We are working with a fantastic health charity to recruit a temporary HR & Office Assistant, you will be based at their office in Vauxhall and will support with a range of tasks including reception, administration, and HR support.
 

Main Duties:
Reception, dealing with face-to-face enquiries
Office coordination and administration
HR and recruitment support

You will have:
Good customer service skills
Excellent attention to detail
Ability to multitask

If you would like to have an informal discussion, please call Chloe on 02030 062787 or email [email protected].

Ashby Jenkins Recruitment are a specialist charity recruitment agency, we use our extensive sector knowledge and experience to match candidates to the most suitable roles. We take a relationship-led approach to recruitment, working ethically, supporting people to find their perfect role within the not-for-profit sector.

We are passionate about improving equality across the sector, you can read more about our commitment to diversity here.

If enough applications are received the charity reserve the right to end the application period sooner.

The Latin Mass Society, a London based Catholic charity, is seeking to appoint a part-time Office Assistant to assist it in its work of promoting the Traditional Latin Mass.

Based in our central London office at Holborn, the Office Assistant will be responsible for the administrative work of the charity. The General Manager is their line manager.

KEY AREAS OF RESPONSIBILITY

Office administration - The Office Assistant acts as the principal secretary for the LMS office. This includes general correspondence, answering telephone calls, post and emails.

Membership administration - The Office Assistant is responsible for the membership database (CiviCRM), membership renewals, data entry, data analysis, data export (print or email mail-merges).

Mail-order - The Office Assistant is responsible for the administration of the LMS online shop (Drupal Commerce). This includes stock replenishment, stock management, product updates/additions and order fulfilment (picking, packing & mailing).

Information administration - The Office Assistant is responsible for compiling information which pertains to the Charity, including research and document publication and distribution.

Volunteer administration – The Office Assistant is responsible for overseeing office work undertaken by volunteers.

Other tasks as determined by the General Manager.

QUALIFICATIONS

Good knowledge of Roman Catholicism, the Traditional Latin Mass and a willingness to learn more about the intricacies of the Traditional Rite.

Strong customer service and communication skills, with a diplomatic and compassionate attitude.

Excellent multi-tasking skills.

Possess the ability to prioritise work according to deadlines and work under pressure.

Strong attention to detail and the ability to work accurately and in a timely manner at all times.

IT Proficient (Microsoft Windows & software, Google suite)

Ability to lift up to 11kgs.

Advantageous qualifications: Experience of using Drupal (Website content management system)

As the position involves access to confidential information, the successful candidate must be able to respect confidentiality at all times.

TERMS OF EMPLOYMENT

21 hours per week, with occasional Saturday and evening work.

The appointment is subject to a six-month probationary period.

Salary: £13k – £14.5k pa

HOW TO APPLY

Applicants should submit a CV and accompanying letter, in which they detail how their skills, knowledge and experience fulfil the above criteria. The initial selection process will be based upon these submissions. These should be submitted to

Stephen Moseling
General Manager
The Latin Mass Society
11-13 Macklin Street
London WC2B 5NH

Closing date for applications is Friday 22nd October 2021. Interviews week beginning 1st November 2021.

British Future is recruiting for a new Office Manager and Executive Assistant

• Closing date for applications: 10am on Wednesday 27th October 2021
• Salary band: £32,000 – £35,000 pa.
• Reporting to: Director

For more information about the role, please find attached a copy of our Job Specification.

About this role

This is an exciting role, running an efficient office for a small but ambitious think-tank that has established a significant reputation in policy-making over 10 years. The role is essential to the daily running of the organisation, its administrative and financial functions and its wider governance. It would suit someone who wants to develop their expertise in charity governance and finance.

British Future is an independent, non-partisan think-tank which has charitable status. Our vision is of a confident and inclusive Britain, welcoming and fair to all. British Future has built a strong track record on understanding public attitudes, forging public narratives and promoting policy solutions on immigration and integration, race and identity. The organisation works cross-party with multiple stakeholders from politicians and NGOs to business leaders in order to strengthen the common ground on these challenging issues.

Joining this team of seven, you will be responsible for the day-to-day management of the office, HR, governance and processing of the charity’s finances. You will also provide Executive Assistant support to the Director, Sunder Katwala, and organise our quarterly charity board meetings. Our London Living Wage intern will assist with the administrative tasks and you will have the opportunity to line-manage the post-holder.

What we are looking for

This role is ideal for an individual with previous experience as an Office Manager or EA/PA to a senior manager. You will be a confident self-starter and strong team player, with experience in office and financial management preferred. You will have experience facilitating senior level meetings, liaising with various stakeholders and prioritising a busy workload. Strong organisational and communication skills are key, as well as confidence in the use of IT. A commitment to social inclusion and fairness, given the nature of organisation’s work on diversity, is also important.

Training and Support

Training and development is crucial to the success of our organisation. The post holder will be encouraged to build their financial aptitude, with guidance and ongoing support from the charity’s Treasurer and through external training. We are open to candidates with less experience in finances but who have good numeracy skills, a willingness to learn and who would welcome being trained up in this aspect of the role before taking on full responsibilities. 

Flexible for you

This role is normally based in our Covent Garden office, in London, though currently the team is gradually moving from remote working to a more regular office presence. While we are advertising the post as full-time, 35-hours a week, we are willing to consider requests for job-share and are open to flexible working hours for the right candidate.

Office and Facilities Assistant

Location: London
Contract/recruitment type: Permanent
Starting salary: £21,750 per annum
Hours of work: 37.5 hours per week, over 5 days Monday to Saturday

About the role

It's knowing you're contributing to the future of a world renowned collection.

It’s the perfect place to grow, and it's helping millions enjoy magnificent buildings and works of art. This is what makes a role at Royal Collection Trust so different.

Royal Collection Trust preserve and present the Royal Palaces and one of the greatest art collections in the world. York House in St. James's Palace, London, is home to many of its key, central operations.

As Office and Facilities Assistant, you'll provide essential support to ensure the smooth running of our busy daily activities at York House.

You’ll run an efficient reception service. As the first point of contact for all visitors, you’ll make sure that everyone has a smooth welcome and visit. You’ll also help co-ordinate diaries, as well as deliveries and travel arrangements for the team.

No two days will be the same, and you’ll grow in both knowledge and confidence, handling varied queries and correspondence.

You’ll also support wider office management and admin. From assisting with diary management, maintaining office resources and supplies, to keeping our central databases up-to-date, you'll ensure your colleagues have all they need to work efficiently.

What’s more, you’ll help plan and prepare for events and various meetings, such as RCT Operations Board and quarterly Trustee’s meetings, all of which will expand your skills further. And knowing that you’ve become part of something special will drive you on.

About you

You’ll have some relevant experience in a receptionist or admin role. But it’s your organised approach, along with up-to-date and versatile IT skills that we’re really looking for.

Approachable and friendly, you’re a natural communicator who always makes others feel welcome. And you can adapt your communication style to suit different situations, and build strong working relationships with your colleagues.

With a keen eye for detail you have strong written skills, and can be relied on to deliver work of high quality.

It can be a busy environment, so it’s important that you have a flexible approach to your work, and can handle multiple priorities and deadlines.

You’re a real team player, who will enjoy working alongside others as well as independently.

And most of all, you’ll proactively take every opportunity to develop your skills and deliver the exceptional.

Vacancy Closing Date: 21/10/2021, 23:55

You may have experience of the following: Office Assistant, Administrator, Receptionist, Office Manager, Administration, Admin Assistant, Administrative Assistant, Office Assistant, Office Administrator, Customer Service Advisor, EA, Executive Assistant, PA, Personal Assistant, etc.

Ref: 103 597

Established in 1995, Bow Arts Trust has grown to become one of London’s leading affordable workspace providers for emerging artists and creative professionals. We champion lifelong learning and inspire future generations of young people to access the arts.

We are seeking an enthusiastic and highly organised Officer Manager to join the Bow Arts team. The role holds a key position in the Core Services team at the centre of the day-to-day operations of the organisation, acting as a vital support to our 4 delivery departments: 

• Learning 
• Studios 
• Arts and Events 
• Enterprise and Placemaking 

The Office Manager will play a key role in ensuring our operating systems remain effective and fit-for-purpose.

Bow Arts has a staff of 23, based mainly in our office at our Bow Road site (although hybrid working is currently in place) and is a friendly fast paced environment to work in. There is no direct line management of other staff in this role, however there is a requirement to work closely with, and coordinate back with, colleagues across all departments. The role requires attendance at evening Trustee meetings. 

Due to our work with young people, all staff are subject to an enhanced Disclosure and Barring Service (DBS) check.

Office Manager

Homelessness charity

Part-Time (30 Hours per week)

Temp (2-3 Months)

Pay: £16.81 + Holiday Pay: £2.03

London

Charity People are delighted to be partnering with one of London's leading homeless charities. We are seeking an energetic, personable, and insightful individual with experience of managing an office for a growing organisation, ideally in the charity sector.

Key responsibilities:

• Ensure the office space and facilities are organised and maintain office efficiency and productivity by planning and implementing office systems and layouts, allocating and managing office and storage space and procuring relevant equipment.
• Provide project management advice and support for any office move as required at the end of a lease term, working with others as required.
• Ensure provision of an adequate supply of materials and supplies including equipment, stationery, and sundries. Where suitable and cost-effective source 'green' suppliers and environmentally friendly products, promote recycling, sustainability, and reduction of office waste.
• Ensure that facilities meet all legal requirements and government regulations, environmental, health and security standards.
• Be the main health and safety point of contact and for the fire policy.
• Manage all aspects of reception, as well as rota management for volunteer cover.
• Line management of one receptionist, office volunteers, and office and facilities budget management.

Ideally, we are seeking an individual that has an empathetic attitude towards homelessness and vulnerably housed people. You will on confident self-starter with a collaborative work style, with ideally a wealth of experience in office management within the charity sector.

They are moving to hybrid working, with an approximate split of 50/50 for office and home working. They will hopefully be adding a new office in early October, so someone with experience of managing an office move would be ideal.

If you would like to apply, please send you word CV in word format to Zelda Leader ASAP! [email protected]

About Sponsors for Educational Opportunity (SEO) London

SEO London is a diversity-focused UK-registered charity with 20 years of history and expertise in working with and preparing talented students from ethnic minority or low socioeconomic backgrounds for career success. Our commitment is to work with the most ambitious young people, educating, inspiring, training and mentoring them to help them realise their potential, and through their success facilitate opportunities for others in the communities in which they live. 

We are a 35-member (and growing) organisation with offices in London Bridge.

Candidate Profile

We are looking for a personable candidate who has an excellent work ethic, is keen to take initiative, is enthusiastic and motivated to make a difference. Applicants should have a genuine passion for diversity, equity, and inclusion.

Essential skills and experience:

• 1-2 years' experience in an office administrator/manager or executive assistant role
• Knowledge of MS Office programs, in particular Outlook, Excel, Word, PowerPoint
• The ability to pick up systems and processes quickly
• High attention to detail along with excellent communication skills at all levels
• Pro-active and organised mindset with the ability to multi-task and prioritise busy workloads efficiently
• A team attitude - you pitch in when required
• Ability to work independently where necessary
• Time management
• Project management
• Drafting emails and documents
• Strong writing and presentation skills
• Friendly
• Event Management
• Persistent 
• A flexible, collaborative work style with a desire to succeed
• A calm and well organised nature

Good to have experience:

• Knowledge of Bright HR and Ucheck or similar HR platforms

Main duties & responsibilities

The prospective office manager/executive assistant will be central to organising and overseeing the general operations for the office. The individual will also be responsible for ensuring the seamless, proactive handling of our Executive leadership group. Being able to anticipate needs before they come up, respond quickly to ever-evolving requests with discretion and being two steps ahead of the game at any given time. Ensure the smooth running of the organisation.

The role includes the following duties and responsibilities:

• Manage the administrative aspects of HR by using the HR platform, including setting up new accounts, logging employee holidays etc.
• Provide support during the roll-out of key HR initiatives (e.g. Performance Reviews)
• Keep office health and safety policies are up to date
• Meet and greet new starters on Day 1. Train new staff on office equipment, policies, and procedures
• Manage the log of office equipment and distribution to staff
• Manage the info inbox, and divert emails to the relevant teams
• Front end phone support
• Schedule board meetings, distributing agendas and minute taking
• Prepare presentations as required
• Order office supplies, including everything from coffee to pens to desk chairs
• Coordinate travel details for business leaders or clients
• Manage and maintain executives' schedules, appointments, and travel arrangements
• Oversee administrative policies within the organization and within the office; recommend changes as appropriate
• Other ad hoc projects

Flexibility

To meet SEO London’s needs, a degree of flexibility is required, and the post holder may be required to perform work not specifically referred to above. Such duties will, however, fall within the scope of the role. The job description will be subject to periodic review with the post holder to ensure it accurately reflects the duties of the role.

Equal Opportunities Statement

As part of its recruitment policy, SEO London intends to ensure that no prospective or actual employee is discriminated against on the basis of race, sex, nationality, marital status, sexual orientation, employment status, class, disability, age, religious belief or political persuasion or is disadvantaged by any condition or requirement which is not demonstrably justifiable.

Job Overview

A fantastic opportunity has arisen for an exceptional, highly organised and experienced office professional to cover maternity leave as an Office Manager for Better Bankside.

The Office Manager plays a crucial role in enabling Better Bankside to service its membership and achieve its aim of driving positive change in one of the world’s great neighbourhoods. The postholder is in charge of ensuring the smooth day-to-day running of the organisation.

Key tasks include:

- Oversight of the organisation’s phone, IT and internet facilities, ensuring that these are functioning at all times.

- Ensuring external contracts are recorded and managed efficiently

- Oversight of office supplies and deliveries

- Manage the office administration budget

- Liaise with landlord for any building issues.

- Identify working practices to streamline working environment

- Monitoring the usage of the BB’s arch spaces on the Low Line.

- Ensuring the workplace is a covid-safe environment

- Oversight of the organisation’s Sugar CRM membership database.

- Key role in managing and documenting the organisation’s procurement procedures, including maintaining accurate records relating to contracts with suppliers

- Finance support including: administering the sales ledger, issuing invoices and keeping an account of theme budgets and relay information on these to managers, compiling and distributing payslips, pensions and tax information to employees

- Developing, implementing and monitoring HR policies and ensuring the organisation demonstrates best practice in areas such as employee absence, grievance, diversity, recruitment and staff development

- Ensure the staff handbook is up to date in line with best practice and current legislation, and convey the staff handbook to new employees

- Support recruitment of staff across the organisation: helping draft JDs, advertising roles, managing, scheduling and attending interviews. Managing the Be Applied unbiased recruitment platform

- Line management of one direct report: Business Support Coordinator

Person specification

The role requires a positive attitude and a flexible approach. The ideal candidate should be willing and able to take on a wide range of diverse tasks. There is no preference for any particular background, but you need be able to demonstrate an impressive range of relevant experience in the following areas.

Skills and experience

- Proven track record of organisational and administrative skills, with minimum of two years’ experience of working in a similar capacity

- A competent verbal and written communicator with a friendly and professional manner

- Experience of monitoring budgets and business planning

- A strong team player who will embody the BB culture

- Confident user of standard MS Office software packages

- Experience of working with database systems

- Conscientious, diligent and attentive to detail

- Problem solver and adaptable to new ideas

- Experience of providing administrative help for meetings (including preparing agendas, taking minutes)

- Able to confidently develop positive and productive working relationships

- Proactive and self-motivated, ability to prioritise own workload and to work to tight deadlines

- Interest in Bankside as an area to live, work and visit

- An understanding of Business Improvement Districts

About Better Bankside

Vision Powered by the people of Bankside, Better Bankside will be an agent of change, leading innovative economic, environmental and social action to advance one of the world’s great neighbourhoods, bringing benefits to business and Banksiders.

Mission We will improve everyone’s experience of the neighbourhood by co-creating our programme with Banksiders, responding inventively to urban challenges, and celebrating the differences that define Bankside as London’s Other Side.

Better Bankside was one of the first Business Improvement Districts (BID) in the UK, established in 2004. We are a partnership of local businesses, working closely with other community stakeholders to co-create a programme of projects and services that benefits the whole Bankside neighbourhood. Our core purpose is to promote local businesses and make a positive impact in our community.

As a BID, we are funded by a mandatory levy on businesses within a defined boundary. Our last ballot took place in November 2019, achieving overwhelming support from the business community, with 92% voting for another five years of Better Bankside.

Better Bankside is an organisation where you can make a real impact; and where you can expect to get involved in a wide-ranging programme of work.

We are a small team of fifteen in the Bankside office, plus our wardens and street cleaning teams. The way that we work with our members through our governance structure provides an extended network of regular collaborators and contributors.

Working arrangements

Better Bankside operates on a flexitime basis with mandatory core hours of 10am-4pm, Monday to Friday, with additional hours, evening and weekend work expected in accordance with the requirements of the post. Due to the nature of our work, a minimum of three days per week will be based in the office with up to two days working from home.

Throughout the pandemic, Government guidance has been adhered to with home working supported for those able to do so, and measures put in place to ensure the Better Bankside workplace is Covid secure.

How to apply

At Better Bankside, we celebrate diversity and promote equality and inclusion amongst our staff. We welcome applications from all, regardless of personal characteristics or background. We've taken the decision to use blind recruitment for this role and as such, we'd like applicants to apply by using the platform Be Applied.

Full copy of the JD can be found on our website

Closing date: 20th October 2021, 9am

Interviews (via Zoom): 22nd October 2021

Incomplete applications will not be considered. Applicants must be able to demonstrate the right to work in the UK.

Listening Books is an audiobook lending service for people whose illness, disability, learning or mental health condition impacts on their ability to read the printed word. We have over 9,000 audiobooks in our online and postal catalogue and serve some 100,000 members across the UK every year.

We are looking to recruit a part-time Office Manager (21 hours per week) to support Listening Books' facilities and admin operations. Due to Covid-19, the role will initially entail hybrid working and will support a gradual return of staff to the office. This is an exciting time to join the charity following the launch of our new website and as we continue to grow our impact.

Main duties:

-To support the implementation of the health and fire safety, organisational risk, data protection, environmental and human resources policies on a day-to-day basis.
-Ensure the office environment is kept secure, safe and well-organised.
-To act as both Fire Marshal and First Aider.
-Coordinate contracts for building services and office equipment, ensuring value for money.
-Arrange and oversee building maintenance and improvement works.
-Arrange subletting of office space and manage the relationship on a day-to-day basis.
-Order stationery and other items as required.
-Book travel and arrange couriers.
-Troubleshooting IT issues and liaising with external IT support where required.
-Support the team with a range of admin tasks, including incoming and outgoing post, answering the telephone and monitoring the main email inbox.
-To undertake such other duties and responsibilities as may be reasonably required in a small charity where flexibility is essential.
-To work in a way that ensures the security and confidentiality of all personal data processed by Listening Books.

Person Specification:

Essential
-Excellent organisational skills with the ability to effectively and proactively prioritise own workload to meet deadlines.
-Excellent interpersonal and communication skills (both written and verbal) when dealing with a wide range of people.
-Experience of implementing health and fire safety measures and knowledge of key legislation.
-Experience of managing facilities in an office setting.
-Experience of procuring contracts for office equipment and services, negotiating excellent value for money.
-Good working knowledge of Microsoft applications including Excel, Word and Outlook.
-Excellent attention to detail and accuracy.
-A willingness to occasionally work outside of office hours when required.
-A strong commitment to Listening Books’ mission and a desire to help it achieve its aims and ideals.

Desirable
-Experience of working or volunteering in the charity or disability sector.
-Skills, knowledge and experience in any of the following areas will be an advantage: human resources; IT support; data protection (GDPR); commercial lettings.
-Fire marshal and/or first aid qualifications.

Benefits:

Matched contribution pension scheme up to a maximum of 8% of an employee's (gross) salary, following successful probation period. We also offer an interest free travel loan for eligible employees and paid sight tests, plus 20 days annual leave (pro-rata).

A reputable Charity based in London are recruiting an Office Manager to join as a key member of their operational team. The post holder will be responsible for management of the back office and support functions.

Your duties will include:

* Overseeing the organisation's human resources needs including recruitment; HR support; performance management; workforce development and HR metrics
* Ensuring employees' salaries are paid accurately and on schedule each monthly pay period
* Liaising with an outsourced payroll and pension providers, providing accurate HR information on starters/leavers and maternity/paternity processes
* Ensuring timesheets are processed by the Finance Officer
* Overseeing monthly payroll processes to ensure staff are paid accurately and on time
* Ensuring efficient and effective governance support is provided to the Board and sub committees

* Ensuring that offer letters, contracts, welcome packs, references, personnel files, DBS and induction/probation are available, fit for purpose and are used to ensure effective on-boarding

* The co-ordination of all other business support requirements

The successful candidate must have:

* Experience and working knowledge of HR processes
* Experience of line management
* A good understanding of systems (for example CRM databases such as Salesforce, time and attendance platforms such as Kronos, payroll & finance functions)
* Operational experience within the business or the not-for-profit sector

Agency Reference Number: 3713390

Annual Salary: From £34,000 to £36,080 p.a.

Location: London

To apply for this role or to find out about other Charity jobs, please contact Myles Argent or Dannielle Day on the London Third Sector Recruitment team

Venn Group is an equal opportunities employment business and employment agency and welcomes applications from all candidates.

About Restless Development.

We know young people have the power to solve the challenges we face in our world, but they are being ignored and overlooked. We are the agency that works with young people so they can lead in solving those challenges. Whether that means supporting communities to end child marriage or prevent HIV, we work with young people to change their lives and the lives of people in their communities. 

Our programmes are genuinely life-changing, but can’t do any of this without talented, creative individuals at every level of our organisation.

About the Role.

This is an exciting opportunity for a rising leader to gain exposure to how a values-driven, globally-led agency for change works and is led. We see this role very much as an opportunity not just to increase the effectiveness of our leadership team but also as a chance to develop and model a new way of leading within a global movement for change. 

Working closely with the Co- CEOs, this role will gain unparalleled exposure to our leadership team, and we very much expect – and demand – that it is a leadership development opportunity for the right candidate to grow as a leader themselves while also helping Restless Development’s leadership to perform at the highest level possible. In short this role will both improve how our leadership works as well as prove how leadership should be done in an agency like ours. 

The Executive Assistant and Office Coordinator sits within the International People & Operations team, providing additional all-round support for how we support our people – making it a role uniquely connected with all teams globally. 

About You.

Essential skills and experience

● Proven organisational and time management skills
● Acute and thorough attention to detail
● Effective executive-facing communication skills
● Excellent written and spoken English
● Proficiency in working with Google (Docs, Sheets, Slides, Forms, Calendars etc), as well as Microsoft Office functions

Desirable skills & experience

● Prior Executive Assistant experience
● Prior office management experience
● Prior event management experience
● Experience of international development
● Passion for continuous learning and improvement

How To Apply.

Please download our terms of reference from our website and complete an application form by Sunday 7th November 2021 at 12pm GMT.

Applications without the form, or CVs, will not be considered. Interviews will take place:

• Tuesday 16th November and
• Thursday 18th November

We have a great opportunity for an enthusiastic and organised Team Assistant to join the Communications, Advocacy and UK Programmes department at Plan International UK.

Plan International UK is a global children’s charity. We strive to advance children’s rights and equality for girls all over the world. The Communication, Advocacy and UK Programmes team strives to raise our profile and awareness for our work among UK audiences and to create a shift in public and political opinion on children’s rights issues, with a specific focus on the rights of adolescent girls in the UK and internationally.

In this busy and varied role, you will provide administrative support, manage the director’s diary and support with the preparation and minuting of meetings, as well as deal with invoices and expenses and assist with budgeting. You will also use your expert coordination skills to support the Media and Campaigns, Brand and Digital, UK Programmes and Policy and Advocacy units within the directorate with the delivery of multiple projects and organisation of online and ‘real life’ meetings and events.

We are looking for someone who has great communication and relationship building skills, who loves coming up with ideas and getting involved in everything that’s going on in the team and the wider organisation. If you think this is you and you have an interest in the role that media, marketing and advocacy teams play in the not for profit sector, we look forward to receiving your application.

This is a part time role (30 hours a week).

Please click on the button below to apply.

The deadline for applications is 5pm on Friday 5 November 2021

Interviews will take place in the week commencing 22 November 2021.

We are committed to the safeguarding and protection of children, young people and adults in our work.  We, therefore, apply rigorous recruitment and selection processes to ensure that only those who are suitable are recruited to work for us.  Accordingly, appointment to all our roles is subject to a range of vetting checks. A criminal record will not necessarily bar you from working for us; this will depend on the circumstances of any offences

Plan International UK is committed to being an inclusive employer and we welcome applications from candidates from all backgrounds

Business & Human Rights Resource Centre is seeking a dynamic professional who can be an integral part of the Operations Team and ensure the smooth running of the organization, from facilities and office management to partnership with HR and Finance, from PA support to the Executive Director to the enhancement of the organization’s administrative efficiency.

Based in: London

Salary: £28,000 per year + 5% pension contribution

Closing date for applications: 24 October 2021 – 17.00GMT

Interviews (if selected): 28-29 October 2021

THE ORGANIZATION

The Business & Human Rights Resource Centre is an international human rights organization working to ensure respect for human rights are at the core of companies’ business models; empower communities and workers, to secure their rights; and advance accountability for corporate human rights abuse. Our Global Team, based in more than 20 countries around the world, work with a rich network of activists, unions, human rights groups, and investors. Our website and publications are available in nine languages. We work across all sectors and issues related to business and human rights, with strategic focus on the rights of workers in global supply chains, the rights of communities seeking responsible natural resource use and a just transition to zero carbon, and the rights of people to accountable digital technologies. The Office Coordinator will be an integral part of the Global Team.

The Resource Centre has helped define the growing field of business & human rights. It has put companies in all regions on notice that their human rights conduct is being watched. It has drawn attention to corporate abuses in all countries and provided increased recognition to those companies taking positive steps to promote human rights. The Centre is widely respected for being fair, objective, and constructive in its approach to make change happen.

THE POSITION

Office Administration

• Act as first point of contact within the London office. Deal with telephone and email queries; greet visitors; take in incoming post and other deliveries
• Maintain supplier contract records and ensure office calendar is kept up-to-date
• Manage filing systems and maintain supplies of stationery, business cards, equipment and office sundries
• Act as first point of contact for IT queries from staff and liaise with external suppliers
• Manage IT hardware orders and inventory
• Process and code invoices relating to operations
• Help organise events, disseminate invitations, keep track of RSVPs, print name tags; etc.

Operational support

• Assist with induction of new staff
• Assist with regular updates of certain parts of the website, with particular responsibility for company sections and business & human rights-related events
• Maintain the Resource Centre’s organogram
• Build global contact lists for dissemination of press releases, announcements, invitations to events, etc; research new contacts and ensure existing lists are kept up-to-date; assist with upgrading the organization’s entire Salesforce contact management system
• Build the company intranet system through SharePoint and help drive efficiency into the organization
• Undertake additional tasks, in consultation with the Executive Director, that are necessary for the effective operation of the organization

Personal Assistant elements to Executive Director

• Assist with booking travel and accommodation, diary management, scheduling of meetings, etc. mainly for Executive Director, and also for other Global Team members and board members as necessary
• Provide essential personal assistance support to the Executive Director regarding emails & appointments

Work flexibility

Due to the small size of the Resource Centre, all people assisting with its work must be willing to shift priorities and tasks quickly, and be willing to have their work reviewed by colleagues.

CREDENTIALS

Qualifications

• A minimum of 2-years’ experience running administration of an office
• Previous experience in a PA role, including governance support and diary management
• Experience in successfully carrying out labour-intensive, routine but important tasks
• Demonstrable IT proficiency, especially with Microsoft Office – particularly with SharePoint, OneDrive, Excel, Word and PowerPoint
• Excellent organizational skills, proven ability to prioritise tasks, manage a busy workload and work to deadlines
• Willingness to develop and maintain extensive contact lists
• Willingness to learn how to develop and manage an efficient and effective contact management system for the organization
• Ability to deal with a wide range of contacts with professionalism, tact and diplomacy
• Strong attention to detail, accuracy and consistency; commitment to the integrity and quality of outputs
• Excellent written and verbal communications skills
• Evidence of team working and build strong working relationships
• Experience with Salesforce a plus

Personal Qualities

• Fluent English: reading/writing/speaking
• Experience of organising & prioritising own work
• Experience of managing many diverse tasks at the same time, including under pressure
• Ability to work in a busy, fast-moving environment
• Ability to use own initiative, and to work independently within agreed framework
• Ability to deal with people from a variety of cultures & backgrounds in a sensitive & understanding manner, using a diplomatic approach or being firm when required
• Interest in & commitment to promoting human rights
• Discretion and confidentiality in handling sensitive issues
• Ability & willingness to work during weekends on occasion, for example if an important conference is held on a weekend, or if attending a trustee meeting in London held on a Saturday - Note: a proportionate amount of time off to compensate for this overtime work can be taken afterwards
• Right to work in the United Kingdom

Personal Assistant to Director of International Support Unit (ISU)

Muslim Hands

• Vacancy Reference Number: PAISU/ISU/UK-R2

• Salary: 22000 – 24000 (depending on experience)

• Location: Nottingham

• Job Type: 1-year fixed contract (extendable)

• Category: Management

• Sectors : International Development

• Application Process & Closing Date: Send an up to date CV and supporting Covering Letter by Email by no later than 3rd November 2021

• Approx. Interview & Role Commencement Date(s):

Interviews: ASAP

Start: ASAP thereafter

Note: Strong Applicants may be contacted sooner, ahead of the closing date, to hold interviews via ZOOM.

Job Overview

Muslim Hands is a UK-based international relief organisation working in over 40 countries worldwide. International Support Unit (ISU) support the development of Muslim Hands partner offices in the areas of fundraising and communication, program management, administration and finance and at the outset the unit will focus on the following countries non-exhaustive list Canada France South Africa and the United Kingdom. 

Main Responsibilities

Personal Assistant to Director will be based at Muslim Hands headquarters Nottingham, the purpose of the role is to provide full administrative and secretarial support at a senior level to the Director of the international support unit. The personal assistant will be at the heart of the international support unit to ensure the smooth daily time management, scheduling of meetings and correspondence, further handle sensitive and complex issues in a professional and objective manner. Take the initiative when appropriate, especially in the Director’s absence. The PA will be expected to travel between the Muslim Hands partner offices frequently.

As a Personal Assist to ISU Director, you will be responsible for:

Job Specifics

• Provide administrative assistance to maintain effective communication with supporting offices.
• Produce monthly reports of all the supporting offices and assist in developing future KPIs for the ISU team.
• Process correspondence, ensuring that incoming correspondence is dealt with by the director/or on behalf of the director, or other staff as appropriate.
• Booking and arranging travel including flight booking, accommodations and visa according to the organisation’s travel policy.
• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
• Co-ordinate ad-hoc meetings and conference calls including meeting preparations for the director when required - often at short notice.
• Assist the ISU director in developing, implementing and monitoring the ISU strategy.
• Assist director in following up agreed action on matters which fall within the director’s responsibility – chasing responses, triggering follow-up action.
• Typing, compiling and preparing reports, presentations and correspondence
• Acting as the first point of contact: when dealing with correspondence and phone calls
• Managing the diary and organising meetings and appointments for the ISU Director
• Liaise with stakeholders, national and international staff confidently either face to face, video conferencing or via the telephone as and when necessary and required.
• Demonstrate and promote adherence to all Muslim Hands’ Policies, which encourage and support other members within the overseas fundraising offices.
• Maintain absolute confidentiality with regard to the organisation's information and procedures
• Any other duties as may reasonably be required by the director.

Person specification

• Educated to degree level or equivalent.
• Preferred experienced Personal Assistant at senior management level.
• Willingness for overseas travel and out of office hours working.
• Experience of electronic diary management.
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external offices.
• Ability to organise and plan own work.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• A flexible, pro-active approach to work, including the ability to prioritise and re-prioritise.
• Ability to work on own initiative.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.

This is a very rewarding position for the right person. If you feel this is you please send your CV with a cover letter explaining why you feel you are suitable quoting the above reference number!!

Deadline for applications is 3rd November 2021 however we reserve the right to end the application procedure early should the right candidate be found. 

NB: Unfortunately, we will only be able to contact successful candidates so if you have not heard from us by the closure date unfortunately your application will have been unsuccessful.