We are the national body for careers education in England, delivering support to schools and colleges to deliver modern, 21st-century careers education.

The Careers & Enterprise Company is a great place to work. We operate within a fast-paced and collaborative environment. We are brought together by one thing: our passion to ensure young people get the best possible start in life and are supported to find their best next step.

Do you want to be part of a mission-driven team focused on transforming young people’s lives? If so, we’d love to hear from you!

Role Summary

This role provides high-quality executive personal assistance and administrative support to the CEO and Deputy CEO, to the part-time Chairman and to other Board members. In addition, the post-holder is responsible for the administration of meetings and other arrangements associated with The Careers & Enterprise Company Board and Senior Leadership Team. The role requires an adaptable individual who can flex their style and pace. The post-holder will be part of the Operations Support team and will work with the Internal Operations Manager and wider Operations team to ensure effective delivery.

Our organisation has a privileged opportunity to make a difference to the lives of millions of young people, helping to inspire and prepare them for the fast-changing world of work, and we want you to help us make it happen.

To apply, please click the Apply button to send us your CV and cover letter (no more than 2 x A4 pages with a minimum font of 11). In your cover letter, please demonstrate how you meet the job profile, in particular the following:

• Managing complex diaries
• Managing senior-level stakeholders
• Working proactively in an ambiguous environment

This vacancy may be closed early if sufficient applications have been submitted. Therefore, please do not delay in submitting your application.

Closing date: 9.00am on 25th October 2021.

It is our policy to review all applications within two weeks from the closing date. If you do not hear from us within three weeks following the closing date, then your application has unfortunately not been successful on this occasion. We are unable to provide feedback to candidates who have not been shortlisted and attended an interview.

Are you passionate about communication and organisation, working within the faith-based charity sector?

The role supports the Deputy General Secretary for Discipleship, responsible for a team of staff, co-ordinating their work with that of the Church’s main councils and with the needs of its congregations and people.

You will have a vital role in seeing that the Deputy General Secretary is properly supported in this busy schedule, acting as an administrative anchor, balancing a range of responsibilities confidentially and carefully. You will be part of a diverse team and your reliability as a team player will be key in enabling the Deputy General Secretary to manage this work.

You will be a highly organised, experienced PA with excellent communication and interpersonal skills. You will have the ability to multi-task and work to tight deadlines whilst maintaining a high level of accuracy and attention to detail. Being proactive and the ability to work without constant supervision is essential. Experience of using IT to manage projects and events would be a distinct advantage.

We can offer you a flexible and friendly work environment; hybrid working from Church House in London and from home.

If you are interested in working for us and can meet the above requirements, please contact us/see our website for an application form (noting that we do not accept CVs).

Closing date for applications: 12 noon, Monday 15 November 2021

Interview date: Tuesday 7 December 2021

The charity 

Established 140 years ago, we are there for everyone working in education. 

Through our free helpline, grants, counselling, guidance, professional and organisational development services, we work with hundreds of organisations and thousands of staff across the sector. The impact can be lifesaving and more teachers, lecturers and support staff turn to us for help each year.

We have ambitious plans for the future, as we grow to meet the needs of an ever-changing education sector. We are focused on our vision of everyone working in education feeling respected, supported and resilient.With 34% of teachers planning to leave in the next few years due to stress and workload, the work we do is very important. 

The vacancy 

We are looking for a diligent individual who can support our CEO with diary management, meeting preparation, relationship management, event attendance and travel administration and ad-hoc research.

You will also support and develop key internal and external stakeholder relationships. Work closely with the Chair of the Trustees and all individual Trustees as well as the Leadership team and senior management.

In return you can expect a friendly and flexible work environment, generous holiday and pension arrangements, company sick pay, and more. 

How to apply 

Please apply with your CV and a Supporting Statement explaining how you meet the role requirements outlined in the Job Description/Person specification for this role.

Follow the apply button to our recruitment portal where you can upload your CV and Supporting Statement. 

Closing date is Friday 22nd October, however we do recommend early applications as we may opt to interview on a rolling basis, and so the vacancy could close early. 

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.

The Role

London School of Theology (LST) is seeking to recruit a PA to provide administrative support for all aspects of the roles of the Principal and Academic Dean. 

This is a role requiring previous PA experience at executive level and will suit someone who will enjoy the opportunity to provide support at the most senior level with a busy and varied workload needing high levels of discretion and confidentiality.  The role needs someone who is pro-active, confident and has excellent organisational, interpersonal and communication skills.

Specific duties include diary management, administration support, research support and acting as Secretary to two Committees and the Executive Team.

Application Details

A complete Job Description, Person Specification and full details of the application process can be found at LST's website.

Applications are welcome from both full-time and part-time candidates as the tasks within the JD can be separated for those interested in a part-time position only.

All successful candidates must have the right to work in the UK.

LST is a Christian college and as such it is a requirement of the Person Specification that the postholder must be in sympathy with the Christian ethos, aims and objectives of the School.

Candidates are encouraged to apply early as applications will be considered upon submission.
 

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.

Our client, a leading London University, is looking for an Executive Assistant on a temporary basis to provide key support and oversee the smooth running of the faculty. The post will run for 3 months in the first instance, and will be based on site 2 days a week and remotely the remainder of the week.

Providing an efficient, confidential and professional service, the post holder will carry out a wide range of administrative duties, including acting as the first point of contact, dealing with enquiries, managing correspondence, maintaining the director's diary and organising travel. You will also be required to plan and coordinate delivery of training courses, workshops and events as well as a calendar of meetings, following up on actions, taking minutes and organising and maintaining databases. In addition, there will be a requirement to assist with financial matters involving processing transfers and tracking expenditure.

In order to be considered for this post you must be available immediately and have previous experience of working in a senior PA/EA role within a Higher Education setting. With excellent organisational skills and the ability to manage a varied workload, you will have excellent communication skills and be confident in dealing with people at all levels of seniority.

If you are interested in finding out more information about this new opportunity, please register your interest below and submit your CV by clicking 'apply now' below.

Role

• To provide professional and comprehensive administrative support to the Surmaster.
• The responsibilities and duties of the PA to the Surmaster listed below are not intended to be exhaustive. It is anticipated that these duties and responsibilities may change from time to time.

General Responsibilities:

• Act as a gatekeeper to the Surmaster.
• Deal with all incoming communication, where possible, and ensure appropriate action and follow up.
• Diary management – organising and planning the Surmaster’s time including travel arrangements and meeting preparation.
• General administration, record-keeping and filing – to include: Complaints and Concerns, Teaching Staff Induction and Training, Teaching Staff Appraisals, Teaching Staff Probations.
• Completion of tasks, reports and letters as required at various times throughout the academic year.
• Minute regular formal meetings, and others as required.
• Hospitality arrangements for meetings relating to the Surmaster, to include meet and greet, catering and room set up.
• General office management as required.
• Work in conjunction with the High Master’s PA to provide absence cover as and when required (holidays and sickness). 
• Be familiar with the key school decisions, strategies, and policies.
• Understand school processes, in particular those overseen by the Surmaster (e.g., Inspection, Probation, Appraisal, management of INSET/CPD, Crossing the Bar).
• Support the administrative function across the school and aid/cover as and when required, as directed by the Surmaster.
• Undertake any other reasonable duties as required, providing that such duties are appropriate to the role.
• All staff have a responsibility and duty of care to safeguard and promote the welfare of pupils. Staff must be aware of the systems within the School which support safeguarding and must act in accordance with the School’s Safeguarding & Child Protection policy and Code of Conduct.  Staff will receive appropriate child protection training which is regularly updated.

Specific tasks relating to the Surmaster:

• To provide a courteous, professional, confidential and knowledgeable point of contact for people both within and outside the School who wish to communicate with the Surmaster; parents, pupils, staff and external agencies.
• Management of Surmaster office budgets, to include Establishment and Hospitality, including budget forecasting and monitoring spending.
• Coordination of all Surmaster-hosted events, including annual welcome evenings for new staff and new parents, prefect/senior management team dinner etc.
• Administration of staff and pupil disciplinary procedures as necessary.
• Organisation of new teaching staff Surmaster lesson observations.
• Administration of teaching staff appraisal process; to include all administration relating to the appraisal of line reports to the Surmaster, including Google Forms and gathering feedback.
• Assisting with the management of teaching staff internal roles, including maintaining records of SRA allocations and recruitment.
• Administration for the start and end of term, liaising with Deputy Head Co-curricular regarding arrangements. Assist Deputy Head Co-curricular in arranging and collating content for whole-school assemblies.
• Administration of documentation relating to all new pupils on entry to St Paul’s Senior School.

• Maintain and update records of current pupils on iSAMS in conjunction with DH Pastoral PA, via ‘Change my details’ email address. To include an annual check for all current parents.
• Maintain pages on the school’s intranet, including oversight and coordination of updates to the staff handbook.
• Coordination and minute-taking of staff meetings as required, to include SPS Executive meetings.
• Minute taking of disciplinary meetings with pupils and parents, and, if necessary, for staff disciplinaries.
• Organisation of school photographs – whole school, leavers, and individual portraits of pupils.
• Trigger Leaving Staff Farewell Dinner and coordinate Prefects’ Dinner with the U8 Undermaster.
• Inspection administration.
• Booking of CPD for SPS teaching staff.
• Recording staff absence and associated communications and reports.
• Write ‘Proof of Education’ letters for current and ex-pupils, as and when required.
• Compile the Head’s Report for the Governing Body.
• Administration for teaching staff applications to ‘Cross the Bars’ on the Academic Pay Spine.
• Collate responses for Apposition Special Prizes, and communicate results across the school.
• Compile senior staff non-term time availability and contact lists, and circulate accordingly.

Essential skills and qualifications

• Autonomous and flexible.
• Efficient and meticulous.
• Exceptional interpersonal skills.
• An ability to work as part of a high-performing team.
• Highly literate with excellent written and verbal communication skills.
• Good time management with the ability to work under pressure and prioritise as necessary.
• The ability to work with discretion at all times.
• Able to take responsibility with a ‘can do’ approach.
• Advanced IT skills – knowledge of Microsoft Office and Google Apps to an advanced level.

Desirable skills and qualifications

• Educated to degree level, or equivalent experience.
• Ability to touch type and be proficient at shorthand is preferable, including minute taking experience.
• Experience in a similar role within the education sector.
• Supervisory/line management experience.

Background and Terms of Employment

Our founder John Colet opened the doors to St Paul’s School in 1509 to educate boys regardless of race, creed or social background. We are committed to our founder’s vision and offer financial support to every boy who is successful in gaining a place at the school on academic merit and fulfils the means-tested bursary criteria. The quality of a St Paul’s education is dependent upon the quality of its staff so we recruit high quality people and look after them well. St Paul’s embraces diversity, inclusivity and equal opportunity and we are committed to building a team that represents a variety of backgrounds, personalities and skills.

We hope that working at St Paul’s might be right for you. The atmosphere is relaxed, friendly, supportive and purposeful. We are a thriving organisation that draws upon a wide range of different skills, qualifications, roles and responsibilities, whether teaching or other support staff and personal professional development for all staff is a high priority. Our pay and package are generous by sector norms and includes the following:

• Salary

£40k to £45k pa + benefits.

• Hours of work

The post is full time, all year round. The hours of work are 40 hours per week Monday to Friday. During term time, the working hours are 8am – 6pm, including one hour for breaks. The working hours during the holiday periods are 6 hours per day with flexible start and end times to be agreed with the Surmaster. The seniority of this position means that you are expected to work such hours as are necessary to complete your work.Some flexibility is therefore required to cover some ‘out of hours’ meetings.

• Holidays

25 days plus 8 Bank Holidays per annum. Annual leave should usually be taken during School holidays (term dates can be found here).

NB: The School normally closes for a period over Christmas, the dates of which are agreed by the Executive every year. This closure period may result in additional non-working days; however, this is non-contractual and does not affect annual leave entitlement.

• Benefits *

• 25 days of annual leave plus 8 UK Bank Holidays. After 5 years of employment, annual leave entitlement increases to 27 working days (or pro rata equivalent). This increases to 30 working days (or equivalent) after 10 years of employment.
• A generous Stakeholder pension scheme.
• Death in Service Benefit
• Free daily hot lunches including vegetarian options, bistro dishes, soup and salad bar, and hot drinks and snacks supplied throughout the day.
• Employee bicycle scheme, where a bicycle suitable for commuting will be supplied, or the cost of purchase reimbursed, by the School to the value of £500. Bike mechanic visits site regularly to maintain the bicycles.
• Use of sports facilities, including swimming pool, gym and staff changing rooms and showers.
• Employee Assistance Programme; an independent, free and confidential advice service that can offer both practical advice and support on topics such as Debt & Finance Support, Legal and Tax Advice, Family Care and Mind and Body Support.
• Free parking on site.
• Policy for funding external professional development.
• Access to school counsellors, doctor and physiotherapist.
• Annual flu vaccination.
• After one years’ service, part remission of tuition fees for children of employees (subject to competitive entry procedures). Please note this is not a contractual entitlement and the Governors reserve the right to vary the rate of remission or to withdraw it altogether.
• Reimbursement for costs of eye-sight tests and contributions towards glasses for VDU work.
• Brand new, state-of-the-art buildings, and a large and comfortable Staff Room.

Job title: Team Coordinator and Executive Assistant

Working hours: 28 hours per week

Salary: £24,000 a year (this is equivalent to a full-time salary of £30,000 a year)

Who we are?

At London Funders we are at the heart of a great network of over 170 member organisations, focused on funding in London.  This includes every local authority in London, City Hall, independent Trusts and Foundations, businesses, social investment organisations and more. Together, our members invest hundreds of millions of pounds every year in civil society through all aspects of London’s life, from arts through to welfare, so that people across our communities can live better lives.  We’re the place where funders come together to connect and collaborate, where ideas are generated and acted on, and where people work to ensure that resources are channelled to the right places.

What are we looking for?

The Team Coordinator and Executive Assistant role is the glue in the team, who can make things happen and help us to deliver our work to a standard we can all be proud of.  This role is crucial to us in ensuring that everything runs smoothly – from being the friendly first point of contact for the team, helping to manage our diaries so we use our time effectively, and keeping the office running, through to organising the logistics of our events and supporting our work with our members so that we continue to deliver what’s needed for London.

You’ll bring your skills and experience at effective office administration to help run our systems – from using programs you’ll be familiar with (Microsoft Office software), to others that might be new to you (including Salesforce and QuickBooks) where we can provide you with training and support to use them effectively.  Your excellent communication and interpersonal skills will help you to work as part of our small team, as well as with the colleagues in our member organisations you’ll be meeting at our events.  You’ll soon find that no two days are the same, so whilst some elements of the job will be fairly routine (from diary management to taking minutes at meetings), you’ll also thrive on the variety of things you can get involved in, using your prioritisation skills to help you stay focused on achieving great things as part of our friendly team. 

How to apply?

The deadline for getting your application to us is 12pm (midday) on Friday 22 October 2021 – we’ll be shortlisting that day, and if you’re selected for interview we’ll invite you in to see us on either Tuesday 26 or Wednesday 27 October 2021. When you meet us we’ll ask you to do a short test (of your computer and prioritisation skills, you won’t need to prepare in advance for this), and we’ll then have an interview with you which will also include some time for you to ask us any questions.

When you’re ready, send your CV, covering letter and diversity monitoring form as outlined in the application pack. We look forward to hearing from you!

Good Law Project’s mission is to achieve change through the law. We defend, define and change the law to protect the environment, uphold democracy, and ensure no one is left behind. We are a young organisation with a ground-breaking track record already and are now seeking to expand our staff team.

Our website sets out more about what we do.

We are committed to holding Government and other powerful actors to account and to tackling issues of injustice, inequality and discrimination experienced by some of the most marginalised groups in our society.

We are now looking for a paralegal and administrative assistant to support the Legal Director and other members of our growing team with research and other paralegal and administrative tasks, helping to ensure our cases run smoothly and professionally. Download and read the full job pack.

Essential experience and attributes

• Legal experience whether academic (e.g. this role would suit a Law graduate or person who has completed their professional training qualifications) or professional (e.g. through previous working in the legal sector);
• Excellent research, writing and verbal communications skills;
• A demonstrable ability to grasp quickly new concepts and areas of the law with an openness to learning new approaches, topics and skills;
• Good IT skills including mainstream applications.

Desirable

• Knowledge or experience in public law, health and social care, law relating to technology and data protection, employment and/or other fields relevant to GLP’s work;
• Knowledge or experience in using a case management system.

About us

As one of the few registered charities devoted to addressing the most important gaps in research funding and professional education in bone, joint and muscle wellbeing, Orthopaedic Research UK are investing in our future movement. The need is greater than ever: 19m people suffer from musculoskeletal problems in the UK, costing the NHS £5bn per year, resulting in ever-lengthening NHS waiting lists, and the loss of 30m working days to the UK economy. We use our funding to deliver research and education programmes in musculoskeletal health to reduce the burden on individuals, on workplaces, and our health system.

ESCAPE-pain, Enabling Self-management and Coping with Arthritic Pain using Exercise, is a group rehabilitation programme for people with chronic joint pain that integrates educational self-management and coping strategies with an exercise regimen. It helps people understand their condition, teaches them simple things they can help themselves with, and takes them through a progressive exercise programme so they learn how to cope with pain better. ESCAPE-pain can be delivered by trained physiotherapists, exercise instructors or other health professionals in a wide range of settings including hospital outpatients’ departments and leisure/community spaces. ESCAPE-pain delivers the NICE core recommendations of exercise and education for the management of osteoarthritis. It is recognised by the NHS Innovation Accelerator and has received awards from the Royal Society of Public Health and the British Society of Rheumatology amongst others. For more details about the programme see our website.

ESCAPE-pain is delivered by Orthopaedic Research UK under license from Guy’s and St Thomas’ NHS Foundation Trust. It was created by Professor Michael Hurley and has been developed within the NHS by the Health Innovation Network and the AHSN Network. ESCAPE-pain is a UK registered trademark of Guy’s and St Thomas’ NHS Foundation Trust.

Job Summary

The post-holder will be expected to provide all aspects of project support for the ESCAPE-pain programme. This will involve working closely with the ESCAPE-pain team and other members of ORUK. The post-holder will help to ensure that ESCAPE-pain projects are adequately planned and resourced, supporting the team to continue to deliver the programme to high standards.

The post-holder will be expected to undertake a wide variety of tasks including communicating with stakeholders, coordinating the ESCAPE-pain training courses, organising meetings, preparing agendas, minutes, reports, and presentations. As well as contributing to regular newsletters and communications to ESCAPE-pain stakeholders and ensuring all records and databases are up-to-date.

Unless working remotely as advised, the post will be based at the Orthopaedic Research UK offices in London.

The post holder will have the following key responsibilities:

• Provide high-quality administrative support to the ESCAPE-pain programme.
• Provide project support to ESCAPE-pain Managers and Clinical Director.
• Manage and maintain various databases and provide project updates and reports via Excel, Word, PowerPoint, Access, etc.
• Carry out meeting administration, including booking rooms, venues, equipment, preparing agendas and taking minutes.
• Assist in the coordination and management of the ESCAPE-pain training programmes.
• Be responsible for collating and updating the programme content on two websites.

Key Relationships

• Core ESCAPE-pain team (within ORUK) and wider ESCAPE-pain team, trainers, facilitators (healthcare professionals and fitness instructors) and providers across the UK
• ORUK Executive team 
• Health Care Professionals in acute and community services across the UK
• Commissioners
• GPs and Practice staff
• Service User Groups
• Leisure Providers
• Information Governance team
• Key members from partnership organisations

Key Responsibilities

Communications & events

• Work with colleagues to provide high quality administrative support for the ESCAPE-pain programme.
• Arrange meetings, liaising with the ESCAPE-pain team and stakeholders.
• Coordinate and support the management of ESCAPE-pain training sessions and oversee all elements of event organisation, including booking trainers, ensuring that trainers have all the resources & IT required to deliver, developing materials, room/venue booking, and equipment/resource set up.
• Help prepare ESCAPE-pain presentations with team members.
• Take formal minutes of meetings for the ESCAPE-pain programme, forming part of the audit trail, chasing action owners where relevant.
• Build and maintain working relationships with internal and external stakeholders relevant to this role, communicating accurately and diplomatically.
• Work with ESCAPE-pain team to produce quarterly newsletters and written communications as required.
• Ensure the ESCAPE-pain pages across two websites are kept up-to-date and accurate.
• Provide timely information and updates to the team and external collaborators.
• Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to the appropriate person.
• Regularly review procedures to identify where improvements and/or streamlining can be implemented to ensure that ESCAPE-pain runs effectively and efficiently.
• Co-manage two inboxes and help answer general enquiries from existing and potential participants (patients/clients/service users), providers and members of the public.
• Deal with sensitive and contentious issues and ensure these are dealt with in an appropriate manner.
• Respond to any requests and enquiries relating to the various ESCAPE-pain digital tools. Problem solve and trouble shoot before escalating to the relevant external development agency.
• Ensure that post-course information is sent to all trained facilitators and database of course attendance is kept up-to-date.

Financial and physical resources

• Work with ESCAPE-pain team to ensure that trainers are paid promptly and correctly.
• Maintain up-to-date database/records of income and expenditure for all ESCAPE-pain training courses and flag any projected deviations from targets outlined in strategic plans.

IT and information resources

• Enter data (clinical and non-clinical) on electronic systems and provide updates and summaries as required.
• Support the development of ESCAPE-pain project schedules and overall strategy.
• Help prepare, format, and disseminate progress reports.

Research and Development

• Support the other key strands of ESCAPE-pain as required (e.g., updating content for the web, basic online research, new resource development, scoping new partnerships and activities).

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your role within the organisation and the overall business objectives of the organisation.

Benefits of joining the ORUK team

• 8% annual bonus based on performance (discretionary)
• Annual cost of living review 
• Flexible working hours in core business hours (8am – 6pm)
• TOIL for overtime during weekdays and weekends
• Pension 8% (employers’ contribution 7.5% + 0.5% employees’ contribution)
• 25 days annual leave plus bank holidays, increasing by 1 day per year after 5 years up to a maximum of 30 days
• Enhanced maternity/paternity package
• Interest-free travel loan
• Access to Employee Assistance Programme
• Private Medical Health Insurance (and reduced family rates)
• Bike to work scheme 
• Death in service (x4 basic salary)
• Opportunity to grow within the organisation

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.

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

About Sustain

Sustain is a powerful alliance bringing together around 100 organisations nationally – and hundreds more at local and regional level. We believe everyone should have access to healthy and sustainably produced food that protects people, animals and planet. Working together, we run highly effective and creative campaigns, advocacy, networks and demonstration projects, aiming to catalyse permanent changes in policy and practice, and to help equip more people and communities with skills as change-makers. Collectively, we strive for better food, farming and fishing through policies and practices that enhance the health and welfare of people and animals, tackle climate change and restore nature, improve the living and working environment, enrich society and culture, and promote greater equality.

About this role

Sustain has around 20 to 25 staff running projects, campaigns and core support services such as finance, IT and design, and administration. The organisation is managed overall by a senior management team of three people – Chief Executive Kath Dalmeny; Deputy Chief Executive Ben Reynolds and Programmes Director Sarah Williams. We are now seeking an Executive Assistant to work with the senior management team – and closely with the Chief Executive and Trustees – to help manage effectively a range of important tasks for the running of a diverse alliance and national charity, through a positive period of growth and evolutionary change for Sustain. This is a new job opportunity within Sustain. We have undertaken some preparatory work with the help of a freelance Executive Assistant, but the role is open to further shaping and development by the successful candidate, within the context of the Sustain team.

Tasks and responsibilities

Sustain’s Executive Assistant will have a central, varied and stimulating workload working closely with the Chief Executive, Senior Management Team, Trustees and with other Sustain staff providing core support services. The Executive Assistant’s responsibilities will include:

1.Personal Assistant support for Sustain’s Chief Executive

• Helping the CEO to manage and prioritise her organisational relationships, appointments and diary commitments, as well as her email inbox, including drafting responses for sign-off.
• Helping the CEO to respond in a timely fashion and to keep time available to respond to requests and development needs of staff members, external stakeholders and priority issues. Examples of typical work include outreach to key decision-makers, alliance members and other stakeholders; briefing journalists, funders, trustees, alliance members and partners; facilitating alliance sessions to tackle issues of common concern; input on editorial and campaign development; catch-up meetings with key staff; and document/process sign-off.

2.Executive Assistant support to Sustain’s Senior Management Team (SMT)

• Helping the SMT to arrange external meetings and contact management.
• Helping the SMT to arrange monthly management meetings. Attending these meetings, producing meeting notes and supporting the SMT staff to pursue the actions identified in a timely and accountable fashion, in relation to Sustain’s Strategy, Organisation Development Plan and keeping staff informed of key developments.
• Helping the SMT to report to and consult with Sustain staff, union representative(s) and others on relevant developments (for example, preparing a report of key points from the SMT meetings for the SMT to deliver at staff meetings).
• Working with the Chief Executive and Head of Finance, collating and drafting quarterly papers for Sustain’s Council of Trustees and maintaining the Trustees contact list and other details.
• Attending quarterly Sustain Council of Trustees meetings (usually on a Wednesday afternoon), drafting the minutes for sign-off by the CEO and Chair, and ensuring these are checked and circulated in line with relevant deadlines; also helping the SMT with follow-up actions.
• Responding to Trustee enquiries about Council and administrative matters.
• Maintaining and tracking the process of HR and organisational policy updates – some as part of regular review; others through the process of consultation, re-drafting and sign-off.
• Managing and developing Sustain’s VIP database as well as Sustain’s communications with these individuals.
• Helping to prepare the Sustain Annual Report, to involve collating and editing material and ensuring that a range of contributors are meeting their deadlines.
• Helping to prepare papers and with the process of recruiting new Trustees for Sustain’s Annual General Meeting (usually takes place in November/December each year) and with organising follow-up work, such as pursuing actions, checking that the Annual Report to the Charity Commission and Companies House has been submitted, and helping to induct, get relevant information from and register new Trustees.
• Helping the SMT to organise a new outreach programme to cultivate relationships, partnerships and speaking opportunities with Sustain member organisations and others, with the Executive Assistant helping with tracking progress, relationship building, liaison and diary management.
• Booking travel and accommodation when required.

3.Support for management aspects of Sustain’s core work:

• Attending monthly Line Managers Team meetings, helping to develop the agenda, producing meeting notes and supporting SMT and line-management staff to pursue the actions identified in a timely and accountable fashion.
• Attending monthly Sustain staff meetings, participating as a member of staff, who share the chairing and minute-taking roles on a rolling rota basis.
• Taking part in one of the Sustain core teams as an active participant, for example contributing to Sustain’s development of communications, fundraising or approach to improving diversity.
• Building excellent connections with staff, Trustees, key Sustain alliance members, partners and contacts to enable ‘Sustain-style’ warm relationships, active listening, positive exchanges and timely action.
• Occasionally taking part in events out-of-hours, or outside London, to support events and activities that further the work of the alliance.
• Other duties and activities that may arise from time to time.

Diversity

Diversity matters to us. We have a working environment where we value and respect every individual's unique contribution. Diversity helps us identify where change is needed and what is required to promote equity as well as reflect the concerns of our wide alliance of members.

We are committed to equality of opportunity and welcome applications from individuals, regardless of age, gender, ethnicity, disability, sexual orientation, gender identity, socio-economic background, religion and/or belief. We are happy to discuss and consider flexible working at the point of hire.

Sustain’s Executive Assistant will contribute to the mutually supportive culture of Sustain (including staff and project participants) in which equality and diversity are not just respected but promoted.

How to apply

To apply for this position, please provide:

• a completed Application form
• a completed Equal Opportunities Monitoring form

Deadline: 10am, Thursday 28 October 2021

First-stage interviews for this position, for long-listed candidates, will take place virtually using Zoom on Thursday 4 November 2021. Second-stage interviews for short-listed candidates will take place either online or in-person during the week of 8 November 2021. Ideally the successful candidate would be able to start shortly after the interview process.