Office Administrator Jobs

JOB DESCRIPTION:

Reports to: Supporter Care Manager

Liaises with:

• Supporter Care Manager
• Supporter Care Officer
• Database Manager
• Database Officer
• Acquisition Manager
• Giving and Engagement Manager
• Legacy & In memoriam Manager
• Communications & Digital Team
• Senior Operations Manager
• Finance Department
• Partnerships Department

Job location: London

Contract: Permanent

Salary: £25K

Purpose of Role: 

Reporting to the Supporter Care Manager, you will deliver excellent customer care to supporters and potential supporters of Operation Smile UK. As an integral part of the Supporter Care team, you will successfully support the Individual Giving programme and wider fundraising activities, providing support to ever increasing income and supporter stewardship for the delivery of increasing levels of unrestricted income for Operation Smile UK.

Key Responsibilities:

• Be the first point of contact for existing supporters and new supporters who respond to our fundraising activities by phone, email, letter or in person, letter, or email delivering outstanding supporter care
• Liaise with supporters in timely communication via email, phone, and mail with excellent customer care
• Priority is to answer incoming phone calls and escalate any difficult situations/complaints to Supporter Care Manager
• Support processing incoming phone and postal donations
• Assist with banking and processing incoming/outgoing post
• Be responsible for thanking our supporters including by letter, email and phone, despatch of information and fundraising materials
• Enter and maintain accurate records on our Database
• Maintain and assist with all types of donation processing administration and Database record amendments/records being kept up to date this will include Gift Aid status and contact consent requests
• Assist with cancelling and amending all types of regular gifts and sending out appropriate letters
• Manage removal process and consent process
• Assist with sending out problem payment letters
• Assist with handling material requests and recording actions on Database
• Assist with any third-party agency supporter care requests
• Maintain sensitive information and records with appropriate confidentiality
• Play an active role in developing the supporter journey at Operation Smile UK, working with the Supporter Care Manager, Head of Supporter Care & Database, and colleagues across Fundraising & Communications.
• Perform any other reasonable duties as requested by the Supporter Care Manager or Head of Supporter Care & Database.

Skills and Experience Required:

Essential:

• Excellent customer service for internal and external stakeholders
• Written and verbal communications skills
• Excellent phone manner
• Strong eye for detail, methodical and accurate (critical that the database and supporter details at 100% accurate)
• Degree or equivalent qualification (i.e. marketing qualification).
• Attitude of continuous improvement, and lifelong learning.
• At least two years’ experience in a junior supporter care or administrative role
• Experience of donation or financial administration and working in a direct marketing environment or supporter care environment desirable with good knowledge of Microsoft Office.
• Excellent proficiency with CRM systems (Ideally Raiser’s Edge) and the ability to learn new systems and processes.
• Experience of outward facing donor stewardship, and relationship building.
• Excellent organisational and time management skills.
• Ability to prioritise workload, meet deadlines and possess problem solving skills.
• Ability to multitask and work in a fast-paced environment
• Can work on own initiative and be able to show initiative.

Interviews will be held on a rolling basis and will comprise of a technical test, a face to face interview and an informal meeting with our Director of Operations. 

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy. At Operation Smile UK, we see people first and foremost for their performance and potential. We are committed to building a diverse and inclusive organisation that supports the needs of all. As such we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. We operate a hybrid work structure. We are proudly Disability Confident Committed employers. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. For help with your application please see job description.

Homeless Link is the national membership charity for frontline homelessness services. We work to improve services through research, guidance and learning, and campaign for policy change that will ensure everyone has a place to call home and the support they need to keep it.

Based in our London Head Office the Executive Assistant will organise, prepare agendas and take minutes of Board, Sub-Committees and management meetings, maintain excellent records and support the Company Secretary to ensure governance requirements are met.  In addition, they will provide administrative support for routine HR issues including our recruitment process.

We are seeking someone with experience of supporting senior level meetings, who is comfortable working with senior executives and board members and dealing with sensitive or confidential information.  They will also have excellent organisational, interpersonal and customer service skills and a strong attention to detail.  If that sounds like you and you support our mission to achieve positive futures for people who are homeless we would love to hear from you!

We are actively seeking to increase diversity within our organisation, and would welcome applications from people with lived experience of homelessness, from a black or minority ethnic background and/or with a disability.  We can be flexible around the working pattern for this role, but it will require attendance at Board and Sub Committee meetings, some of which may be in early evening. Although this role is based in our Head Office our hybrid working arrangements, allow office based staff to work from home depending on work requirements.

For full details and how to apply please visit our website.

The Database Assistant will maintain Symplectic Grant Tracker, a key organisational database, ensuring all data is accurate and meaningful. This database holds the application portal for organisations and is how the Grants & Learning Team manage and support funded partners with their grants. You will undertake regular database administration tasks, such as adding new users, updating forms, importing data and amending the database where required by the team.

You will play a key role in the organisation around GDPR and data protection, working alongside the Database Administrator with a focus on our Salesforce databases, to ensure consistency across both systems. You’ll be working within a team that advocates for evidence-led decision making and a sustainable data culture.

You’ll be a member of the Communications & Marketing team, reporting into the Insights Manager. You’ll also be working closely with the Grants & Learning Team who are responsible for delivering our ambitious, nationwide grants programme and who currently support over 500 grassroots organisations and 18-25 year old creatives. This role will be responsible for ensuring that the correct information is stored effectively and is easily accessible, reportable and usable on Grant Tracker. The Database Assistant will assist us to demonstrate delivery against our Business Plan by programming our grants database to be the most effective at collecting and producing the data output needed by the team.

This new role will be a reliable support for users across the organisation, providing helpful and friendly support.

 About you

 You will have experience with databases, excellent administration, communication and analytical skills, and a keen eye for detail. You will be highly organised, task-focussed and have a methodical approach to your work. In addition, you’ll be able to demonstrate good understanding of regulatory and compliance practices surrounding data protection. You will lead on with the review and writing of guidance and user support materials, enabling users to feel confident in their use of databases.

You’ll enjoy liaising with colleagues and staff at all levels. You’ll be proactive, thriving in a busy environment with an ability to prioritise based on organisational need. You’ll have a collaborative approach, able to communicate to audiences with varying levels of technical expertise.

Your key data management and interpersonal skills will help us work towards our organisational outcomes; to equalize access and outcomes for children and young people, empower projects and professionals to survive and thrive, and inspire change amongst the creative ecosystem.

You will be interested in developing a career in data management, particularly in the creative sector and/or grant-making. This role will enable you to develop your technical skills while gaining a good understanding of how a grant-maker and creative industry-based organisation works, as data and data management cuts across all elements of our work.

Key responsibilities

 General administration duties

• General administrative functions for Grant Tracker: user maintenance, updating records, importing data and amending the database.
• Database administration for funding programmes: setting up funding rounds, building forms, testing and ensuring data integrity.
• Create and maintain reports and dashboards for teams across the organisation, presenting data in a useful and efficient way.

User support

• Provide training for new users and growing Grant Tracker skillsets across Youth Music with one-off and ongoing training, support the development of our ‘super-users’, maintaining relationships across the team and supporting them with their daily system requirements.
• Maintain user manuals and system documentation, building upon existing data management processes and user guides.
• General bug-fixing and user support.

 Database maintenance and integrity

• Performing database maintenance tasks, including diagnostic tests and ensuring data integrity.
• Ability to find creative and innovative solutions to solve problems and improve efficiency.
• Ensuring we comply with our own policies across all our databases with regards to GDPR legislation.
• Managing the relationship with our technology partners by gathering detailed requests for improvements or changes to the system.

General

• Carrying out all such additional duties as are reasonably commensurate with the role.
• This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform.

Person specification

Essential

• At least one year’s continuous experience working in a similar role.
• Ability to work independently with own initiative on various ongoing projects.
• Excellent attention to detail, with high levels of accuracy and consistency.
• Good understanding of GDPR, and familiarity with approaches to ensuring data integrity.
• Strong MS Office skills, including the ability to segment, analyse and manipulate data (Advanced Excel).
• Strong relationship-building skills with the ability to provide helpful and friendly support to database users during introductory and ongoing training.
• Excellent project management skills and the ability to deliver high-quality work in a fast-paced environment.
• A fast learner, with willingness and commitment to develop further knowledge and qualifications on key systems (with support from Youth Music).
• Knowledge of and commitment to inclusion, diversity, equality and accessibility.

Desirable

• Experience in a charity, agency, youth or music organisation.
• Knowledge of grant making.
• Understanding of the music education and / or music industries landscape.
• Passion for music and interest in its benefits for individuals and society.

Who we are:

Muslim Aid is a UK faith-based international development organisation that provides support to communities around the world affected by disasters, conflict, or endemic poverty without regard to their social, religious, or ethnic background. 

Established in 1985, Muslim Aid has facilitated the engagement of the British Muslim and non-Muslim community in support of its work in a variety of ways. Over the years, its humanitarian work has included responses to major crises around the world including, famine in East Africa, earthquakes and flooding in Pakistan and Bangladesh as well as conflicts in Syria and Yemen. 

We place strong emphasis on long-term development projects that build the capacity of local people to help themselves. In addition to the 5 country offices worldwide we also work with multiple partner offices focusing on sustainable Development Programmes and providing humanitarian relief during times of crisis.

Summary of the role:

This role is crucial in supporting the Head of Strategy in developing the organisational strategy and operational plans, making sure that everything stays on track.

This will include assisting in monitoring the progress of strategic planning, planning workshops to facilitate internal communication and learning, but also supporting in routineday-to-day tasks including scheduling, managing the flow of, filing, archiving and securing of important/confidential information, facilitating smooth and effective communication with relevant stakeholders and by providing administrative support on small-scale projects.

We need someone who is a quick learner, proactive, and can adapt quickly. Your work directly impacts the future strategic direction of Muslim Aid.

About the Role:

1. Assist in the development and implementation of organisational strategies and plans.
2. Support in the monitoring of key deliverables against identified indicators in the operationalisation of the strategy, including effective coordination with relevant departments to ensure milestones are met.
3. Undertake small-scale project work including researching, analysing and recommending next steps.
4. Where necessary, read, research, and summarise documents, reports, and articles, advising the Head of Strategy on current sector developments.
5. Develop a thorough understanding of Muslim Aid's work areas in order to ensure strategic linkages/appropriate dissemination of information or assignment/follow up of actions.
6. Analyse data and metrics to provide insights and identify opportunities for improvement or innovation

About You:

To be successful in this role, you will need:

1. Educated to Bachelor’s degree level.
2. Experience of organising and coordinating meetings and events.
3. Ability to manage your time and prioritise tasks to meet deadlines and maintain a structured workflow.
4. Ability to create, organise, and maintain both physical and digital records, ensuring easy retrieval and secure storage.
5. Ability to effectively communicate with team members and all stakeholders to relay information and ensure alignment on goals and objectives.
6. Ability to be flexible and adaptable to changing priorities and be able to quickly adjust plans and schedules as necessary.

 Why you should apply:

Join us as a Strategic Support Officer and play a crucial role in driving our strategic initiatives. Facilitate stakeholder communication, manage strategic documentation, and assist in research and analysis to advance Muslim Aid’s mission. Ready to make a difference? Apply now!

Benefits you will enjoy working for us: 

• 37 days holiday (including Bank Holidays and Privilege days) 
• Hybrid working
• Paid time off for medical appointments 
• 2 hours lunch break on Fridays 
• Time off in Lieu (TOIL) 
• Pension Scheme

How to apply:

To apply please submit your cover letter (no more than 1 page) and CV.

About Global Health 50/50:

Global Health 50/50 (GH5050) provides rigorous data and insight in the pursuit of gender equality within global health and across sectors, systems and frameworks. Established in 2017, GH5050 operates as an independent, evidence-driven initiative with charitable status registered in the UK. Our ethos revolves around the principles of human rights, particularly in relation to gender equality, and we are resolute in our commitment to effecting meaningful change.

At GH5050, we embrace an authoritative, analytical approach, underpinned by a genuine concern for social justice and equity. Our work transcends borders, drawing upon a wealth of data-led insights to inform policy, shape discourse, and drive tangible progress. As a trusted source of information and analysis, we serve as both catalyst and convener, fostering collaboration among diverse stakeholders to effect change.

While founded to monitor and act on inequalities and inequities in the global health sector, GH5050 is now embarking on an ambitious expansion into new sectors, including law and justice and finance and economics building upon our proven model of data-driven advocacy. By leveraging partnerships, engaging stakeholders, and amplifying marginalized voices, we aim to make enduring contributions to the global pursuit of gender parity and social justice.

Role Summary

The Operations Executive will join a small but rapidly growing team working at GH50/50. Within this role, and in close collaboration with the Head of Operations you will ensure high quality administrative support across GH50/50, setting the entire team up for success. This is a crucial role that will ensure that things run effectively and efficiently in support of our mission.

This is a brand new role for GH50/50, therefore we are looking for a bright, self-starter who can work with the Head of Operations to shape the role; providing recommendations to the organisation on administrative processes and own their projects from conception to delivery.  You will play a pivotal role in supporting the charity's administrative and strategic initiatives as we enter a new phase of growth. We foresee that the successful candidate will enjoy variety, will be highly organised and will have a can-do attitude.

Job Responsibilities:

o Support the Head of Operations in the smooth and efficient running of the GH50/50 office.

o Collaborate with the Head of Operations to source and roll out a new organisation-wide management system for GH50/50, ensuring thoughtful integration into our current working practices.

o Organise the Co-CEOs calendars, including scheduling meetings and appointments.

o Support the Head of Operations to prepare and manage correspondence, reports, and documents as required.

o Alongside the Head of Operations, maintain effective office management and administrative procedures.

o Manage and triage the organisational email account

o Monitor and update the organisation-wide contact database

o Ensure compliance with data protection and ethics legislation, including being up to date with GDPR requirements (training can be provided).

o Coordinate support to the team on basic financial management tasks, including expense claims and other reporting.

o Arrange and coordinate internal and external meetings, including managing calendars, conference call logistics, venue booking and wider meeting preparation tasks, preparing agendas, and minute-taking/dissemination of actions.

o Attendance at internal meetings across all work streams to increase information sharing and keep a sense of organisations objectives

o Coordinate the distribution of board and trustee and advisory group(s) meeting materials and invites.

o Support the Head of Operations to improve the ease of filing documents through our current system - SharePoint.

o Own the planning and organising of certain events, including launches, roundtables and conferences. This will include event management and travel booking, when required.

o Flexibility to take on additional administrative tasks as and when needed in support of the charity.

Skills and Qualifications:

● A keen self starter, who is passionate about the GH50/50 mission and where they can have impact.

● Experience in working with or for academic institutes for research organisations would be beneficial, as would experience working with a remote team with globally based stakeholders

● Excellent organisational and time management skills.

● Strong communication skills, written and verbal, with high emotional intelligence.

● Proficient in Microsoft Office Suite, and familiarity with HR and financial management systems.

● Excellent interpersonal skills and the ability to build collaborative professional relationships with a wide range of partners across diverse contexts, including whilst working remotely.

● Ability to handle confidential information with discretion.

● Knowledge and understanding of the charity sector.

All Staff are required to:

● Demonstrate commitment to GH50/50’s organisational values, including exercising high ethical standards with attention to teamwork, collaboration and integrity.

● Ensure that they have read and understood all mandatory policies and procedures.

● Uphold the Equality, Diversity & Inclusion and Anti-Harassment and Bullying Policies, ensuring effective implementation in all aspects of their work for the Charity.

● Act always within the Charity Rules, Policies, Procedures, and any other statutory requirements.

● Be proactive, bring ideas, suggestions and contribute to the improvement and development of the charity.

● Undertake training as required.

● Attend staff and team meetings as required.

● Observe health and safety procedures in the workplace to ensure personal safety and to safeguard the interests and safety of colleagues and visitors.

● To establish, foster and maintain close working relationships with other functions to allow swift resolution of issues and sharing of knowledge.

● Undertake other duties and responsibilities as appropriate since all staff are expected to work flexibly within their skill level to respond to changing priorities.

Our generous staff benefits include:

● 28 days annual leave (pro rata for p/t), plus bank holidays. In addition, we provide 3 days leave over the Christmas and New Year period.

● Flexible working arrangements with at least 1-2 days per week in the Cambridge office

● 5% employer pension contribution

● Employee Assistance Programme (EAP) via Health Assured

● Professional Development and Training

Hours: Full-time

Remuneration: £30,000 to £31,500 GBP gross annual (dependent on experience)

Duration: Permanent

Location: UK-Med Office, Manchester, UK with hybrid working (approximately 30% on-site)

Do you have knowledge of accounting, finance and budget functions, payroll processing and administration. Ability to analyse and apply data across the full range of finance, payroll, and accounting functions?

UK-Med is a frontline medical aid charity. Born of the NHS, we’ve been working for over 30 years towards a world where everyone has the healthcare they need when crises or disasters hit.

We are looking for Finance Coordinators to support our Finance Team in ensuring appropriate finance management, accounting, control and reporting.

You will assist in the day-to-day accounting operations in accordance with UK-Med’s policies and procedures,

Our ideal candidate will be able to support in processes financial transactions and provides technical support to the Field with the processing of financial transactions, and monitors compliance with applicable financial rules and regulations. The incumbent therefore keeps frequent contact with staff at various levels, including Country/Field Offices.

You will be comfortable working at pace and thrive on achieving challenging objectives and meeting rapidly changing demands.

Experience working internationally, particularly in humanitarian emergency response, is an advantage but not essential.

We offer a competitive salary and benefits along with a friendly working environment and the opportunity to make a real difference through humanitarian work. UK-Med is a growing and developing organisation with a committed team of staff, volunteers and members.

This role is a truly exciting opportunity to help develop our people services to meet the challenges and opportunities our growth present.

Please note that this is a rolling recruitment process. Applications will be accepted on an ongoing basis and hiring manager will review applications as they are received, decisions may be made at any time if a suitable candidate is identified.

Applications for work in the UK can only be accepted from people with an existing right to work in the UK.

UK-Med is committed to safeguarding of our personnel and beneficiaries and has a zero-tolerance approach to sexual exploitation and abuse. We conduct thorough vetting before any appointment is confirmed.

UK-Med is committed to the principles of diversity, equality, and inclusion. We strive to provide an inclusive and supportive environment where employees feel respected and supported to be able to fulfil their potential.

How to apply

To apply, please submit a current CV and a supporting letter (2 pages) through our online jobs portal.

Your covering letter must include a detailed explanation of your suitability for this post with specific reference to the criteria in the person specification

Applications must be submitted no later than Friday 21st June 2024

Please note that this is a rolling recruitment process. Applications will be accepted on an ongoing basis and hiring manager will review applications as they are received, decisions may be made at any time if a suitable candidate is identified.

Applications for work in the UK can only be accepted from people with an existing right to work in the UK.

UK-Med is committed to safeguarding of our personnel and beneficiaries and has a zero-tolerance approach to sexual exploitation and abuse. We conduct thorough vetting before any appointment is confirmed.

UK-Med is committed to the principles of diversity, equality, and inclusion. We strive to provide an inclusive and supportive environment where employees feel respected and supported to be able to fulfil their potential.

The Volunteering & Recruitment Co-ordinator will be a valuable member of the HR & Operations Team at Richmond Borough Mind. We are a diverse and well-established charity with a workforce of approximately 60 staff and 140 volunteers, and our team deliver a broad range of mental health support services for the community including Counselling, Peer Group Activities, Mental Health Training and Crisis Support. We are looking for a motivated and experienced co-ordinator to help us nurture our growing base of talented staff and volunteers. 

A natural people-person, you'll be a confident communicator with a proven instinct for matching candidates to careers, vocational pathways and volunteer placements. Experience working in the non-profit sector and knowledge of volunteering will be an asset.

A background in volunteer co-ordination and administration within a charity, HR or equivalent experience is essential. A knowledge of employment law, equality, diversity and inclusion, and best practice in HR will also be beneficial.

The ideal candidate will have strong organisational and time management abilities, as well as excellent interpersonal and communication skills. You'll also be confident working with a range of IT platforms including SharePoint, online meeting platforms, cloud-based database systems, online advertising portals and desktop publishing software.

Benefits of working for RB Mind:

· Contributory Pension Scheme

· 25 days annual leave plus bank holidays per year, increasing by 1 day per full year of service (up to a maximum of 30 days) [pro rata].

· Bonus 1 day of annual leave per year over the festive period (subject to Trustee approval) [pro rata]

· Flexible working

· Employee Assistance Programme (EAP) including free counselling sessions and a wellbeing app

· Paid time off for medical appointments

· Training and personal development opportunities

· Staff away days and socials

· Access to shared resources and training opportunities via Mind Federated Network

Richmond Borough Mind values diversity and difference.  We welcome applicants from all sections of the community, particularly individuals with lived experience of mental health problems.

Only shortlisted candidates will be contacted and successful candidates will be required to complete an Enhanced DBS.

About Us

Headway East London is a charity supporting people living with brain injury. Working across 13 London boroughs we offer specialist support and services for survivors and their families. We offer therapies, advocacy, family support and community support work alongside our day service: a community venue where people can make the most of their abilities and interests. We also promote awareness and understanding of brain injury by providing information to the public, and offering training to university students, professionals and businesses. Our vision is to build a community where people with brain injury are valued, respected and able to fulfil their potential.

About the Role

As HR Officer you will support the HR Manager in a busy HR function. You will play a vital part in ensuring a high-quality HR service and smooth running of the organisation, including overseeing the recruitment process and organising staff training. By focusing on the operational and administrative aspects of HR, you will help our creative, diverse community to thrive and to make a difference in the life of people living with brain injury.

Principal Duties and Responsibilities

1.  Act as first point of contact on all HR queries from the staff team, pass on complex HR issues to the HR Manager and manage the HR and recruitment email inbox.
2. Work with the HR Manager to update or create HR policies and procedures following best practice and keeping up to date with current legislation. 
3. Oversee the end-to-end recruitment process, ensuring all elements are completed efficiently and effectively. Headway’s recruitment procedure includes: placing adverts, receiving applications, arranging interviews, taking up references, maintaining the diversity monitoring information, processing DBS, liaising with managers to organise inductions, and ensuring the smooth transition of new starters.
4. Laise with Line Managers to ensure smooth transitions for leavers, confirming last date, working out outstanding leave entitlement and arranging exit interviews.
5. Work with the HR Manager on employee relation issues including disciplinary, capability, grievances, and absence management.
6. Be responsible for the administration of Headway HRIS software  and collate HR reports from this as and when needed by the Senior Management Team and the Board of Trustees.
7. Work with the HR Manager to maintain and improve the staff training and development and ensure staff complete all mandatory and necessary trainings.
8. Maintain accurate HR records and information such as job descriptions, staff absences, changes to contracts, work patterns ensuring confidentiality and compliance with GDPR regulations.
9. In the absence of the HR Manager work with the Finance Team to provide up to date payroll information to our payroll provider.
10. Manage the administration of the pension, salary sacrifice, and staff benefit schemes.
11. In conjunction with the Volunteer Co-ordinator provide administrative support in the recruitment process for volunteers, including taking up references, processing DBS and issuing agreements.

The Fundraising Officer at the Childhood Eye Cancer Trust (CHECT) supports a wide range of the charity’s activities, including but not limited to, helping to develop and grow income from individual donors with a focus on developing strong relationships with donors and families; as well as assisting with CHECT’s overall admin and operations.

We are looking for someone who is passionate about helping families affected by retinoblastoma and shares our values to increase awareness through communications and appeals, expanding our social media and website content and supporting our exciting fundraising efforts.

You will have a high level of autonomy and will be given the opportunity to develop new ideas in a role that is varied and flexible. 

Key Objectives of the role:

• To assist the Fundraising Manager on the organisation of events primarily mass participation events
• To assist the Fundraising Manager in providing excellent stewardship to all of CHECT’s supporters
• Management of the fundraising inbox, social media and regular email and telephone communications
• To provide admin and communication support to the wider CHECT team, monitoring the info@inbox and collecting and sending office post

What we offer:

• Small friendly team which allows for greater autonomy, collaborative and agile working
• Enhanced sickness and maternity policies
• Hybrid working between our London office and home
• 25 days annual leave + bank holidays
• TOIL for any evening or weekend work

We will be reviewing applications and interviewing on an ongoing basis.

For more information on the role, including the job description, click on our recruitment pack.

Posted on: 20th May 2024

Closing date: 19th June 2024

Who we are:

Muslim Aid is a UK faith-based international development organisation that provides support to communities around the world affected by disasters, conflict, or endemic poverty without regard to their social, religious, or ethnic background. 

Established in 1985, Muslim Aid has facilitated the engagement of the British Muslim and non-Muslim community in support of its work in a variety of ways. Over the years, its humanitarian work has included responses to major crises around the world including, famine in East Africa, earthquakes and flooding in Pakistan and Bangladesh as well as conflicts in Syria and Yemen. 

We place strong emphasis on long-term development projects that build the capacity of local people to help themselves. In addition to the 5 country offices worldwide we also work with multiple partner offices focusing on sustainable Development Programmes and providing humanitarian relief during times of crisis.

Summary of the role:

The HR Assistant will provide comprehensive administrative support to the HR department, facilitating the efficiency of operations of all HR functions. This role is essential for maintaining an organised HR system and processes, assisting with data management, and ensuring compliance with HR policies. 

About the Role:

1. Maintain accurate and up-to-date human resource files, records, and documentation.
2. Assist in preparing and maintaining reports on HR activities (staffing, recruitment, training, grievances and performance evaluations).
3. Accurate data entry of HR information systems to maintain data integrity.
4. Assist with data retrieval and reporting for compliance and HR planning.
5. Conduct regular audits on all HR trackers to correct discrepancies or missing documents in line with GDPR.
6. Regularly audit the HR information system (Personio) to ensure all profiles and documents are up to date. 

About You:

To be successful in this role, you will need:

1. Education to degree level standard.
2. Previous experience as a HR Assistant, Staff Assistant, or relevant Human Resources/Administrative position.
3. Experience with HR software and database (e.g. HRIS systems like Personio, Cascade).
4. Good interpersonal and communication skills and the ability to liaise effectively with people at various levels.
5. Strong ability to handle confidential and sensitive information with discretion.
6. High level of accuracy and attention to detail in all aspects of the work.

 Why you should apply:

We are looking for someone who is passionate about helping others, enjoys problem-solving, and are looking for a role where you can make a real impact and growth. As a HR Assistant, you will have the opportunity to work closely with people from all levels of the organisation and help Muslim Aid to achieve its strategic priorities.

Benefits you will enjoy working for us: 

• 37 days holiday (including Bank Holidays and Privilege days) 
• Hybrid working
• Paid time off for medical appointments 
• 2 hours lunch break on Fridays 
• Time off in Lieu (TOIL) 
•  Pension Scheme

How to apply:

To apply please submit your cover letter (no more than 1 page) and CV.

Prioritising tasks, meeting deadlines and opportunity to be part of a small, dynamic team, the Executive Assistant plays a key role bringing department leads together, developing papers and information for Trustees, liaising with the research community, supporting the fundraising team in their daily tasks and ensuring the highest level of accountability in the Governance of the charity. 

The role has a number of areas to fulfil: supporting research, supporting the fundraising team and supporting the Chief Executive to help the charity achieve it's ambitious operational strategy, alongside achieving it's aim of finding the cause and a cure for multiple system atrophy.

MSA Trust is a UK and Ireland-wide charity, supporting people with a life-limiting rare neurodegenerative disease. It has home based staff around the UK and a small office in central London. Your role will be pivotal in supporting the CEO and senior team to undertake their roles. 

ISEAL is offering a position for an aspiring sustainability professional who is excited by working to support data-driven innovation. The role will be part of a small team that works to support ISEAL Community Members to improve their management and use of data and technology. If you are looking to apply your existing project support skills and knowledge of data- and technology-focused activities, we can provide you with excellent insights and networks that will benefit your progress.

ISEAL supports sustainability standards and similar market-based sustainability systems to improve their impacts on people and planet. For more information go to iseal(.)org. The team this role is part of facilitates peer-to-peer learning and involves ISEAL Community Members in digital innovation projects that strengthen a range of processes and unlock new value in sustainability systems.

The coordinator will be part of this journey of peer-to-peer learning, pilot testing, and discovery. The role will collaborate with different ISEAL teams and be in contact with ISEAL Community Members and their partners, making this an excellent opportunity to learn about a wide range of initiatives.

To be considered, you will enjoy working on a varied and changing set of coordination tasks working with data practitioners, and will thrive on engaging with complex systems and learning more about topics related to sustainability standards. Some of the knowledge areas you may have come across could include: data management, data collection, geographic information systems (GIS), assurance & auditing, supply chain traceability or environmental and social reporting.

The key responsibilities we entrust you with

Member engagement and Community of Practice

• The Community of Practice is a group of data practitioners from ISEAL community member organisations, who come together to share learning, discuss issues and trends and look at potential innovation based on data and technology.
• Act as the main point of contact for the Data Community of Practice (CoP), scheduling meetings and managing communications on the ISEAL online platform
• Establish and build relationships with Community Members’ data practitioners to understand their current capacities and identify priority topics for cross-learning related to data
• Support in planning outreach to Community Members, using tools such as Salesforce to track participation and identify opportunities to increase engagement in the Data CoP
• Facilitate Community Members’ understanding and self-assessment of relevant data maturity themes and topics
• Support in the design, content development and facilitation of engagement opportunities that feature Member exchange and learning about data
• Support the planning, delivery, and follow-up of Data CoP events

Project support

• Coordinate project processes, including implementing procurement procedures, drafting contracts with consultants (based on ISEAL templates) and maintaining project-related systems
• Support drafting and production of relevant newsletters, website articles, and report sections
• Proof-read, edit, design, and format documents in Word and Powerpoint, using ISEAL templates
• Contribute to outreach to project stakeholders, Community Members, partners & event attendees, answering and directing queries and scheduling appointments and virtual/ in-person meetings
• Organise meeting logistics and delivery of virtual, hybrid, and in person meetings, agenda preparation, notetaking, audio recording and tracking / implementation of follow up actions
• Provide technical support during Zoom and Microsoft Teams meetings, operate other engagement tools (e.g. EasyRetro, Miro, Jamboard, etc), and facilitate break-out rooms
• Carry out background research, review documents, and gather and analyse information on digital innovations, using templates and tools such as Excel
• Attend conferences and learning events and share relevant learnings internally
• Build understanding of Community Members' and external stakeholders’ data needs and capabilities.

Information management

• Maintain resources and web pages related to data governance and information management on the ISEAL online platform
• Facilitate peer exchange and knowledge sharing on priority topics through online platform
• Manage a GitHub repository

General

• Assist and participate in discussions related to the data and information management programme
• Assist in promoting best practice in use of IT, communications and knowledge management systems
• Additional responsibilities as assigned by supervisor

Essential attributes, skills & knowledge

• Experience working in a project support role or data-related role focused on project administration, data and information management, data analysis, and/or stakeholder engagement
• Experience and comfort working with data and digital related subject matter, possibly gained through research, project communications and/or analysis and review of data sets
• Strong organisational skills, and experience with administration, meeting coordination, logistics contracts, budget tracking, etc.
• Good communication skills for partner and external communication and comfortable providing facilitation support (e.g. webinars, workshops etc)
• Good time management and ability to organise multiple simultaneous tasks efficiently with precision and strong attention to detail
• Ability to communicate and work effectively with cross-functional teams in a fully remote, international environment, including regular international time-zone calls
• Ability to thrive in a dynamic work environment with changing projects and working with multiple project leads
• Excellent written and spoken English
• Confidence in using the Microsoft Office suite and IT systems, familiarity with virtual meeting tools (e.g. MS Teams, Zoom, etc), use of contact management databases (e.g. Salesforce)
• Interest in sustainability issues

Additionally desirable

• Experience in data collection, research, monitoring and evaluation.
• Familiarity with auditing, quality assurance,  and/or traceability systems
• Familiarity with any of the following: GitHub (or similar digital environments); computer languages like SQL, Python or R; business intelligence tools like Tableau or Power BI;  Geographic Information Systems (GIS)

About ISEAL

ISEAL supports ambitious sustainability systems and their partners to tackle the world’s most pressing sustainability challenges – from the climate emergency and biodiversity crisis to human rights and persistent poverty. ISEAL Community Members include many of the most respected sustainability schemes worldwide and are active across a diverse range of sectors. Read more about us on our website www.iseal(.)org.

ISEAL´s culture and how we will help you thrive

Our values are Connection, Empowerment, Inspiration, Wellbeing, Effective Working and Creativity.

These are traits we value in each other and in the organisation overall and we instil these in all our processes and interactions.

The issues we work on are of a global nature and our team reflects this, with individuals from many different backgrounds and nationalities. We know this diversity adds to the high quality of work we deliver as an organisation and through our commitment to diversity and inclusion we want to add strengths and perspectives in our team with each recruitment. Diversity for us includes race and gender identity, age, disability status, sexual orientation, religion and many other areas forming part of someone´s identity. We are proud to be an equal opportunities employer.

As an organisation, we also support our people in their personal and professional development, with specific budgets and processes enabling individuals to take advantage of growth and development opportunities.

We offer 25 days of annual leave, to which we will add a day a year after 2 years (to a maximum of 30 days), as well as an extra five days as a one off once you have been with us for a full five years.

We recognise individuals’ preferences when it comes to where and when to work through a hybrid working model with a minimum of 4 days per month in the London office as well as the opportunity to apply for flexible working arrangements to suit individual´s needs.

Other relevant information

Term: This is a permanent contract

Working hours: Full time, 37.5 hours per week

Salary: £30,000 – 34,500 per annum, depending on experience

Location: London. Applicants will need to provide evidence that they are entitled to work in the UK. An ability and willingness to work in a hybrid work environment is required.

International travel: The post holder may be required to undertake occasional international travel

Ideal start date: August 2024

Interview process

Please see below the planned interview process (please note that we will endeavor to keep to this schedule, but some dates may be subject to change)

First interviews (Teams): 3-5 July

Pre-interview timed exercises (between 60 – 90 minutes from home): 5-10 July

Panel interviews (Teams): w/c 15 July

Decision: by 22 July

Accessibility

If candidates required additional time or other considerations for the interview process, we are committed to accommodating any reasonable requests.

Please note that ISEAL will cover travel expenses for in person interviews for candidates travelling from outside of Greater London. ISEAL also covers caring expenses for candidates who are carers and need to arrange of cover for the duration of the interview/exercises.

The Royal Opera House continues to lead the way in opera, ballet, music and dance both live on stage and through multiple digital platforms, from live streaming to worldwide cinema screenings. As a charity we could not plan for our next programme of artistic work, or our community and outreach projects, without the support of our philanthropists and members. As an organisation we are committed to ensuring that all philanthropists and members enjoy a rewarding relationship with the Royal Opera House.

The Development and Advocacy Department are looking for a Philanthropy Coordinator to join the team. This is a growth role which is testament to the dynamism in our philanthropic endeavours and the continued need to supplement our income through the relationships with our supporters. This is a pivotal role within the team, and you will be able to learn about the full range of activities undertaken by the Philanthropy Managers. You will have a varied workload including correspondence, meticulous diary management, planning for and issuing invitations to events, following up on arrangements and assisting at fundraising events. This is a fantastic opportunity for a skilled administrator who is looking to grow and develop their career in a sector leading Philanthropy Team.

This role will suit a candidate who is a strong team player, happy to pitch in and support with a variety of tasks as required. You will be able to work both independently and as part of the wider team, showing initiative but also taking direction. You will be a confident communicator who can deal with people at all levels.

Please note, this role may be known in other organisations as: Fundraising, Development, Supporter Administrator/Coordinator.

A full job description and ROH information pack is attached below. 

Closing date for applications: 8am, Thursday 27th June 2024

First stage online interviews will be held w/c 1st July 2024

Applicants must have work authorisation for the UK.

The successful candidate will track and analyse media coverage of MSF in the UK through daily monitoring and the production of a weekly newsletter and quarterly reports. They will also debrief members of staff returning from MSF’s medical projects, as well as pitching stories to news outlets. Role also involves some social media management and opportunities to contribute to MSF events, such as Scientific Day.

This role is an opportunity to gain exposure to media work and explore the day-to-day work of an international NGO and to understand how and why we communicate. There will be ample opportunity to learn more about MSF and you are encouraged to attend and contribute to weekly office meetings and operational updates.

HOURS: Full time, 37.5 hours per week (Mon-Fri)

LENGTH OF CONTRACT: 6 months Fixed Term Contract

LOCATION: London – hybrid working

SALARY: £25,642.50 per annum (London Living Wage)