention of an existing and loyal supporter base
• Refresh and expand Lepra’s bank of education material, with a specific focus on links to the KS2 and KS3 curriculum
• Work closely with colleagues in India and Bangladesh to develop a “buddy” programme
• Achieve an annual unrestricted income target

The successful candidate will have experience of some of the following; 

• Managing a strong pipeline via telephone, remote, or face to face negotiations to generate fundraising income
• Demonstrable experience of developing meaningful, lasting, and positive relationships to inspire and motivate supporters on a consistent basis
• Strong problem-solving ability and confidence to bring in new ideas and drive them forward
• Use of CRM databases, processing of information and maintaining records

They will be

• Ambitious, self-motivated, and adaptable to make the most of this exciting opportunity
• A self-starter, able to work accurately on own initiative and to tight deadlines in a team environment
• Be able to work in a team and to demonstrate a flexible approach to work
• Able to analyse and act on data
• An effective communicator both verbally and in writing, adapting style to suit the audience, for example supporters, colleagues, partners, NGOs
• Commitment to the principles of the charity sector and values of Lepra

They must be a car owner and be able to use the car for business travel

Amongst our benefits are;

• Contributory pension
• 26 days annual leave (plus bank holidays)
• Free Life Assurance to four times salary
• Study and professional fees support   
• Cycle Scheme 
• Opportunity to visit our programmes in India & Bangladesh

Please apply with a cover letter and CV. We will start our processes upon receipt of applications and may choose to close the application process early. 

We are an equal opportunities employer and encourage applications from all sections of society and from applicants who do not meet the full criteria but are looking for a step up in their career. We cannot offer sponsorship so you must have the right to work in the UK. 

We are looking to recruit a collaborative and organised Committee and Team Assistant. Working with the Head of Secretariat and the wider team, the post holder will be responsible for organising and supporting the effective delivery of the BSSH Council and Committee meetings both face to face and virtually. 

As well as supporting BSSH Committee projects, the post holder will also provide administrative support to the whole Secretariat team.

We are looking for a team player with some administration experience.  We're particularly looking for anyone who has experience taking minutes, organising meetings or working on several projects simultaneously. 

This role will require excellent organisational and accuracy skills along with the ability to develop and maintain effective working relationships with a wide range of stakeholders from trustees and colleagues to members of the public and suppliers. 

You must be self-motivated and have the discipline to manage your own time and workload. Some travel will be required to attend face to face meetings and events with possible overnight stays including during evenings and weekends.

Prospectus is delighted to be working with The Academy of Medical Sciences to recruit an Executive Assistant who will provide administrative support and diary management for the Executive Director and Senior Leadership Team and assist in the planning and delivery of corporate events and communications.

Please note this role is offered on 12 month maternity cover contract with an expectation of hybrid working, with 1 day a week from their London office.

The main responsibilities of this role include diary management and administrative support for the Executive Director and screening their enquiries alongside other members of the Senior Leadership Team as necessary. You will assist with making travel arrangements, produce correspondence, maintain and file electronic documents and help with maintenance of the Academy's CRM database. You will also assist in the planning and delivery of an annual programme of corporate events, implement the schedule of monthly all-staff meetings and manage the regular series of Directorate team meetings.

To be successful as an Executive Assistant/Administrator you will have proven experience in a similar role including experience of working with databases and organising virtual and hybrid meetings. With strong organisational skills, you will be comfortable liaising with senior stakeholders and supporting in all aspects of diary management.

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, simply submit your CV, covers letters are not required. Should your experience be suitable, we will send you the full job description and arrange for a call to discuss the role further.