Administration, Governance and Facilities Officer

Joseph Levy Foundation

London, Greater London (On-site)

£35,000 - £37,000 per year

Part-time (18.75 hours (2.5 days per week))

Permanent

Community Development ∙ Health ∙ Youth and Children

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Job description

As the Administration, Governance & Facilities Officer, you will play a pivotal role in supporting the effective operation of the Joseph Levy Foundation. Working closely with the Executive Director, you will provide high-quality administrative, governance and facilities support, ensuring the Foundation operates efficiently and meets its governance and operational responsibilities.

This is a varied and hands-on role in a small, values-led organisation, offering the opportunity to work across board and committee administration, governance support, office and facilities management, organisational administration and stakeholder coordination. You will act as the primary point of contact for governance administration, supporting Trustees and the Executive Director by coordinating meetings, preparing board papers, producing accurate minutes and maintaining governance records.

Alongside governance responsibilities, you will oversee the day-to-day administration and facilities functions of the Foundation, ensuring the office operates smoothly and systems and records are maintained. You will also contribute to improving administrative processes and embedding efficient ways of working across the organisation.

Key Responsibilities

Administration

Provide comprehensive administrative support to the Executive Director and, where required, the Chair and Trustees.
Prepare letters, reports, presentations and other documents.
Manage the Foundation's shared email inbox and correspondence.
Update and maintain electronic filing systems, including SharePoint.
Maintain accurate organisational, governance and grant records.
Support the Foundation's governance administration.

Meetings & Coordination

Organise meetings, including Board and Trustee meetings, and prepare agendas and meeting papers.
Attend Board meetings, producing accurate minutes and action logs.
Support the organisation of Foundation events, workshops and meetings.

Office & Facilities

Maintain a safe, organised and welcoming office environment.
Order and monitor office supplies and equipment.
Welcome visitors and assist with the day-to-day running of the office.
Open and close the office on your working days.
Liaise with suppliers and contractors to support the smooth operation of the office.

General Responsibilities

Build positive working relationships with colleagues, trustees, suppliers and external stakeholders.
Maintain confidentiality and handle information appropriately.
Work in accordance with the Foundation's values, policies and procedures.
Contribute to improving administrative processes and ways of working.
Carry out any other duties appropriate to the role.

Person Specification

We recognise that people develop their skills and experience through many different pathways and do not expect applicants to meet every area listed below.

We are particularly interested in people who bring experience of administration, governance and office operations, together with the ability to build positive relationships, manage competing priorities and support the effective running of a small, values-led organisation.

Experience

Experience of providing administrative support to senior leaders, Boards or Trustees.
Experience of coordinating meetings, including preparing agendas, meeting papers and supporting documentation.
Experience of producing accurate minutes and maintaining action logs.
Experience of coordinating office administration and facilities.
Experience of maintaining accurate records and using digital systems to support administration.

Skills

Able to organise and prioritise a varied workload.
Able to communicate effectively with a range of stakeholders.
Able to produce accurate work with attention to detail.
Able to build positive working relationships with colleagues, Trustees, suppliers and external stakeholders.
Able to work independently, use initiative and exercise sound judgement.
Able to identify and escalate issues appropriately.
Able to contribute to improving administrative processes and ways of working.

Knowledge

Knowledge of governance processes and Board or Trustee administration.
Knowledge of office administration and facilities management.
Knowledge of digital systems used to support administration and collaboration.
Knowledge of the importance of handling confidential information appropriately.

Personal Attributes

Proactive and adaptable in your approach to work.
Willing to learn and develop new skills.
Committed to the Foundation's values.

Other Requirements

Able to work 2.5 days per week from the Foundation's office in Edgware Road, London, starting at 9am on working days.
Legal right to work in the UK.
Willing to complete an Enhanced DBS check before appointment.

Recruitment Timeline

Applications open: Wednesday 9th September
Applications close: Sunday 27th September
Interviews (in person at our office in Marylebone, London): w/c 5th October

Job details

Salary: £35 - £37k FTE (£17,500 - £18,750 pro rata)

Contract: Part-time, 18.75 hours (2.5 days per week)

Location: Office based, Edgware Road, London

Reports to: Executive Director

Equity and Inclusion

The Joseph Levy Foundation is committed to building an inclusive and equitable workplace where everyone feels welcomed, valued and able to thrive. We actively encourage applications from people with different backgrounds, experiences and perspectives, particularly those who are underrepresented in the charity sector. We recognise that people develop their skills through many different pathways and welcome applications from candidates whose experience has been gained through employment, volunteering, education or lived experience.

About us

The Joseph Levy Foundation is an independent grant-making charitable organisation with a long-standing commitment to funding smaller, grassroots organisations. With an endowment of around £23m, our annual commitment in grants in recent years has averaged £500,000. We have recently embedded an ambitious strategy which aims to find, fund and support organisations and individuals who have ambitious ideas to help young people experiencing disadvantage.

In tandem with our strategy review, we have undergone a comprehensive change process, which includes refreshing our processes and embedding an equitable grant making procedure.

As we enter the midpoint of the new strategy we will continue to be ambitious by introducing a Young Advisory Board to guide our work and to coach and support charity leaders of the future. This continued commitment will see the Foundation lead with its values which are: