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The Royal Anniversary Trust

Thank you for your interest in the role of Operations Coordinator at the Royal Anniversary Trust. The Trust is a unique charity that promotes and champions the outstanding work of universities and colleges across the United Kingdom. We are best known as custodians of the prestigious Queen Elizabeth Prizes for Education, part of the national honours system, which recognise and celebrate excellence, innovation and the positive social impact of tertiary education in the UK and worldwide.

We welcome conversations about flexible working and encourage discussions and requests for flexible working at every stage of the recruitment process, including before application.

Purpose of the post

This pivotal role provides coordination and administrative support to essential functions within the Royal Anniversary Trust, including supporting the delivery of the Queen Elizabeth Prizes for Education and associated activities including, fundraising, data management, diary management and communications.

As a small charity, we work collaboratively and support one another across the organisation. Team members are happy to contribute beyond their core responsibilities when needed.

Main Responsibilities

 Operations Support

• Provide administrative support to all Trust team members in the day to day running of the Trust, including diary management, coordination of internal and external meetings and visits, and preparation of agendas, briefing materials and itineraries.
• Act as the initial point of contact for the Trust, managing shared inboxes and taking responsibility for day-to-day enquiries independently, dealing with stakeholders in a helpful and personable manner and forwarding complex correspondence to the relevant team member in a timely manner.

Prizes and Programmes

• Support the Prizes Director in the delivery of the Queen Elizabeth Prizes for Education, from promotion of the Prizes to eligible institutions, administrative support of the application and review process, acting as first point of contact for applicants, Readers and stakeholders, and supporting the Panel and Awards Council meetings.
• Assist the Prizes Director in the coordination of Prizes events, such as the Prizes announcement reception, gala dinner and ceremony, and the Head of Development wider Trust events, including guestlist management, communication with event stakeholders and guests, booking venues and suppliers and supporting at the events.
• Support the Prizes Director in the management of the Prizes Application and Review online platform, including data management, monitoring, development and reporting.
• Assist in the coordination of promotional activities to eligible universities and further education colleges, such as institution visits, conferences and marketing.
• Provide support for Alumni Programmes, from event support, to managing communications and other administrative tasks.

Fundraising and Development

• Maintain accurate and up-to-date records in the Trust’s CRM, working with colleagues to ensure information is entered promptly after meetings, events and other activity.
• Carry out regular checks to identify and correct incomplete, outdated or duplicate records.
• Support colleagues in using the CRM consistently, including agreed processes for recording contacts, organisations and interactions.
• Handle personal data securely, in line with GDPR and the Trust’s data protection procedures

Communication and marketing

• On occasion, may be asked to assist the Communications Director with tasks related to communications and marketing, such as updating the Trust website, creation of materials or social media content to support Prizes and Programmes.

Values and Behaviour

Model best practice behaviour towards colleagues and maintain the high reputation of the charity throughout all activities, able to work in confidence and with the highest levels of discretion in all external dealings including with senior stakeholders in academia, government and the Royal Household.

• Commit to and uphold Trust values as a staff member of a Royal charity acting on behalf of the Monarch.
• Ensure that values of equality, inclusivity and diversity are reflected in all work.
• Work in a flexible manner and be willing to undertake other duties as reasonably requested, including some travel, and evening work as reasonably required.
• Take responsibility for designated tasks and use initiative and judgment to manage them appropriately and in a timely fashion as directed.
• Undertake any other duties as necessary from time to time, as determined by the line manager or other Trust Directors.

This job description is a guide to the nature of the work required. It is not wholly comprehensive or restrictive, and it does not form part of the contract of employment.

Person Specification

Essential Skills and Experience

• Experience of providing high-quality administrative and operations support across multiple workstreams, prioritising tasks and meeting deadlines.
• Experience of digital application and review platform, or similar types of platform administration including monitoring and maintaining data, creating reports and liaising with stakeholders in relation to the platform. The Trust uses Award Force, but experience of any type of online platform would be relevant.
• CRM data management experience including maintaining accurate records and production of reports and data using a CRM system. The Trust uses Zoho, but experience of any CRM platform would be relevant.
• Professional and confident in communicating with a range of high-level stakeholders via email and in person.
• Highly organised, team orientated, flexible to adapt working across varied tasks and confident working independently and as part of a team.
• Strong attention to detail, data management and administrative skills.

Desirable skills and experience

• Event delivery experience.
• Experience of working in a charity, third sector organisation or education sector.
• Experience of marketing, communications or outreach activities.