Remote
£20,000 - £28,500 per year Pro Rata
Permanent, Part-time, 25 hours per week
Job description

Human Rights at Sea are looking for an experienced, talented administrator to help us end human rights abuses at sea. 

About Us 

Established in 2014, Human Rights at Sea is a leading UK-based international NGO with a singular vision to end human rights abuse at sea based on its founding principle that human rights apply at sea, as they do on land. 

We are a UK-registered Charitable Incorporated Organisation (CIO) with growing international reach and influence. We are deeply committed to upholding human rights protections at sea and developing effective routes to social justice by acting as a global catalyst for collaborative change through our research, advocacy, investigation, and transformative initiatives. We operate in a high-tempo environment, mostly remote, and we work with, and across state, commercial, academic, and civil society entities, frequently at the highest levels. 

We are now looking to increase our internal efficiency and capacity by recruiting an administrator to join us on a part time basis.

Your Package

·      Salary of between £20,000 and £28,500 (full time equivalent)

·      25 hours working week (ideally worked over 5 days)

·      Pension scheme 

·      30 days’ holiday (pro rata) 

·      Death in Service insurance 

This is an exceptional opportunity for a highly capable administration professional with broad and practical experience supporting individuals and team who operate in a fast-paced, high-pressured environment with resilience. 

Yours will be a crucial role in support the organisation to achieve its aims and ambitions. 

The Role 

As Administrator you will support the Senior Leadership Team (SLT) by providing high-quality, efficient administrative support. The role requires flexibility, discretion,  commitment and consistent attention to detail.

We operate at very senior levels internationally and you must be both comfortable and confident in supporting this. 

The ideal candidate will be highly organised, efficient, discreet, and proactive. A sense of humour and a resilient character is essential for the issues and topics that we cover.

Some of the typical tasks that you will be expected to perform are as below, but it is important to note that as we operate in a fast-paced environment and there will be other tasks you will be asked to take on and deliver to the highest standards. You will need to have the ability to rapidly reprioritise and shift focus. 

Diary Management 

  • Arranging meetings with internal and external stakeholders (nationally and internationally) 
  • Making bookings and arranging travel and accommodation as required 
  • Ensuring members of the SLT are fully prepared and supported for meetings 
  • Track attendance and apologies at meetings 
  • Circulate papers
  • Take minutes of meetings and track action items with identified staff and trustees 

Incoming Enquires 

  • Processing incoming email and telephone enquiries 
  • Making appropriate replies to the extent authorised 
  • Making interim replies as required 

Document Preparation 

  • Producing documents (emails, letters, reports, etc) from notes or instructions 
  • Maintaining currency of master documents and templates 
  • Typing documents (emails, letters, reports, etc) from audio dictation 
  • Editing and refining emails, documents and presentations

Task Management 

  • Tracking action items and progress against them for SLT members 
  • Prompting SLT members of upcoming deadlines and requirements 

Admin systems 

  • Setting up and maintaining filing systems and records 
  • Maintaining version control of files  
  • Retrieval of files and documents as required  

Finance 

  • Entry of expenditure and income into finance system (mostly automated) 
  • Preparing payments for authorisation 
  • Liaise with accountants as necessary

About You 

To be considered as Administrator, you will need: 

Demonstrable Experience:

  • Experience in an administration/executive assistant/personal assistant role in a highly pressurised environment requiring tact, judgement, and discretion in handling internal and external contacts, documents, and external stakeholder engagement
  • Experience of working remotely and supporting a team who operate remotely 
  • Experience of complex diary management, research and booking of travel and accommodation
  • Experience of successfully working with senior management
  • Experience of audio typing
  • Experience of minute taking

Knowledge:

  • High standard of literacy and numeracy
  • Expert level in the use of Microsoft Outlook, Word and SharePoint
  • Intermediate level in the use of Microsoft Excel and PowerPoint
  • Good working knowledge of a range of IT programmes and systems 
  • Financial management and book-keeping (desirable)
  • Shorthand skills (desirable)

Skills: 

  • Loyalty
  • Excellent organisational skills, ability to multi-task and organise others
  • Excellent communication skills, both verbal and written, and ability to professionally represent the organisation 
  • Ability to work under pressure and be flexible as part of a small team
  • Attention to detail and deadlines
  • Ability to think ahead and anticipate needs before they arise
  • Ability to exercise discretion in dealing with confidential or sensitive matters
  • Confident and able to work on own initiative without supervision
  • Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances
  • Ability to prioritise and manage own workload amid conflicting demands and busy work periods
  • Ability to filter information and assess priorities
  • Ability to acknowledge mistakes, learn lessons, and rapidly move on
  • Willingness to undertake training as required

Other:

  • Attendance when required at physical meetings (though we are a largely a virtual organisation we recognise that it is important to have face-to-face contact at times)
  • Potential foreign travel (short periods, as required and as agreed)

To apply for this role, please send an up to date CV with cover letter explaining how you meet the experience and knowledge requirements for this post.

Application Instructions

To apply for this role, please send an up to date CV with cover letter explaining how you meet the experience and knowledge requirements for this post.

More about Human Rights at Sea
About
Human Rights at Sea

Our Mission

To explicitly raise awareness, implementation and accountability of human rights provisions throughout t... Read more

Posted on: 13 October 2021
Closing date: 05 November 2021
Tags: Admin, Operations

The client requests no contact from agencies or media sales.

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