About the role:

We are looking for a highly efficient, well-organised administrator to join the team and support the smooth running of the operations of the organisation. The role will require effective management of multiple functions; including office management, IT support, HR admin and event logistics. The role will also involve managing, implementing and reviewing key company processes and procedures, as well as supporting our work reporting to grant funders.

About you:

You’ll be a highly efficient administrator with experience of managing a range of operations functions and supporting senior-level staff. Positive Money is a small team that works closely together, so you will also be someone who enjoys and is very capable at juggling multiple projects and chipping in where help is needed. You will be a self-starter who is comfortable working proactively with limited supervision. You’ll be excited about working in an organisation that develops a new type of culture based on innovation, trust, and open-mindedness. You will be committed to Positive Money’s mission (described below). You could come from any background or walk of life, and share our commitment to an inclusive and diverse team, and money and banking system.

About Positive Money:

Our money and banking system increases inequality, fuels climate breakdown, and is undemocratic. We think that should change. Positive Money is a fast-growing organisation that combines the activities of a think-tank, a pressure group, and international movement. Born out of the financial crash of 2008, Positive Money is the leading civil society organisation challenging our central bank, banking system, and wider economy to work in the interests of people and planet. Our mission is to reform money and banking to build a fair, democratic and sustainable economy.

Roles and responsibilities

• General office and facilities management, including managing a potential office move in 2021.

• HR administration, including employee and consultant contracts, inducting new staff, managing our annual leave system (timetastic), and administering all recruitment campaigns.

• Oversee and ensure the effective maintenance of all IT equipment including printers and computers, telephones and other equipment.

• Maintain and manage all company IT software accounts as general admin, and act as general IT support to the rest of the team, working closely with an external web developer as needed.

• Manage the office and electronic filing systems (Gsuite/dropbox).

• Manage day to day relationships with all company suppliers, and manage sourcing and purchasing of key company needs such as insurance.

• Support the Senior Finance Manager on financial administration, including purchasing and a weekly payment run.

• Support the effective governance of the organisation, scheduling board meetings and preparing papers, attending board meetings as minute-taker, and providing administrative support to the Board of Directors where needed.

• Monitor our grants reporting schedule, and support Director and Senior Finance Manager to deliver reports to our grant funders.

• Manage donor database including cancelling donations, tracking new and increased donations, updating details in Action Network, dealing with direct debit / Paypal changes upon donor requests, and emailing donors where necessary. Training would be provided.

• Work with senior staff to ensure key policies and procedures are kept up to date and adhered to.

• Managing and organising online and offline events, including webinars, conferences, roundtables, festival stalls and supporter meetings.

• End-to-end event logistics; identifying and securing venues; sending out invitations, securing and managing event suppliers, directing other team members on key event tasks.

• Organising all staff travel and accommodation.

• General administrative support to the Director as needed.

Essential skills and experience

• At least two years experience as an Operations Officer/Coordinator/Manager, Team Administrator,  Personal Assistant, Executive Assistant, or similar

• Strong administration and organisational skills, with a close attention to detail.

• Strong IT skills, and some familiarity with IT systems such contact databases, Cloud based filing systems, HR software or similar. A willingness to learn and become proficient with new IT systems

• Proficiency in using office software: Microsoft Office suite / google docs or equivalent, Email / Slack, and in managing electronic filing systems

• Experience of working on HR administration

• Experience of organising events, ideally both online and in person.

• Ability to work to tight and conflicting deadlines, prioritising effectively, adapting to circumstances, and juggling a range of projects

• Excellent interpersonal and communications skills, needed to work closely with a small team, and a range of external contractors, funders and stakeholders

• A good project manager, able to plan ahead effectively and manage their time.

• Experience setting up, developing and maintaining effective operations systems

• Excellent verbal and written communication skills in English

• Ready to get stuck in and undertake a wide range of tasks, using your own initiative.

Desirable skills and experience

• Some financial management experience

Values and behaviours:

• Be committed to our vision for a fair, democratic, and sustainable economy

• Enjoy working with a high level of autonomy, trust and experimentation

• Enjoy thinking outside the box and seeking out new opportunities

• Be committed to working in an innovative and collaborative way

• Self-motivated and a team player: enjoy working collaboratively within a team

• Ability to work in time-pressured situations, multi-task and meet deadlines

• Be self-reflective with a high degree of empathy and self-awareness

How to Apply: Please download and fill out the APPLICATION FORM in full. 

Closing Date for applications: ***EXTENDED*** 12noon, Tuesday 18th May

Interviews will take place on: Monday 24th and Tuesday 25th May
(interviews will take place online)

nia provides a wide range of services for women and children who have experienced sexual and domestic violence.  The organisation has three main aims: to provide services for women, girls and children who have experienced men’s violence; contributing to ending male violence against women and girls, and to inform and influence policy and public awareness.

Our Central Services team has responsibility for the organisational finance, facilities and central administration function and provides the management team with HR support.

Team: Central Services

Hours: 35hrs per week

Salary: £24,000 p.a

This post will be responsible for providing high quality support to the Central Services team to ensure the effective and efficient operation of the central admin function within the organisation. We are looking for an  organised woman with a flexible approach to work in our busy Head Office to help ensure that all of the services run efficiently, be a team player with the ability to work independently.

You will be responsible for providing a courteous and efficient reception service.  Answering and redirecting telephone phone calls, respond and distribute emails, ordering of office supplies. Provide recruitment administration and other general administrative duties

You will be a highly organised and self-motivated feminist who is passionate about ending male violence against women and girls.  You will  have a ‘can-do’ approach and demonstrable commitment to nia’s feminist approach to supporting women and their children.  Due to the nature of this work the post holder will often be party to highly confidential and very personal matters – you  must therefore be committed and able to maintain the very highest standards of confidentiality at all times.

CV’s will not be accepted. 

Closing Date: 10am, Friday 21 May 2021

Interview Dates: 2 / 3 June 2021 (held via Zoom)

This post will be subject to an enhanced vetting and barring check and open to women only (exempt under the Equality Act 2010 Schedule 9, Part 1).

About us
Crisis is the national charity for homeless people. We know that homelessness is not inevitable. We know that together we can end it.

Shop from Crisis exists to deliver sustainable revenue streams to the organisation, raise Crisis’ profile with new audiences and provide opportunities for members. This role sits in a newly formed E-commerce team within the Shop from Crisis retail team. With 9 shops across London and an ambitious growth strategy, we have exciting plans to expand our E-commerce activity and need experienced team members to help us deliver this. 

About the role
As E-Commerce Operations Assistant Manager, you will work as part of a small team in our London warehouse to deliver a high-quality customer experience for online donated goods sales across various E-Commerce marketplaces. You’ll support the delivery of efficient and productive operational processes to list and fulfil a high volume of goods for sale online to achieve sales and profit targets. You will also support the E-Commerce Operations Manager to recruit, train and inspire volunteers in a variety of digital and E-Commerce roles. 

About you
To be successful in this role you will have experience of the following:
•  Working in retail, in either a high street or online sales role, with an understanding of the operational aspects of online sales. Experience of working in a warehouse environment is advantageous.
•  Achieving commercial targets including sales and customer service levels. 
•  Supporting the recruitment, training, and development of a wide range of people – ideally with experience of working with volunteers and your local community.
•  Communicating with and presenting ideas and information to a range of audiences.
•  Engaging audiences via e-commerce and/or social media communications.
We want Crisis to be an inclusive employer which then reflects our members and the communities we work in. We want to offer opportunities to everyone regardless of their gender, ethnicity, disability, religion, sexual orientation or age. 

Working at Crisis
As a member of the team you will have access to a wide range of employee benefits including:
•  Interest free loans to purchase a train season ticket or a bike or for a deposit to secure a tenancy 
•  Mandatory pension scheme, with an employer contribution of 8.5% 
•  25 days’ annual leave which increases with service to 28 days
Alongside our excellent staff benefits, we will support your ongoing development to build your skills, experience and career.

When you join us you will have the opportunity to join our staff diversity networks, which aim to champion issues across the organisation, enable staff to be their authentic and best selves and contribute to making Crisis a truly diverse organisation. We have 5 staff diversity networks which include Black, Asian and Ethnic people, LGBTQ+ people, those with Lived Experience of Homelessness, Women at Crisis and Disability Awareness. 

How to apply
If this sound likes the opportunity for you, please click on the 'Apply for Job' button below.

Closing date: Tuesday 18th May 2021 (at 23:59)

Accessibility
We welcome applications from people who identify as neuro diverse and want our recruitment process to be as accessible as possible. If you need us to make an adjustment or provide additional support as you apply for a role, please contact the Recruitment team, contact details can be found on our website.

Registered Charity Numbers: E&W1082947, SC040094

We're looking for a dedicated and friendly administrator to provide high quality support for Prison Fellowship’s Sycamore Tree and Prayer Line programmes and our new volunteer applicants.

You will have excellent organisational skills, strong attention to detail and the ability to show initiative and flexibility in a fast-changing environment.

If you'd like to be part of a small and passionate team of people supporting the work of thousands of volunteers in prisons across England and Wales, we would love to receive your application!

This role is currently home-based due to the ongoing pandemic. Once it is safe to do so, the post holder will be required to spend their working week in our Westminster office.

Please apply with a full CV and covering letter.

You are financially literate, highly organised, confident, and self-directed with experience working in the charity and/or development sectors.  You will be comfortable working with the leadership team and trustees.  This will require prioritising their varying demands whilst always keeping the charity strategy and objectives front of mind and seeking support and council as needed.

You will enjoy being involved in all aspects of an organisation and understand how all the operational elements fit together.  You will appreciate that these elements are dependent on each other in order for an organisation to be successful. It is essential that this role is filled by someone with either an interest in or experience of the financial and operational needs of a small and nimble organisation.

The Role:

The purpose of this role will be to ensure the organisation has an effective financial model and is reporting regularly internally and externally, and effective operations systems and processes in place including on HR and IT to support both core organisational functions and the integration of this work across projects. You will be supported in this role by the organisation’s Operations Assistant.

This includes the following responsibilities:

Finance

• Work with the outsourced finance function to:

  • Manage budget planning and monthly management and cash flow reporting to monitor and review progress against the budget, ensuring management information aids effective 

  • Manage the Charity’s financial systems and policies, ensuring appropriate financial safeguards and internal controls are operative to achieve financial objectives

  • Produce annual accounts for the Charity that are compliant with relevant accounting regulations

• Lead tracking of and reporting on restricted and unrestricted funds in partnership with the fundraising team

• Manage payroll and pension payments

• Manage the organisation’s bank account / bank mandate and pay runs in partnership with the outsourced finance function

• Manage all financial aspects (including filing annual tax documents) of the 501c3 US not-for-profit entity

• Grant-based budgeting and reporting: support project leads to set up grant budgets, track performance against budgets, and support grant requirements in relation to financial reporting; this will include setting up new and improved tools and reports to support this area

• Risk control: regularly review finance controls and update as needed to minimise exposure to financial risks includes checking adherence to finance policies related to income and expenditure; maintain the organisation’s risk register.

• External contractor coordination: manage relationships with third party suppliers such as professionals supporting the organisation with the outsourced finance function, audited accounts, banking, etc.

• Policy and process: Updating and implementing new policies and processes as relevant for the above activities

HR

• Ensure effective implementation and continual review of a people strategy to enable all staff to achieve their fullest potential, and in support of good physical and mental health 

• Manage any external HR consultants or tools (e.g. BreatheHR) deemed necessary

• Line management: responsible for the performance management of the Operations Assistant; this will include managing their learning and development and coordinating their workload

• Record keeping: update and maintain HR records whilst maintaining confidentiality requirements

• Performance management: supporting the leadership team in tracking staff development and performance management including setting up relevant processes and tracking mechanisms

• Recruitment: supporting and coordinating recruitment activity as needed.  Including ensuring compliance with salary bands and ensuring fair and equal pay policies adhered to.

• HR queries: being the main point of contact for HR related queries and delegating to relevant managers as needed

• Staff absence: tracking annual leave, sickness and other absence in line with existing policies and setting up new policies as needed

• Team handbook: maintain, update and regularly update the team handbook including regular review of compliance and relevance of existing policies

Legal & Governance 

• Contracts (staff, suppliers and clients): maintain relevant templates and support other team members in setting up contracts for new recruits, suppliers and clients

• Board: Lead preparation and delivery (with the CEO) of board papers and follow up to meetings to deliver all action points

• Companies House & Charity Commission: Track deadlines and ensure compliance with relevant reporting requirements

• Manage all governance aspects (including policies, procedures, and board reporting) of the 501c3 US not-for-profit entity.

IT

• Data security: Implement and maintain relevant GDPR policies; implement and regularly review data security policies to ensure cyber security, data protection and legal compliance

Essential Requirements:

• Demonstrated financial literacy with a degree or qualification in accounting, business, economics, finance, or a related field

• Experience with charity accounting and governance

• 10+ years of relevant experience

• Advance experience of accounting software packages (ideally Xero), including strong Excel / Google Sheets skills

• Understanding of data privacy standards

• Strong communication skills - verbal and written

• Strong planning skills including attention to detail, critical thinking, multi-tasking and problem solving

• Ability to work collaboratively and flexibly to achieve outcomes and a keenness to add value to the organisation’s culture and ethos

• Experience of working in a small, entrepreneurial team

Ideally, this role will be filled as soon as possible, so applications will be reviewed (and interviews organised) on an ongoing basis. Early applications are encouraged.

HR Operations Administrator

Our client is looking for a HR Operations Administrator to provide efficient and smooth administrative support of the day-to-day operations including HR functions. You will ensure administrative systems and processes such as employee and volunteer records, private and sensitive documents, files systems and databases and absent management are maintained in line with their systems and procedures.

HR Operations Administrator Requirements:

- A Diploma in Human Resource Administration or other equivalent qualification or training PPC: delivering above industry average CPC and CTR.
- A minimum of 2 years’ full-time equivalent experience of providing efficient and high-quality administrative support
- Experience in producing clear and accurate written reports, presenting work in a concise and well-designed layout.
- Experience of maintaining comprehensive records within a busy office setting and using HRM systems
- Clear understanding of line-management structures, reporting duties, appraisals and general office practices
- Good understanding on efficient directory structures, filing documents and archiving of files
- Clear understanding of, and commitment to, the Equality & Diversity policies, and the ability to incorporate this into all aspects of your work
- Excellent IT Skills with proficiency in using IT Desktop packages and Cloud based solutions such as Microsoft Word, Excel, Outlook, Adobe Acrobat, Internet browsers, SharePoint, Google Suite
- Excellent verbal and written communication skills, including the ability to deal appropriately with a range of diverse personalities and ability to produce correspondence, reports, minutes and publicity materials
- Basic numeracy skills, to calculate annual leave entitlements etc.
- A flexible approach to service delivery, including a willingness to work outside normal office hours if required
- Willingness to challenge yourself, identifying one’s own learning and development and taking responsibility for identifying own training needs

If you think this role suits you down to the ground, then hit apply and they look forward to hearing from you!

About our client:

They help people resolve their legal, money and other problems. They do this by providing advice and information on their rights and responsibilities, as well as influencing local government and other decision-makers to improve their policies and practices which affect local communities. They, together with the wider service, uses the evidence of their clients’ problems to campaign for improvements in the laws and services that affect everyone; both locally and nationally

Location: Westminster, London

Type: Part time, Permanent

Hours: 24 hours per week

Salary: £28,122 (£16,873 pro rata)

Closing Date: 21st May 2021 (subject to early close if sufficient applicants have been received)

You may have experience of the following: HR Administrator, HR Operations, Administrator, Human Resources, Admin Assistant, Administrative Assistant, Human Resources Administrator, HR, Human Resources Assistant, HR Officer, Human Resources Officer, HR Executive, Human Resources Executive, etc.

About us
Crisis is the national charity for homeless people. We know that homelessness is not inevitable. We know that together we can end it.
Shop from Crisis exists to deliver sustainable revenue streams to the organisation, raise Crisis’ profile with new audiences and provide opportunities for members. This role sits in a newly formed E-commerce team within the Shops from Crisis retail team. With 9 shops across London and an ambitious growth strategy, we have exciting plans to expand our e-commerce activity and need experienced team members to help us deliver this. 

About the role
As an E-Commerce Operations Manager, you will lead a small team in our London warehouse to deliver a high-quality customer experience for online donated goods sales across various e-commerce marketplaces. You’ll develop efficient and productive operational processes to list and fulfil a high volume of goods for sale online and achieve sales and profit targets. You will also recruit, train and inspire volunteers in a variety of digital and e-commerce roles. 

About you
To be successful in this role you will have experience of the following:
•  Working in retail management and managing operational aspects of online sales to high levels of customer service, ideally in a warehouse environment. 
•  Using online sales marketplaces and an understanding of high-volume stock processing for sale online.
•  A track record of managing and achieving targets with a strong commercial focus.
•  Recruiting, managing, and developing a wide range of people – ideally with experience of working with volunteers and your local community.
•  Communicating with and presenting ideas and training to a range of audiences.
•  Engaging audiences via e-commerce and/or social media communications.
We want Crisis to be an inclusive employer which then reflects our members and the communities we work in. We want to offer opportunities to everyone regardless of their gender, ethnicity, disability, religion, sexual orientation or age. 

Working at Crisis
As a member of the team you will have access to a wide range of employee benefits including:
•  Interest free loans to purchase a train season ticket or a bike or for a deposit to secure a tenancy 
•  Mandatory pension scheme, with an employer contribution of 8.5% 
•  25 days’ annual leave which increases with service to 28 days
Alongside our excellent staff benefits, we will support your ongoing development to build your skills, experience and career.
When you join us you will have the opportunity to join our staff diversity networks, which aim to champion issues across the organisation, enable staff to be their authentic and best selves and contribute to making Crisis a truly diverse organisation. 
We have 5 staff diversity networks which include Black, Asian and Ethnic people, LGBTQ+ people, those with Lived Experience of Homelessness, Women at Crisis and Disability Awareness. 

How to apply
If this sound likes the opportunity for you, please click on the 'Apply for Job' button below.
Closing date: Tuesday 18th May 2021 (at 23:59)

Accessibility
We welcome applications from people who identify as neuro diverse and want our recruitment process to be as accessible as possible. If you need us to make an adjustment or provide additional support as you apply for a role, please contact the Recruitment team, contact details can be found on our website.

Registered Charity Numbers: E&W1082947, SC040094

The Mulberry Centre (TMC) is an award-winning cancer information and support centre and an independent charity, based on the grounds of the West Middlesex University Hospital in Isleworth, West London. It has been open for over 19 years and has provided services and support to more than 15,000 people. 

We are seeking an Operations Coordinator to work closely with the Finance and Operations Manager.  We are looking for an individual who will support and coordinate the smooth running of the Centre’s operational and support services, enabling The Mulberry Centre to deliver quality services with a professional and caring focus.  You will need to be a warm and welcoming team player, be proactive and an office all-rounder supporting your colleagues.

If you are interested in the work of The Mulberry Centre and have the relevant experience to perform this significant role, we would very much like to hear from you. 

Z2K's vision is that no individual in the UK should be living in poverty. We work with people in London to solve their social welfare legal issues, with a focus on Social Security and housing matters, and we campaign to change policy that is most harmful to our clients.

About the role

The Operations Officer is a central role enabling the smooth running of our day-to-day work, providing team support and co-ordination as well as supporting data collection, monitoring, and reporting.  As part of a small operations support team, this role involves working in a flexible manner to provide support to all teams and staff across the organisation. The work will include general administrative duties and project support; assisting with operational management and maintenance of the office premises; managing our CRM system (Salesforce); working with external contractors to maintain our ICT infrastructure including our broadband, VOIP and cloud hosted systems; contribution to the maintenance and improvement of our digital presence.

About you

We are looking for a proactive individual with good attention to detail and the ability to prioritise and problem-solve effectively. This role would suit someone who is a self-starter, strong team player and excels working within a diverse role. You will have experience of business administration processes and a strong understanding of ICT, digital and database functions. In addition to your aptitude for ICT and databases and making operational systems more effective, you will also have an interest in our work and our commitment to tackling poverty and inequalities.

Z2K is an equal opportunity employer. People with lived experience of poverty, from Black, Asian and minority ethnic backgrounds, LGBTQIA+ individuals and people with disabilities are strongly encouraged to apply.

Operations Executive

We are looking for an Operations Executive to get involved in the full breadth of the day-to-day activity of a busy charity.

Our client is a compassionate, dynamic and community-focused charity working to alleviate poverty caused by problem debt and lack of financial capability. If you are passionate about helping people, then this role could be for you. It is much more than just a job - you'll get to see peoples' lives changed and dignity restored!

Internal Job Title: Operations Executive

Location: Flexible between central London and home based, with some travel between local branches

Salary: £22,500 – 25,000p.a. depending on experience

Benefits: 33 days holiday (inclusive of bank holidays), 3-6% pension contribution depending on service

Contract type: Full time, permanent

Closing Date: 21st May 2021

About the Role:

Our client is a small but expanding charity, they are at a point of growth and expansion and this role will enable the right candidate to help equip the team to make a difference to some of the most vulnerable people in the community.

As Operations Executive you will provide vital operational support including; client onboarding, triaging and appointment administration; supporting volunteers including recruitment and training coordination; administering client grants and basic bookkeeping; and general administration.

You will report directly to the Head of Operations and be a key member of the central services team. You will have exposure to all aspects of the charity’s work. You will input directly into the development and implementation of organisational strategies, policies and practices to ensure the charity can realise their mission and support clients.

About you:

You will be an extremely well organised and competent individual, with either personal or professional experience of helping others and a passion for working with the most marginalised in society. You will be a problem-solver with a pro-active ‘can do’ attitude and be comfortable working on your own initiative

You will need to bring with you the following skills and experience:

• Great communication skills, with an ability to respond to multiple enquires across several mediums
• Effective writing skills, a good telephone and video call manner
• Demonstrable time management skills and the ability to multi-task
• Interest in and attention to detail
• A desire to be a part of a team supporting emotionally and/or physically vulnerable individuals many of whom who may be dealing with complex needs
• A proficiency in IT and enjoy troubleshooting, along with a strong command of the Microsoft office suite and an enthusiasm for testing new software and ways of working
• A strong ability to show empathy, compassion and patience
• Proven ability to work in a cooperative and flexible manner within a team ethos and a willingness to ‘muck-in’

Above all else our client is looking for an individual who is keen to support and play their part in implementing their vision and be an enthusiastic advocate of the work they do to alleviate poverty. They are a faith based charity and although being a practicing Christian is not an occupational requirement, they are looking for someone that is comfortable with their Christian ethos and champion its core values. If this sounds like you, then apply today with a CV and covering letter explaining how you are a good fit for the role!

Other roles you may have experience of could include: Office Manager, Administration Manager, Executive Assistant, Operations Manager, Office Coordinator, Administration Coordinator, Office Coordinator, Charity Operations, Front Office, Facilities etc.

As part of your application you will be asked to provide an up to date CV.

Do you want a job right at the heart of a growing and dynamic charity that is delivering real change for children and families? 

About the role

We’re looking for an exceptional Executive Assistant to join us in this pivotal new role working closely with our Chief Executive, Board and leadership team to support our continued and impressive growth, development and impact. We’re passionate about what we do, highly strategic, but always ready to seize opportunities to create the changes kinship families need. It’ll be a busy and varied role where you’ll go from supporting Board reporting and providing first-class administrative support, to working with the CEO on strategic projects including developing our new strategy and ensuring we deliver our equality and diversity action plan. No day will be the same, and that’s what you’ll love.

This opportunity is available on a full time basis, however part time (minimum of 28 hours/per week) would also be considered.

About Kinship

Kinship is the leading kinship care charity in England and Wales. We offer kinship carers financial, legal, practical and emotional support and understanding from the moment they need it, for as long as they need it. Our expert advice, information and guidance helps with complicated and stressful decisions that so many kinship families have to make. We’re always there to support them through difficult times and celebrate the good.

Kinship carers are strong and determined. Together, they are powerful. We help them build communities of support and action by connecting families locally and across England and Wales.

We’re at the heart of kinship networks, partnering with and influencing service providers, local and national government and other organisations. We give everything we have to fight for each family and their rights, changing society until every kinship family is recognised, valued and supported.

How to Apply:
Apply with a CV and 1-2 page cover letter by email.

Closing date: 9am on 20 May 2021

Interview date: w/c 24 May 2021

N.B. Interviews may be arranged as suitable candidates are identified, so early application is strongly advised.

Kinship is committed to attracting, developing and retaining a diverse workforce, with a broad range of backgrounds, experiences and perspectives.

We are looking for an enthusiastic Business Administrative Assistant to join our new team to support us during our start-up phase with administrative business support. The role of the YPF Trust’s Business Administrative Assistant will be to support the administrative function the Charity and team.

Main areas of responsibilities will include:

Business Administrative Assistant to perform a variety of administrative and clerical tasks.

Duties of the Business Administrative Assistant include providing support to the Head of Operations and Membership Development and wider YPF Network

Finance & Systems

• Assist with finance administration e.g., setting up invoices and expenses on CAF bank online, adding invoices and expenses on financial software Book Check.
• Maintain paper/electronic records for all financial transactions.
• Work with Head of Operations and Membership Development to provide office expenditure, staff expenses, payroll and any other financial information required.
• Process payments and other finance support as required.
• Liaise with all staff to conduct System review on a quarterly basis.
• Manage back-office support systems; including the YPF Trust Office365 and Zoom accounts.
• Support with the setup of a CRM database and manage updates accordingly.

Digital & Communications

• Support in setting up, managing, and maintaining up to date mailing list via our chosen marketing automation platform, ensuring new YPF contact details and partners are added.
• Support the management of website content, adding relevant information as and when required, including the uploading of resources to the YPF-in-a-box tool

HR & Governance

• Assist to ensure all relevant policies for the organisation are in place, up to date and communicated to staff and trustees.
• Support the development and delivery of staff management processes including staff appraisal, system, training, and maintain records on leave and absence.
• Keep full and appropriate records HR records for all staff and volunteers.

Events & Network Support

• Arranging meetings, booking rooms, taking minutes, and arranging hospitality as and when requested.
• Support on administrative duties around network and training events
• Taking a supportive role in the management of the HR and Governance Working Group for the YPF Network, acting as a centralised point of contact for HR and Governance related developments for the Network

Person Specification:

Essential

• Good level of written and verbal communication and interpersonal skills
• Attention to detail
• Ability to prioritise & work across multiple projects
• Good knowledge of finance admin processes and software 
• Good knowledge of Microsoft Excel, Word and Outlook is required
• Good knowledge and experience of virtual meeting platforms like Zoom and MS Teams

Desirable

• Use of database and CRM systems
• Creative skills and innovative ideas
• An understanding of voluntary sector 
• Interest for children and young people having the best start in life. 

Background/IRC Summary:

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and in 22 US cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The External Relations (ER) department is comprised of four complementary functions: Private fundraising, Mobilisation & Marketing, Policy & Advocacy and Operations & Analytics. To enable IRC to deliver our Strategy100 commitments, the ER department has established a bold new approach that will enhance our ability to raise diverse and flexible funding aligned with IRC’s top priorities, while raising our profile and influence. The ER team is an international team, with colleagues in more 10 offices globally.

Job Overview/Summary:

To provide a high standard of assistance to the Mass Markets’ Department Manager to ensure smooth running of the global team.

The role is varied in what it covers and will suit somebody who’s good at prioritising effectively, multi-tasking, working autonomously and combining a great eye for detail with an interest in supporting the Department Manager with whatever the day brings. The right candidate can make judgements on what’s strategically important, will have the ability to problem solve, be efficient, diplomatic and have the inter-personal skills to deal with senior staff, colleagues and networks internationally.

Key Working Relationships

• VP - Mass Markets
• Department Manager - Mass Markets
•  US Fundraising
• UK Fundraising team
• Germany Fundraising team
• Sweden Fundraising team
• Supporter Retention team
• Digital Engagement team
• Supporter Acquisition team
• Executive and Administrative Assistants in External Relations department
• International HR, Finance & IT teams
• External consultants and networks of the VP and Mass Markets team

Main Tasks and Responsibilities:

Team Assistant – Mass Markets

•  Managing the VP’s diary and arranging their schedule as needed.
•  Creating, collating, updating and reviewing documents for internal and external communications: organisational charts, emails, presentations and reports etc. as required.Handling internal and external enquiries in a professional manner, dealing with these to conclusion where possible or referring them to the appropriate person if needed.
• Coordinating payments and organising approvals from VP for credit card reconciliations, team expenses, procurement and invoices.
• Taking minutes/actions in team meetings and ensuring follow-up of action items to completion.
• Coordinating meetings, events and workshops including sourcing and booking facilitators, venues, arranging stationary, IT facilities, refreshments and catering as needed.
• Develop collaborative relationships with the Mass Market teams and Executive Assistants of the External Relations Senior Leadership Team.
• Coordinating Service and Master Agreements as well as full on-boarding for contractors as required.
• Assisting with on boarding process and inductions for new starters in the team as required.
• Coordinating and organising review of Mass Markets updates from wider team for the Leadership Board.
• Coordinating updates of the recruitment tracker and traffic light items when required.
• Ensuring the team’s annual leave and remote working days are communicated and registered.
• Responsible for monitoring and purchasing of stationary and meeting/training materials as required.
• Providing admin assistance to the VP as required, managing inbox of Department Manager when they are on leave.
• Undertaking Mass Markets ad-hoc projects and any other administration, planning and organisation related activities as required.

The application deadline is 5th May 2021 Interviews will take place week commencing 7th May 2021.

Candidates must have the right to work in the UK.

IRC UK is committed to equality of opportunity and non-discrimination for all applicants and employees. IRC-UK seeks to ensure we achieve diversity in our workforce regardless of gender, race, religious belief, nationality, ethnic/national origin, sexual orientation, age, marital status or disability. IRC-UK welcomes applications from all candidates, including underrepresented groups and refugees who have the right to work in the UK.

Operational Support Coordinator (Visitor Attraction)

Location: London
Contract/recruitment type: Permanent
Starting salary: c. £28,000 per annum, plus benefits
Hours of work: 37.5 per week
Interview date: May 2021
Vacancy Closing Date: 16/05/2021, 23:55

About the role:

It's knowing you have everything in place to deliver an outstanding visitor experience.

It's working as one to deliver impressive projects. And it's helping millions enjoy world renowned buildings and beautiful art. This is what makes working for our client so special.

Their Visitor Services team help hundreds of thousands of visitors from around the world enjoy magnificent buildings and works of art as well as the glorious state rooms.

At the heart of this enthusiastic and dedicated team, you'll work with the Visitor Services Manager to deliver on the operational elements of the visitor experience.

Overseeing a cyclical calendar of projects for their varied openings across their London sites, you'll ensure that visitor routes and infrastructures are fully prepared and constructed, ready to open on time.

Managing schedules of work and budgets as well as supplier and contractor relationships you'll create visitor routes that flow smoothly, are well-presented and also safe and secure.

Working closely with colleagues, you'll provide advice on operational aspects in preparation for upcoming exhibitions and events. And as a vital interface, you'll also ensure your projects align with our overall calendar of events in what are busy working buildings.

Your biggest challenge will come when their doors open to the public each summer, when not only will you oversee the delivery of the operational structures, you'll also support the daily management of the site, and help to recruit, induct and train a temporary front-line team of over 250. Every day, like every project, will be different. Although their processes and ways of working are well established, there is always room for improvement, and your ideas will be valued.

And playing a central role in the delivery of an exceptional visitor experience will be your greatest motivation.

About you:

You already have experience of delivering projects of similar complexity, and you've worked in Visitor Services too, so you're ready to make the impact we need.

• A natural communicator and collaborator, used to working with colleagues, contractors and in-house teams, you'll quickly build credibility at all levels.
• Organised, pro-active and with lots of initiative, you'll know how to juggle a varied workload, and can effectively adapt to tight deadlines and changing circumstances.
• With good analytical skills, pragmatism and pro activity, you're used to anticipating issues and coming up with innovative solutions.
• You're an outstanding team player who is confident taking the lead and enjoys getting the best out of people.
• Digitally fluent, and with an eye for detail, your written skills and administration are second-to-none.

Above all, you're passionate about creating the kind of visitor experience that leaves a lasting and positive impression.

You may have experience of the following: Operations Coordinator, Staff Coordinator, Operations Administrator, General Manager, Operations Supervisor, Visitor Attraction, Administrator, Customer Service, Tourism, Visitor Care, Office Administrator etc

Ref: 98875