Database assistant jobs near South Bank, Greater London
Do you want to improve the lives of people with disabilities and vulnerable people?
Humanity & Inclusion UK is looking for an organised and committed team assistant to help deliver excellent donor care to all our supporters. This is a varied and engaging role within our Individual Giving and Communications team providing vital support including processing donations, responding to supporter enquiries, and ensuring our donors receive a first class experience.
You will have the opportunity to work in an international environment, learn new skills, and contribute to our life-changing work supporting people with disabilities and other vulnerable groups worldwide.
If you are motivated and enthusiastic, have a keen eye for detail and a proactive, hands-on approach to managing multiple priorities, we’d love you to join our small, friendly team.
BACKGROUND INFORMATION AND PURPOSE OF POST
This post is a pivotal role in enabling HI UK to maximise its income from individual donors, regular donors and other supporters, via excellent donor care and accurate, up-to-date data.
The purpose of the post is to:
- To process donor data and donations accurately and efficiently into the fundraising database.
- To help HI UK provide a first class experience to its supporters.
- To provide administrative support to the Fundraising Manager and the Individual Giving team.
- To manage volunteers where appropriate on a day-to-day basis and provide ongoing training and support.
- Support the IGC team with social media and content production.
MAIN DUTIES AND RESPONSIBILITIES
Data entry
- Input donations, pledges and other donor data into the fundraising database (Advantage Fundraiser) and assess the accuracy and validity of the data.
- Input and set up regular donations accurately
- Reconcile finances at the end of each month with the support of the Fundraising Manager
- Manage and maintain up to date records for Gift Aid.
- General database housekeeping tasks
- Compile and present accurate queries and reports as needed by the team.
Donor Care and communications
- Be the first point of contact for all existing and prospective donors and represent HI UK in an efficient, effective and professional way.
- Provide individual donor care, including answering queries and dealing with complaints.
- Draft, produce and send written correspondence such as emails, thank you letters and other relevant documents for donors.
- Review and update call-handling procedures for use by all staff members.
- Improve knowledge and understanding of supporters and develop donor relationships.
- Ensure compliance with GDPR and other data protection legislation in all processes and activities.
- Work with the Media Officer to maintain HIUK’s social media presence to increase supporter engagement in line with our Individual Giving and Communications strategy.
- Respond to enquiries via social media and moderate comments.
Administrative support
- Provide general administrative support to the Individual Giving & Communication team.
- Contribute to the development and implementation of effective processes and automation between the Fundraising, Communication and Finance team members.
- Review and update Fundraising and Database guidelines.
- Maintain an efficient record-keeping system for donation forms, including saving electronic copies of donations and Gift Aid declarations.
- Resolve queries about donations (e.g. unsigned cheque).
- Support the weekly reconciliation of donations with the Finance department (i.e. ensuring that what is banked match the fundraising database).
Volunteers
- Assist with the recruitment and induction of Fundraising volunteers.
- Support, guide and supervise fundraising volunteers on a daily basis.
- Work with volunteers to manage stationary and stock levels.
Other
- Participate in internal/external meetings and other functions as necessary.
- Undertake any other reasonable duty consistent with the nature of the job and its level of responsibility.
Equal opportunities policy
HI UK is committed to diversity and inclusion. We recognise that discrimination shapes the opportunities that many people have in society and that people have different needs in order to realise their full potential.
Addressing this requires organisations to be proactive in creating environments that encourage the inclusion and development of all. Though we still have a long way to go, inclusion is central to our identity at HI UK and we are strongly committed to the continuous work that it requires.
We are particularly interested in hearing from candidates with disabilities and/or from Black and minority ethnic backgrounds, to help make us more representative. If you have a disability and meet the minimum requirements for the role, we will guarantee you an interview.
To apply for this role, please send your CV and a covering letter, along with the diversity monitoring form, by email or post.
By email or by post (Humanity & Inclusion UK - Recruitment, 9 Rushworth Street, London SE1 0RB )
If you disclose a disability during your application process and you meet the minimum criteria for the role, we will contact you to discuss any reasonable adjustment you might need at the interview. However, if you have not disclosed, please be aware that any candidate invited for interview will be asked if any reasonable adjustments are needed.
If you wish to disclose a disability please do so in your covering letter.
Closing date: Monday 5th September 2022, 0900 BST.
The client requests no contact from agencies or media sales.
The Henry Jackson Society (HJS)
The Henry Jackson Society (HJS) is the UK’s boldest think tank and policy-shaping force, constantly ahead of the curve on the big issues of international and domestic importance. We are currently looking for an Executive, Communications & Research Assistant to the Executive Director to help us on the next stage of our organisational journey, which has already taken us to the status of a household name in the international political and media constellation.
When HJS was founded back in 2005, the global environment was very different to what it has become today. Over that time, the threats to the free world internationally and to free societies domestically have multiplied, but there has been one constant: HJS’s willingness and ability to fight for the principles and alliances which keep societies free – working across borders and party lines to combat extremism, advance democracy and fundamental human rights, and make a stand in an increasingly uncertain world.
Reflecting this, our work is focused into two main streams: “Securing our Societies” and “Advancing the Free World”. “Securing our Societies” focuses on threats to free societies within the West, while “Advancing the Free World” examines how the enemies of the free world are operating internationally. Obviously there is interplay between the two streams as the challenges we face are often not as obliging as to lend themselves to easy classification. Our research centres that fall under “Securing our Societies” are the Centre on Radicalisation and Terrorism, and the Centre for Social and Political Risk, while those sitting in the “Advancing the Free World” stream are the Asia Studies, Russia & Eurasia and Global Britain Centres. But these are not exhaustive topics, and we are able to take on many new areas of study as well.
What we are looking for
In order to meet our ambitious agenda and to augment our existing capabilities, we are looking for an Executive, Communications & Research Assistant to support the work of our Executive Director and to help streamline our capabilities.
This is a fantastic opportunity for an ambitious candidate to develop their skills and profile further and will suit people ready to take on a challenging and exciting role at an organisation that can offer profile development as it increases in size and scope.
The Executive, Communications & Research Assistant is a key member of the Executive Director’s office. Working closely with other staff, the Executive, Communications & Research Assistant will divide their time between traditional EA functions, and the research and communications needs of the Executive Director.
This role will require a proactive and ambitious approach, able to marry the detail-oriented and fast-paced nature of the job in building capacity for the Executive Director in order to increase support and interest for HJS, its initiatives, projects and policies. They will be involved with many diverse and interesting projects ranging from assisting with funding and project proposals and speech writing. The role will also involve managing social media and events programmes.
This position is an opportunity for a motivated and well-rounded individual to work in a pivotal and challenging role where no two days are the same, and which provides the opportunity for career growth in an organisation looking to evolve domestically and internationally. Above all though, we want you to be passionate about our issues and hungry to make a difference in the public policy world – recognising that this is not a normal 9-5 job where you switch off once you turn off your laptop because (a) you don’t want to and (b) you understand that this is not how the policy world works. The rewards, both professionally and personally are vast, as some of the stellar names who have passed through our ranks are now shining examples of, but they require dedication and commitment to achieve.
Key Duties
Executive Assistant Duties
- To be the Executive Assistant to the Executive Director
- To provide administrative support as necessary
- Deal with enquiries via phone or email
- Database management and entries
- Research and project assistance when required
- Diary Management, including international travel and meeting arrangements for the Executive Director and others where necessary
- To organise, prepare and take minutes at the weekly Senior Management Meeting
- Handling personal tasks and projects for the Director
Communications Assistant Duties
- Assisting the Executive Director with social and digital media
- Working with broadcasters and print media to maximise output
- Supporting the Corporate Members programme with events and content
Research Assistant Duties
- Preparing correspondence, speeches and reports for domestic and international meetings and events
- Research and project assistance when required
- Writing assignments when required
- Supporting researchers with applications to different funding bodies
- Adapting concept papers and tailoring them to the needs of individual donors or funding organisations
- Assistance with reviewing and editing work
Other Duties
- To support the wider staff team when required.
- Meeting and greeting guests
- Assisting with events organising and preparation where necessary
- Such other duties that may be assigned by the Executive Director and Director of Studies.
The client requests no contact from agencies or media sales.
About The Connection at St Martin’s
We believe that no one should have to sleep rough on London’s streets, and that everyone should get the support they need to find a place to call home. We get to know every person we work with, understanding what they need to recover, helping them build on their strengths, and supporting them to find their own way home. Help us make London a city where no one sleeps rough on our streets.
London’s diversity is its biggest asset and we strive to ensure our workforce reflects London’s diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.
We particularly encourage applications from candidates with lived experience of homelessness who we believe are an essential asset in our sector.
We are committed to being an inclusive employer and welcome the opportunity to consider flexible working arrangements.
About the Role
- Are you someone who is thoughtful and ambitious, keen to develop a career in fundraising and get experience across a range of fundraising disciplines?
- You will play a major part in the team, working across all income streams to engage our supporters to maximise their involvement with us.
- Specific work experience is not essential. We are seeking a candidate who can demonstrate a willingness to learn, a passion for our cause and an ability to communicate with our staff, volunteers and supporters.
Salary: £24,222-£28,698
Closing Date: Sunday 11th September 2022
Interview Date: Friday 16th September 2022
Our Benefits
- 30 days holiday plus bank holidays
- Generous training budget, plus an annual personal training budget
- Enhanced Sick Pay Policy
- Enhanced family friendly policies
- Day off for moving house
- Hybrid working (depending on role requirements)
- Pension – 5% Employer, 3% Employee
- Cycle to Work Scheme
- Season Ticket Loan
We are a London Living Wage employer
About The Connection at St Martin’s
The Connection is based in the heart of London, near Charing Cross Station... Read more
The client requests no contact from agencies or media sales.
Do you want to help build a world where everyone feels part of a community?
Do you have experience in administrative, customer-facing roles?
Are you an organised, detail-oriented person?
If you answered yes to all of the above, this could be the role for you!
We’re looking for an Executive Assistant with strong PA experience, excellent attention to detail and experience in customer service or other customer- or client-facing roles. The Executive Assistant works closely with the management team and Trustees as PA to the CEO, as well as providing Finance and HR support.
This full-time post plays a vital role in providing administrative assistance in areas of fundraising, monitoring, operations and infrastructure. It is an exciting opportunity to support us to deliver our strategy by maintaining strong positive relationships with funders and donors. This post will also act as point of contact for a number of office management contracts.
Therefore, the successful candidate will have a high level of PA and administrative experience. If you are organised, methodical, able to multi-task and can handle confidential matters with discretion, this is a fantastic opportunity for you.
What we do
Time & Talents is a lively, busy community centre in the heart of Rotherhithe, London SE16. Set in a leafy heritage building, and ‘T&T2’, our second venue in Surrey Quays Shopping Centre, we offer something for everyone. With a history of 135 years of supporting people of all ages in Rotherhithe and Bermondsey, we bring people together for mutual support, fun and friendship, with a wide range of services and activities for older people and other adults, along with children and families’ programmes and a range of volunteering projects. We are at an exciting stage of development. Our income has grown substantially in the last five years and this growth has enabled us to develop our programmes and activities to reduce loneliness and social isolation in the local community by supporting more older adults, children and families.
The role
In this role, you’ll act as:
- PA to the CEO
- Board Secretary
As well as providing:
- Finance and HR support
- Fundraising and monitoring admin
- Operational and infrastructure admin
- Ad hoc project management
About you
You are passionate about the power of community to connect and support people, and you like to work in collaboration with others. You are methodical with demonstrable experience as a PA, particularly able to show administrative experience including diary management and dealing with correspondence. You’re flexible, accountable, take responsibility, are highly organised and skilled in multitasking and balancing priorities.
About us
We are an energetic, experienced, and passionate team of 17, with a strong sense of shared purpose and a lively sense of humour. You’ll have the chance to make a big contribution to a growing, ambitious and innovative organisation which has doubled its reach and impact in recent years.
This role is full time, with flexibility for regular evening and occasional weekend working.
Time & Talents is wholly committed to inclusion and diversity, and to building a culture and environment where everyone is appreciated for the unique person that they are. We actively encourage applications from a broad range of backgrounds and experiences.
If you would like an informal chat about the job, please email us with your phone number and a suitable time for us to call.
The closing date is Monday 29th August.
TO APPLY: All applications to be submitted online via CharityJob. Send a CV and a cover letter of no more than two sides of A4, explaining why you want the job and how your experience relates to the job description and person specification.
IMPORTANT: We’ll use cover letters to assess applications alongside CVs. Please ensure you take the time to include a well-written cover letter as detailed above. We won’t assess applications without one.
INTERVIEWS: First round interviews will take place 6th and 7th September. Shortlisted candidates will be invited to a second interview on Wednesday 14th September.
COVID-19: the safety and wellbeing of our current and future employees remains a top priority, therefore interviews will be conducted remotely by video if necessary.
We will not be considering applications without a cover letter.
Consortium of Older People’s Services in Southwark (COPSINS) was launched in 2012 to support Older People and Carers in Southwark to... Read more
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We are looking for a PA to the Chief Executive. The role will suit an individual with excellent organisational skills, attention to detail and great interpersonal skills as they support our Chief Executive across a range of responsibilities.
This position plays an essential role in keeping Housing Justice organised and well run. This diverse role covers governance and executive support, office management and facilities administration, and events support. The role is currently flexible and up for negotiation, but attendance to the London office will be required.
This is an excellent opportunity for someone who wants to gain a broad range of experience in corporate services supporting a charity. You would be joining an energetic, enthusiastic, and supportive organisation that collectively will promote your development and wellbeing.
Start Date: Monday 7th November 2022
The client requests no contact from agencies or media sales.
12-month fixed term contract
As the UK’s national body for the humanities and social sciences, the British Academy champions the study of peoples, cultures and societies – past, present and future. Bringing independence, authority and objectivity to complex issues, we contribute significantly to public policy, skills, education and research and help to shape both society and the economy.
We have three principal roles:
A Fellowship of distinguished scholars from all areas of the humanities and social sciences, elected by their peers, that facilitates the exchange of knowledge and ideas and promotes the work of our subjects.
A Funding Body that supports the best ideas, individuals and intellectual resources in the humanities and social sciences, nationally and internationally.
A Forum for debate and engagement that stimulates public interest and deepens understanding, that enhances global leadership and policy making, and that acts as a voice for the humanities and social sciences.
The Programmes Assistant post holder will provide support across the portfolio of Academy research programmes. The post will provide a breadth of administrative support for: award management processes; advice to applicants, award-holders and assessors; the ongoing monitoring and reporting of award outcomes; and the ongoing improvement of the Academy’s grants management database. We are seeking an individual who is committed to deliver this administrative role to a high standard, whilst supporting change, and enthusiastic to work collaboratively to deliver the goals of the role, the team and the wider organisation.
The Academy offers 34 days of annual holiday + bank holidays, excellent benefits (including a defined benefit pension scheme) and one of the best locations in London.
Equality, Diversity & Inclusion statement
As a key part of our People Strategy, the British Academy is committed to creating a diverse and inclusive working environment, promoting equal opportunity, and addressing under-representation. We welcome applications from people of all backgrounds. We will make reasonable adjustments to support applicants with a disability and offer an interview to those meeting the minimum selection criteria.
For further information and to apply, please visit our website by clicking the apply button.
Closing date: 12pm (GMT) Tuesday 30 August 2022.
Interview date: Friday 16 September 2022.
- Job Title: Assistant to the Executive Management Team
- Location: London
- Reporting to: Executive Director (ED)
- Duration: Permanent contract
- Salary: £33,108.61 gross per annum
- Closing: 12 September 2022 09:00 UK time
The post carries a high degree of responsibility and autonomy for maintaining confidentiality and discretion. The position reports to the ED and will be task managed by the remaining members of the EMT with regard to their needs. This role sits within the Core and Operations team led by the Chief Operating Officer and joins its bi-monthly catch-up sessions and periodic away days.
Person Specification
Experience
- Experience supporting senior executive staff, preferably including support to a team or number of staff.
- Experience of working in an organisation with an international outlook, preferably with experience of working with individuals in different time zones.
- Proven experience in the effective administration of meetings including experience providing support to online meetings or events.
- Experience in communicating with external bodies or individuals on behalf of a senior executive team.
- Experience in event organisation including logistics, travel (domestic and international including visas and travel booking) and budgeting.
- Experience in working effectively as a link between executive management and other key stakeholders
- Working with a Board of Trustees or similar governance or advisory body.
- Proven experience in prioritising own workload and working autonomously.
- Experience in taking fast and accurate minutes.
- Prior experience using content management systems (desirable – training will be provided)
Knowledge
- Good computer literacy and knowledge of MS Office, particularly Excel.
- Knowledge of online video conferencing software, particularly Google Meet (desirable)
- Fluent in written and spoken English.
- Knowledge of information management systems including databases.
- Knowledge of visa application processes and online travel booking systems (desirable).
Skills/attributes
- Excellent interpersonal and team working skills, including an ability to be diplomatic and persuasive in working with other staff, managers and trustees.
- Excellent written communication skills, including the ability to draft documents and correspondence and accurately transcribe.
- Good friendly verbal communication skills, including cultural sensitivity.
- Discretion in dealing with confidential or sensitive information.
- Excellent organisational skills (i.e. time management, work planning and an ability to work on own initiative).
- Ability to meet deadlines under pressure and calmly manage several competing priorities.
- Commitment to peacebuilding and Conciliation Resources’ values.
Conflict is difficult, complex and political. The world urgently needs to find different ways to respond.
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About us:
Princess Alice Hospice is one of the top ten adult hospices in the UK, providing specialist palliative care and support to a community of more than a million people living in Surrey, south west London and Middlesex.
About the role:
We are looking for a skilled administrator to join our small, friendly team as Customer Contact Assistant (Fundraising) and provide excellent administrative support to the fundraising department.
As an individual with a keen eye for attention to detail and accuracy, you will fulfil a range of administrative and database tasks for fundraising campaigns and projects.
You will assist the Customer Contact Officer (Fundraising) in providing great customer service to help deliver supporter journeys, encouraging supporters to continue to support Princess Alice Hospice, and increasing their lifetime value.
You will keep the supporter and Hospice values at the centre of all you do, taking responsibility for ensuring all queries and donations received are processed accurately and in a timely fashion
Some of our employee benefits include:
- 27 days’ annual leave, plus recognised public holidays – rising to 29 days after 5 years’ service and 33 days after 10 years’ service (pro rata for part time)
- Educational and professional development opportunities (education team on site)
- Employee Assistance Programme – promoting staff wellbeing
- Access to blue light card discount
- Access to Pension Scheme
- Wellbeing - We provide a programme of activities, opportunities and guidance to inspire and support our employees to live a healthy life, at home and at work.
Interviews will be conducted on an ad hoc basis, and this vacancy may close before the advertised date.
We are looking for an Assistant to join our Resources Team in a busy mental health charity in Camden Town. Having excellent proof reading and writing skills, you’ll be the administrator for our website, as well as taking the lead on our social media and digital communications. You’ll support colleagues with IT and database issues. As a front-line member of staff in our admin office, you‘ll be helping to deal with phone calls and walk in visitors, and keep the office running smoothly. You will also provide one day a week administrative support for our Social Prescribing Service based at St Pancras hospital, which is a 15 minute walk from our building.
This role requires someone who thrives in a busy working environment. You’ll have excellent communication and IT skills, and enjoy being an active member of a small team. A strong interest in mental health is important, and an ability to prioritise and manage a varied workload.
For an application pack, please see our website via our website via the apply button.
Closing date: 9.00am on Monday 5th September 2022
Interview dates: (this is a two round process)
Round 1: Monday 12th September 2022
Round 2: Friday 16th September 2022
Do you have lived experience of spinal cord injury? Are you passionate about making sure people get the support they need to transform their lives?
If so, Back Up could offer you an inspiring and fulfilling role making a significant difference to the lives of people affected by spinal cord injuries.
About the role:
When someone sustains a spinal cord injury, it is a life changing experience.
Back Up’s Services are there for everyone affected by spinal cord injury. The team are based across the UK working directly with spinal cord injury centres’, hospitals – or indeed anywhere that people affected by spinal cord injury may be.
As our Services Support Assistant, you will be a key point of contact for our staff, volunteers and many of the people who use our services. You will love being busy, will be highly organised and able to keep an overview of activity to make sure the team are able to provide the highest quality support at all times.
Whether it be making follow up calls to those already using our services or responding to incoming requests for support and setting up new referrals – you will be passionate about being able to demonstrate the impact of what we do, and will see for yourself how Back Up quite literally transforms lives.
About us:
At Back Up, we have big ambitions. Over the next few years, we’re going to be transforming the lives of even more people affected by spinal cord injury.
Together we’ll be working hard to make sure everyone affected by spinal cord injury has access to the support they deserve; and we are the only spinal cord injury charity in the UK providing specific services to children and young people.
Back Up has been voted one of the top ten charities to work for (Third Sector Best Charities 2020). The enthusiastic, inclusive and supportive spirit of our very skilled staff ensure excellence in the services we deliver.
Please submit:
• A CV with salary information for your most recent post and two referees, one of whom should be your present or most recent employer. We will contact them after interview.
• A (maximum) two side A4 supporting statement (saying why you want the job and explaining how you fit the person specification). This statement is crucial; CVs alone will not be accepted. See overleaf for guidance to help you make the most of your application.
• A completed equal opportunities form (this is optional)
We will acknowledge receipt of your application, and then let you know if you are to be invited to interview. First interviews will be held from the week beginning 5th September. If you cannot make any of those dates, please indicate.
Every four hours, someone in the UK will sustain a spinal cord injury. It could be as the result of an illness or som... Read more
The client requests no contact from agencies or media sales.
Communications Assistant
Contract: Permanent
Hours: 35 per week
Location: London
Salary: £24,298 with progression scale up to £28,186 pa (inclusive of London Weighting)
Closing date: 15 September 2022
Job ref:VA564
About the role
As a Communications Assistant you will work with and support the communications and media team in their activities including press releases, managing key internal communications, working on some regional content, and sourcing content demonstrating the impact of Freedom From Torture’s work.
You will be an integral part of our team reaching out to colleagues internally, and to external stakeholders. You will bring your organisational, communications, and writing skills to this essential role.
This is an exciting communications role sitting within a friendly and proactive team in Communications and Media where you will be supporting important projects to raise our profile and support our colleagues to create real impact for our organisation.
About You
Do you have a good knowledge of marketing and communications principles?
Do you have some knowledge and interest in the UK Media landscape and current affairs?
Do you have strong communications and organisational skills and the ability to juggle multiple projects?
A keen eye for detail and a proactive manner while managing large amounts of documents?
If so, we would like to hear from you!
How to Apply
To view the job description and person specification please click on the attachment.
To apply, please submit your CV and cover letter outlining how you would be a great fit for the role.
In return we offer a competitive package, with a generous 30-day annual leave entitlement, flexible working and 6% employer pension contribution (minimum 1% employee contribution)
Freedom from Torture is dedicated to healing and protecting people who have survived torture. We provide therapies to improve physical and mental health, we medically document torture, and we provide legal and welfare help. We expose torture globally, we fight to hold torturing states to account and we campaign for fairer treatment of torture survivors in the UK.
We campaign for national and global change, using evidence from our services and survivor voices to protect and promote survivors' rights and hold torturing states to account. We are proud to play a significant role in the global anti-torture movement. Survivors, active and empowered, are at the centre of all of our work.
Freedom from Torture is committed to its responsibilities under safeguarding, and expects all staff and volunteers to share this commitment. This post is subject to a satisfactory DBS disclosure, as well as a need for full employment history and up to date employment references.
Freedom from Torture is an equal opportunity employer. People with lived experience of torture or asylum, from Black, Asian and minority ethnic backgrounds, LGBTQIA+ individuals and people with disabilities are strongly encouraged to apply.
We reserve the right to close the vacancy early if we receive a high volume of applications.
No agencies please.
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:
- Awarding grants of circa £5.8m to charities for work which has national significance in the arts, environment and social action, and
- 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.
The client requests no contact from agencies or media sales.
Variety is seeking a highly skilled, professional, and dynamic Executive Assistant to support the Chief Executive and the Chief Barker (Chair of the Board of Trustees).
Executive Assistant
Ref: EA
Location: Camden Town, London
Salary: £30,000 - £36,000 per annum (depending on experience and qualifications)
Hours: This is a full-time 35 hours per week role, with potential to be a 28-hour job if preferred. Some flexible working considered.
Reporting to: The Chief Executive
Variety, the Children’s Charity
In the UK there are more than 1.3 million children and young people living with a disability and nearly four million children living in poverty. We exist to improve the lives of these children and since 1949 Variety in the UK has raised more than £270m in pursuit of this objective. Variety provides practical, tangible help that makes an immediate difference, which includes grants for specialist equipment as well as accessible transport used by schools and other non-profit organisations across the UK. Our Great Days Out are legendary.
The Role
The role involves supporting both executive leaders with day-to-day administration as well as organising various regular board and committee meetings etc. The role will also encompass office and HR management duties as and when required.
The ideal candidate will have experience in both supporting a senior executive and a board of Trustees/ Directors (or senior committee). You will be skilled at building relationships at all levels of the organisation and must show discretion and tact when dealing with matters of a confidential nature.
You will need previous experience in an EA role, be unflappable, very organised, and able to stay on top of a busy and varied workload where it is crucial to manage the Chief Executive’s time and activities skilfully and confidentially. You will have a high level of communication skills (both written and verbal), with a can-do attitude and someone who can use their initiative to proactively drive deadlines and forward plan ensuring varied tasks are done.
This is a unique opportunity to join the Charity at an exciting time and be part of a small team making big changes for its future.
The successful candidate will be subject to an appropriate DBS check.
Closing Date: 12th September 2022
Applications will be considered on a rolling basis, therefore, we advise candidates to apply at the earliest convenience and reserve the right to close the vacancy before the stated closing date.
Please make sure to include reference ‘EA’ in the subject heading of your application.
PLEASE PRESS THE 'HOW TO APPLY' BUTTON FOR MORE INFORMATION.
Equal opportunities
Variety is committed to equality and diversity. To help us assess the reach of our recruitment practices, we would be grateful if you would complete our attached equal opportunity form.
The information you provide will be treated as strictly confidential.
Unfortunately, we are unable to reply to everyone who applies, so only applicants shortlisted for interview will be contacted. Please note applications will be considered on a rolling basis so you are encouraged to apply as soon as possible. We reserve the right to close this vacancy early if we can appoint before the advertised closing date.
No agencies please.
the Chief Executive (CEO), board of trustees and board committees; co-ordinate their
relationship with key stakeholders and partners and undertake the formal business of
membership.
Key tasks and responsibilities
Provide proactive day to day support and diary management for the CEO liaising with all
relevant parties as required and ensuring appropriate briefings including printed papers are
available in advance and making relevant travel and accommodation arrangements.
Work with the Director of Strategy and Governance to deliver:
Administrative support for the board - including meeting arrangements; minuting
meetings and support for board committees as well as trustee records and relevant
governance activities
Support for the Advisory Council including arranging and minuting meetings
Maintain the organisations contracts register and associated records on the database
Maintain records of external complaints and produce annual report for the board
Manage content of related areas of the intranet and website and relevant records on the
database
Scheduling meetings with the relevant people at a time and date that is convenient to
all parties
- liaising with appropriate external contacts and internal teams
- booking rooms and organising refreshments
- collating, circulating and printing papers in advance of the meeting
- minuting the meeting and agreeing with chair before disseminating them (noting that
some meetings may be confidential in nature.)
The person suited to this role will have:
Incredible organisational skills, with a flair for diary management understanding and appreicating that diary managment is a project and not just filing a time slot. Confidence in their personality and expereince of engaging with people at senior level. Enjoyed a high volume of relationship management and experience of minuting meetings.
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.