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Job Title: Office Administrator
Department: Executive Team
Basis of Appointment: Full Time (38.5 hours)
Salary: £24,120 per annum £26452 Euros
Location: Berlin (with an induction period in London of approximately 3 months)
UWC makes education a force to unite people, nations and cultures for peace and a sustainable future. To fulfil its mission, UWC has 18 schools worldwide, alongside over 155 mostly volunteer run national committees which select UWC students. The UWC International Office is the executive arm of UWC International, a UK registered charity, and is situated at the heart of the UWC movement. It is currently located in an office in central London and a second office will soon be opened in Berlin. The UWC International Office collaborates closely with all stakeholders from across the UWC movement, engages the UWC alumni community of more than 60,000 members and serves UWC International’s governance bodies. Responsibilities include global fundraising, global communications, promotion and marketing, supporting the national committees in their daily work and growth, global strategy development and implementation and assisting the schools and colleges. Fund Development is one of the core functions of the UWC International Office,as over 80% of national committee selected boarding students at UWC schools and colleges re
Job Scope, Tasks, and Responsibilities
The Office Administrator/s (Berlin and London) ensure smooth running of the UWC International Offices, which are the central hub of a large global educational network of constituents operating in about 150 countries. The Office Administrator will work with colleagues to set-up the Berlin office for its opening in the latter part of 2019. Although fully based in Berlin, this position operates within a highly international environment. The candidate is expected to engage with the vision and mission of UWC, and work cooperatively with the London and Berlin teams as well as wider constituents to further the mission of the organisation. This is a ‘hands-on’ position and offers the opportunity to work with colleagues, constituents, suppliers and the wider public.
The Office Administrator is part of the Executive team. As the first contact point for the general public and constituents they will welcome visitors and field questions and issues to be followed up by specialist members of staff. The Office Administrator ensures a professional running of the office, overseeing various office services, and provides specific administrative support for Directors and various teams when needed.
Office Administration & Support
Responsibility for overall administrative operations including reception, mail, couriers, stationery, office calendars, kitchen supplies and some data entry.
Responsibility for maintenance of office space and equipment, liaison with support companies (including IT, telephone, internet, printing, and housekeeping), and ensuring that all parts of the office, including archives and filing systems, are maintained and are accessible, orderly and functional
Maintaining accounts and book-keeping for the office.
Supporting teams with the distribution of publications, conference calls, and meetings where necessary
Reconciling monthly expenses and credit card statements for directors.
Booking accommodation and travel, and assisting with visas for office staff and others in the UWC movement.
Coordination of office events including logistics, communications, and arrangements, (for example, staff training days)
Resolving IT queries, including the setting up computers for new staff including access to necessary platforms, files and drives.
HR support, including administration of recruitment which involves placing adverts on various websites, sending invitation letters to job applicants, preparing shortlisting documents and responding to queries from potential applicants.
Booking interview dates and meeting rooms for interviews.
Checking applicants position in relation to work visas
Responding to queries from people who wish to volunteer
Arranging induction and preparation meetings for new staff including carrying out health and safety inductions
Updating the online staff handbook in the shared drive,
Assisting with the research of policies as and when needed.
First-line Contact for Internal and External Stakeholders
Answering general phone and email enquiries from the public and fielding issues for follow-up by specialist members of staff
Welcoming visitors to the office in a professional and friendly manner
Where appropriate, initiating correspondence with the public directly or on behalf of other members of staff
Coordinating information between constituents when necessary
Helpful, professional and friendly service to a multicultural, global community who often do not speak English as their first language
This will be the contact for office related support areas such as First Aid and Health and Safety.
Other duties in support of departments may be assigned from time to time
Experience of reception duties and office management is highly desired
Experience in Google Suite - Gmail, Drive, Docs and other systems (Excel)
Experience of basic accounting/book-keeping in the German context
IT systems understanding,an interest in working closely with the IT service company and supporting colleagues with IT issues
Excellent communication skills, both orally and written
A good eye for detail and a methodical approach to tasks
Knowledge of languages other than German and English is desirable but not necessary
A proactive attitude, and the ability to take initiative and work to deadlines under minimal supervision
A cooperative attitude with a willingness to support colleagues and constituents
An interest in UWC’s vision and mission.
Applications Process and Deadline:
Please send your CV and covering letter (each of a maximum of 2 pages) in English. In your application, please also provide the name, roles and contact details of two referees. We will not contact them without letting you know.
Please note that applications without a cover letter will not be considered.
Deadline for application: 9 am UK time on 26 August 2019. The interviews will take place the week beginning 2 September 2019.