The Rose Castle Foundation is seeking to appoint an experienced Senior Executive Assistant to support the Founding Director (FD). The role will include creation and execution of an effective organisational infrastructure for optimising programme development opportunities and the supporting of generation, follow-up and conversion of fundraising leads.

Hours: ​​Offered as a full-time position; 37.5 hours/week. Candidates looking for a part-time position may be considered. Fixed term 12-month contract with 3-month probationary period. Ongoing contract is subject to review thereafter. 

Location: Remote working. Ideally based in London, Cambridge or surrounding area. Applicants from Cumbria/elsewhere in the UK also considered.

Remuneration: ​£24,000 - £30,000/annum (to be determined by experience)

Ideal Starting Date: ​April 2020

About the Rose Castle Foundation 

Rose Castle Foundation is an international centre for peace and reconciliation, based at the 800-year old Rose Castle on the edge of the Lake District National Park. Its aim is to equip a generation of reconcilers to cross deep divides: within and between faith communities, across religious and secular lines; and between communities and the natural environment. It trains and supports individuals, communities and organisations to build sustainable relationships that lead to reconciliation.

Rose Castle Foundation (RCF) is a registered charity in England and Wales (1159568). 

Closing date for applications: 9:00am, Monday 27th January 2020; interviews held 5th -7th February.

Please see attached job specification for full details of the position as well as information on how to apply.

We are looking for a PA to join our vibrant organisation. 

The primary responsibility is to provide administrative support to the Clerk and Master’s office, mainly focusing on managing their social diary.

• Managing the Clerk and Master’s individual diaries.
• Maintaining an efficient recording system of all internal and external invitations.
• Maintaining a feedback record system for all internal and external events.
• Research and produce a brief for all social events where the Master is representing the Company.
• Research and book all travel and hotel arrangements for the Clerk and Master.
• Manage expenses for the Clerk and Master.
• Assist with “gatekeeping” of calls and messages for the Clerk and Master when the EA is unavailable.

Qualifications

• GCSE, C (Grade 4) and above in Maths and English
• Personal Assistant/Business Administration BETC Diploma (Level 3) - Desirable

Experience

• 1 year experience in an administrative role desirable but not essential.
• Proficient computer skills and confident with learning different IT systems.
• Attention to detail and ability to maintain level of excellence under pressure.
• Strong verbal and written communication skills (English)

Executive Assistant / PA - Temporary

Our client a leading health membership body are seeking a high-level EA to join the team in January on a temporary basis for approx. 1 month initially, central London based in walking distance from the tube station.

The role of the Executive Assistant is to provide confidential, high quality, effective and pro-active support to the Directors, to enable the delivery of strategic operational objectives. The post holder will also play a key role in supporting collaborative communications between Directors, the relevant Vice Presidents and Officers of the College and staff to facilitate matrix working.

KEY RESPONSIBILITIES

Duties include but will not be limited to:

• To provide proactive administrative support to the Directors to include; diary/appointments management, confidential issues, travel/hotel bookings, meeting arrangements and keeping track of work deadlines.
• To ensure all information and papers relating to the Directors' meetings are provided prior to the meeting in a well ordered and presented manner.
• To coordinate attendance at various meetings liaising between colleagues, officers, members and external stakeholders including organising events such as the divisional away days and divisional meetings and servicing meetings.
• To ensure that the Directors are regularly briefed in writing or verbally highlighting actions that have been forwarded to other managers to action and chasing these actions as appropriate.
• To provide administration and monitoring of Directors' emails and telephone correspondence, ensuring strict confidentiality and proactivity at all times by drafting replies or directing emails to colleagues on behalf of the Directors.
• To use a variety of software packages to produce correspondence/ documents and maintain presentations, spread sheets and databases, checking for accuracy and good quality presentation in all correspondence.
• To maintain efficient filing and bring forward systems to ensure that essential deadlines are met and to ensure efficient management of information, including making certain that electronic and paper records systems are well maintained.

Personal Specification:

• Experience of providing PA support or working as an Executive Assistant to staff at Director level
• Experience of working in a busy and demanding office environment effectively and to tight time schedules
• Experience of working with and influencing a wide range of people at all levels of an organisation and strong experience of working with a variety of teams across an organisation.
• Experience of minute taking and preparation of board level papers for meetings
• Experience of organising events.

• Strong communication skills, both oral and written including excellent report writing skills and the ability to present information in a fluent and persuasive manner to people at a range of levels
• Well-developed experience and knowledge of Microsoft applications, including Word, Excel, Explorer, Outlook and PowerPoint
• Ability to deliver multiple objectives within short time frames to high standards and to meet multiple deadlines.
• Ability to act to minimise errors and inaccuracies, maintaining high standards of accuracy and correctness in dealing with information and data. Adopting an orderly and precise approach to work paying careful attention to following standard procedures and ways of working.
• Excellent proven organisational skills and an ability to adopt an orderly and precise approach to work paying careful attention to detail and ability to following standard procedures and ways of working

Role: Executive Assistant / PA

Location: London

Employment Type: Temporary, 1-month approx. starting January

Salary/rate: £18.88ph

Working hours: 35pw

Ref: 72771PMR

The Initiative:

We want to see a world where everyone, everywhere, has someone to turn to in support of their mental health. However, this is not currently the case.  Worldwide mental health conditions are increasing, and depression alone is on track to be the leading disease burden by 2030. The world is not yet equipped to handle this growing crisis, especially in low and middle-income countries where the majority of conditions occur.  United for Global Mental Health was established in 2018 as an organisation focused on increasing global advocacy, campaigning and financing for global mental health to address this growing global need and increase the political and financial commitment so that everyone, everywhere has someone to turn to when their mental health needs support.

Together with over 80 people from 14 countries, we have launched the first global mental health campaign that is led by passionate campaigners and people with lived-experience of mental health from all over the world: from Nigeria to the US, from Indonesia to Australia and from Sierra Leone to Tonga. Supported by high-profile partners and ambassadors, our campaign unites efforts to bring greater action on mental health.

The role:

This is an excellent opportunity for a highly motivated and experienced Executive Assistant to join a growing charity in supporting the Chief Executives in the planning and delivery of their workload.

Reporting to the Finance & Operations Manager, the EA will regularly liaise with Trustees, the Board, Donors and high net worth individuals.

As an Executive Assistant you will be a confident and energetic individual with proven experience to provide comprehensive support to the CEOs, including but not limited to:

• Proactive diary management

• First point of contact for the CEOs

• Managing the CEOs’ worldwide travel arrangements, including flights, ground transportation, transfers, hotels and produce detailed itineraries and packs

• Use judgement and knowledge to answer queries without asking the CEOs and delegate actions to others when necessary

• Commission briefing and other materials for all appointments from members of senior staff, ensuring the CEOs are fully prepared for all meetings in a timely manner

• Project manage workstreams close to the CEOs priorities ensuring there are clear agendas, actions and next steps. 

• Collate business expenses with the support of the Office Administrator

• Working with the Finance & Operations Manager to assist in the administration of board meetings, including board paper collation, formatting and distribution.

• Production of board meeting minutes and updating of actions

• Timetabling of 1:1s and internal meetings

• Working with the Office Administrator to coordinate operational set-up of internal & external meetings 

• Support the wider team when required

• Occasional travel alongside the CEO may be needed 

About You:

The right candidate will demonstrate a flexible approach, have strong interpersonal skills and will have provided executive support to an executive team in the past and maintain discretion at all times.

You will be comfortable working in a fast paced environment and working as part of a team to achieve goals.

Communication

• Ability to communicate with staff at all levels, internal & external stakeholders and people with lived experience of mental health

• Building lasting relationships with staff and stakeholders 

Organisational

• Highly organised, confident and diligent EA with excellent communication skills

• The ability to plan and prioritise work for self and others

• Self-motivated, able to work independently and proactively

• Have the ability to meet changing and challenging deadlines while maintaining rigorous attention to detail

Requirements

• Three years’ experience of working in a similar role 

• Ability to work proactively and under pressure

• Excellent computer literacy. Experience in Google Apps (Mail, Calendar, Docs), Mac OS (Mail, iCal), Excel, PowerPoint and Word to an advanced level

• Previous experience supporting senior executives as a PA/EA is essential

• Ability to travel

• Solution oriented

Desirable

• Third sector experience

• Experience of working in a small, entrepreneurial team

What’s on offer

The opportunity to work within a growing team located Somerset House on the Strand, overlooking the Thames, with regular invites & discounts to Somerset House events.

5% Employer pension

28 days annual leave

Weekly fruit delivery

United for Global Mental Health is committed to the safeguarding and protection of vulnerable individuals therefore this position will be subject to a background and DBS check.

This document must be read in conjunction with the attached Staff Recruitment Privacy Notice.

About Scope

Scope is a major UK pan disability charity that is embarked on a programme of fundamental change to deliver its goal of ‘Everyday equality’ for disabled people. Continuing to develop a high-performing finance team is critical to delivering our goal.

About the role

We are recruiting for 3 part-time (21 hours per week) Executive Assistants to support our Executive Leadership Team. You must be able to work on a Monday and we will consider flexible working hours. You will be providing complex administrative support to our Directors, to ensure they are able to function effectively and participate fully in the corporate leadership of Scope. Our work is busy and fast paced: this role is ideal for someone who enjoys combining pro-active and reactive work and thrives on variety and a fast pace in their working life.

About you

You will have strong experience of working as an assistant at Director level, excellent writing and speaking skills and be able to build relationships with a diverse range of people. You will have exceptional attention to detail and be able to solve problems and improve internal administration processes.  You will manage a complex workload in a busy environment. Key to your success will be the ability to handle confidential information, managing projects and sensitive matters with tact and diplomacy, and spotting issues before they arise.

To apply

We offer an excellent benefits package including flexible working, 27 days’ holiday and generous pension. 

As a disability equality charity, Scope strives to make all opportunities to get involved as inclusive and accessible as possible. We offer a guaranteed interview scheme for disabled applicants who meet the minimum criteria. We will consider any reasonable adjustments and flexible working arrangements that make this role more accessible.

Closing date for applications: 06 Jan 2020 

Are you an experienced senior Executive Assistant looking for an opportunity to work for a Christian charity with a heart for seeing an end to extreme poverty?   Do you have proven experience of providing Board level / Senior PA support at Director level in a demanding environment? Then this may be the perfect opportunity for you!

As Executive Assistant you will support Tearfund's Finance and IT Director in the following areas: diary and email management, meeting coordination, arranging travel, administrative support to the Audit, Risk and Finance Committee, including minuting of the meetings, provide administrative or other support as appropriate to specific projects within the F&IT group. You will also provide some of these services to the Head of Legal and the Head of Internal Audit.

This role requires:

• excellent organisational and administrative skills 
• the ability to prioritise and work under pressure with high attention to detail. 

The successful candidate will be confident and a natural relationship builder with exceptional communication skills. You will need to be flexible and able to deal with ambiguity as well as possessing the ability to take initiative and demonstrate good judgement.

All applicants must be committed to Tearfund's Christian beliefs.

The recruitment process will include specific checks related to safeguarding issues. In addition, personal identification information will be submitted against a Watchlist database to check against criminal convictions as a counter-terror measure.

Summary

Package

The church's ministry across the Kensington Area is under the pastoral leadership of the , the Rt Revd Dr Graham Tomlin, supported by the Archdeacon of Middlesex. The Kensington Area includes the west London Boroughs of Hammersmith and Fulham, Hounslow, Kensington and Chelsea, the Borough of Richmond north of the Thames, and the Surrey Borough of Spelthorne. Spanning from Knightsbridge to the ancient bridge that crosses the Thames into Staines, the parishes of the Kensington Area serve hugely diverse and dynamic communities.

Main Responsibilities

Administrative

• Dealing with mail, enquiries, telephone calls, e-mail and all other incoming communications
• Maintaining databases and hard-copy and/or electronic copies of all relevant documents and communications
• Arranging travel for the Bishop at home and overseas as required
• Liaising with the Church Commissioners Bishoprics Department
• Preparation for all meetings of Cabinet, Area Staff, KALT and others at the Bishop's direction and taking minutes thereof
• Drawing together the Bishop's Newsletter and other general communications
• Forward planning of events and specific projects to the Bishop
• Day-to-day management of the Bishop's diary and in-tray
• Liaising with parishes during clergy vacancies and administering the process of appointment in conjunction with the Bishop's Event's Manager and Administrator
• Ensuring the security and confidentiality of the office and Bishop's study and of documents left on view and locking up of the office
• Dealing with the renewal and issue of permissions for clergy and laity in conjunction with the Bishop's Events Manager and Administrator

Financial

• The Bishop's Official Expenses, with oversight by the Church Commissioners
• The Bishop's Discretionary Fund, with oversight by the Bishop of Kensington
• The Bishop's Mission Fund, with oversight by the Bishop of Kensington

Safeguarding

• Progressing all matters relating to the administration of duties under the safeguarding legislation for applications for disclosure for licensed clergy from the Disclosure and Barring Service for the Kensington Area, in liaison with the Bishop's Events Manager and Administrator and the Diocesan Safeguarding Team, as required.

Above all, the Personal Assistant is required to have the flexibility to undertake any other duties as directed by the Bishop of Kensington that are commensurate with the role in order to support him in his ministry.

Ideal Candidate

General (Essential)

• Be pro-active and able to multi-task
• Have the ability to prioritise the workload
• Be highly organised and adept at forward planning
• Be a problem solver, always looking for ways to get things done and to work around obstacles

Specific (Essential)

• Demonstrable record of success as a PA, Private Secretary or Senior Administrator
• Demonstrate proven ability to use Microsoft Office package
• Competent in managing budgets and tracking costs
• Ability to draft letters and reports on own initiative
• Accurate audio typing; shorthand would also be an advantage

Essential aptitudes and abilities

• Be sympathetic to the aims and ethos of the work, theology and mission of the Church of England
• Have an understanding of the institution, ethos and mission of the Church of England, including an appreciation of the roles of key office holders (e.g. ordained clergy, Area Bishop, Archbishop, Lay ministers)
• Have good communication skills with the ability to communicate effectively in written and spoken English, and be able to relate to the wider public
• Have the ability to work well with others
• Be able to innovate, initiate and maintain good and effective administrative procedures
• A good eye for detail

Essential Personal attributes

• The role requires high levels of discretion and confidentiality and the ability to deal with a wide range of personalities and situations.

Desirable attributes

• Willingness to be flexible when the need arises

Our client, a leading London university, is looking for an EA & Comms Officer on a temporary basis to provide key support and oversee the smooth running of the central office.

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 coordinate a calendar of meetings, follow up on actions, take minutes, organise and maintain databases and liaise with senior academics. In addition, you would be responsible for facilitating effective communication, working with the Director and Institute Manager to deliver appropriate focused communications to staff and maintaining associated mailing lists.

In order to be considered for this post, you must be available immediately and have previous experience of working in a university. This role will be suitable for an experienced PA with experience of providing support within a higher education establishment. 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 and submit your CV by clicking 'apply now' below.

Patient and Donor Coordinator, an excellent and rewarding opportunity to join a growing Global Health Charity, based in West London.

This outstanding health organisation provides lifesaving opportunities for millions of people diagnosed with blood cancer, enabling them to be matched with a stem cell donor.

The dedicated Donor Management Team provide support through registering, matching and facilitating these the stem cell donations by liaising with, and providing support to donors.

As the Patient and Donor Coordinator, working as part of this dedicated team, you will manage the donor journey by guiding and advising donors through all stages of the donation process.

• Working predominantly by phone, email and post to communicate with donors and using a bespoke database system to record donor information.

• Register and evaluate donors for suitability and eligibility using guidelines and national regulations.
• Notify donors of a match and help facilitate the donation process through communications with donor and medical professionals both based in the UK and internationally.

Training will be provided from day one to ensure you have the skills and knowledge to support donors effectively and efficiently. To be considered for this role our client is looking for transferable skills and experiences across areas such as:

• Outstanding customer service skills, ideally within a medical setting or with some knowledge awareness of medical terminally and patient care.
• Excellent organisations skills and the ability to work in a fast-paced environment.
• Excellent attention to detail to ensure accurate recording of information.
• Good knowledge of medical terminology, case-note documentation and conducting medical histories is preferred.
• Advantageous though not essential, a degree in Medical or Sciences.

An exciting opportunity to be a Sixth Form Administrator in London.

Client Details

A Sixth Form based in London.

Description

The Sixth Form Administrator will be responsible for:

• Providing administrative support for Sixth Form team
• Supporting the recruitment for the Sixth Form
• Building good relationships with students and parents
• Developing and maintaining Alumni
• Ordering stock and stationary for the department

Profile

The Sixth Form Administrator will have:

• Administrative experience
• Proficiency in using Microsoft Office suite
• Excellent communication skills, both written and verbal
• Organisational skills and have great attention to detail
• An ability to work independently

Job Offer

Salary of £21,702-£24,02.

Julie’s Bicycle is a charity founded by the music industry in 2007 and now working across the arts and cultural sector. Our vision is a creative community powering action on climate change and the environment. Our expertise combines research with industry-focused campaigns, training, consultancy, policy and international advocacy. We support more than 2,000 arts and cultural organisations in the UK and internationally, working across the ecology of the creative industries.

 Our clients and partners include Arts Council England, Universal Music, Curzon Cinema Group, National Theatre, Festival Republic, V&A, Somerset House and many others. Our greatest asset is the trust we have earned from the sector. 

We provide the creative community with the skills to act, using their creativity to influence one another, audiences and the wider movement. We run a rich programme of events, free resources and public speaking engagements, which contribute to national and international climate change policy development. This is an exciting opportunity to work in an ambitious international organisation working to raise the profile and impact of cultural leadership on climate change and environmental issues. 

We are looking for an exceptional person with ambition, love of the arts and culture, creative flair and commitment to environmental sustainability to join a thriving team at the heart of the cultural response to climate change.

Our new Office Coordinator & Executive Assistant will be highly organised and personable. They will provide skilled day-to-day support to a busy and inspiring team and will perform Executive Assistant responsibilities for the Director and Leadership Team as and when needed. This role is critical to the organisation and will be involved in developing, implementing and maintaining accurate and efficient processes for all administrative activity.

The deadline to apply is 5pm on Thursday 2nd January 2020.

Please note that we encourage earlier applications; if we find a suitable candidate before the deadline we reserve the right to close the application process early.

Receptionist / Admin Assistant (Contract)
London, W1

About Us

Established in 1948, Tavistock Relationships is a leading charity that delivers and develops advanced practice, training and research in therapeutic and psycho-educational approaches to supporting couples.

We deliver professional training to the next generation of couple therapists and provide clinical services to couples and parents throughout London.

Now, we’re looking for a part-time Receptionist / Admin Assistant to support the daily running of our front desk for a one year contract.

The Benefits

- Salary of £10.63 per hour, with pay increment after 6pm
- Pension (6% employer contribution)
- Cycle to work scheme
- Contribution towards eye tests
- Weekly fruit bowl for staff
- 25 days’ annual leave (rising with service) plus Bank Holidays

This is an exciting opportunity for a proven administrator or receptionist to join our internationally renowned charity as we provide vital help to families in times of crisis.

You’ll discover a friendly environment where a culture of wellbeing is supported, including interest-free season ticket loans and the chance to unwind with our in-house yoga.

We believe in giving excellent learning and development opportunities, ensuring you receive the training you need to gain the skills to do an exceptional job.

So, if you want to enhance your skill set while supporting us as we make a difference to the lives of couples and families across the UK, we want to hear from you.

The Role

As a Receptionist / Admin Assistant, you will manage our front desk, greeting visitors and guiding clients to where they need to go.

Your duties will also include:

- Informing therapists that clients have arrived and distributing therapeutic questionnaires
- Managing the switchboard, forwarding calls and handling general enquiries
- Taking card payments from clients

About You

To join us as a Receptionist / Admin Assistant, you will need:

- Previous reception or administrative experience
- An excellent telephone manner
- An understanding of data protection legislation
- Proficient IT skills, with a focus on Microsoft Office

Working hours will be 1pm - 10pm, Monday – Friday for 25 hours per week, with exact working patterns to be agreed upon with the successful candidate.
 
Interviews will be held in mid-January.

We would like to hear from you if you have held the title of Office Administrator, Administrator, Secretary, EA, PA, Executive Assistant, Personal Assistant, Administrative Assistant. Front of House, Hotel Receptionist, Receptionist, or Front Desk Assistant.

Webrecruit and Tavistock Relationships are equal opportunities employers, value diversity and are strongly committed to providing equal employment opportunities for all employees and all applicants for employment. Equal opportunities are the only acceptable way to conduct business and we believe that the more inclusive our environments are, the better our work will be.

So, if you’re looking for a role as a Receptionist / Admin Assistant, within an organisation making a real change, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.

12mth Fixed Term Contract

By 2030, the next generation will enjoy an environment that's getting better: a safer climate, flourishing nature, healthy air, water, food.  

 Everyone who works with us or contributes to achieving our goal is a true Friend of the Earth, whether they donate, sign a petition, run a local group or sit on our Board. Our supporter experience will leave each and every person feeling like the valued change-maker that they are.    

Our Supporter Relations Team is at the frontline of our commitment to create and develop positive relationships with supporters and activists of Friends of the Earth.   

We are looking for a Fulfilment Assistant to provide support to the Fulfilment coordinator in order to embed and perform the fulfilment initiatives and activities within Friends of the Earth.   

As Fulfilment Assistant you will be organised, have strong admin skills and enjoy managing deadlines to ensure our resources are fulfilled as efficiently as possible. Alongside the Fulfilment Coordinator you will be proactive and enthusiastic with an eye for detail and a problem-solving attitude.  

For more information please visit our website.

Closing date: Monday 6th January 2019

We offer a competitive range of benefits, good work/life balance, excellent learning and development opportunities and a vibrant organisational culture.

We are an equal opportunities employer and are especially keen to encourage applications from people currently under-represented in the environment movement.

Friends of the Earth is an international community dedicated to protecting the natural world and the wellbeing of everyone in it. We lead campaigns, provide resources and information, and drive real solutions to the environmental problems facing us all.

Do you have experience in project administration and logistics management? Are you interested in using your skills to improve international aid and development?

Publish What You Fund is the global campaign for aid and development transparency. We are an independent NGO combining robust research and technical expertise with targeted advocacy in order to make aid and development efforts more transparent and effective.

We are recruiting an Administrative Assistant as part of a team to support an exciting new project aimed at increasing the transparency of Development Finance Institutions (DFIs). We will examine the use of public money by DFIs to meet global development goals, including the Sustainable Development Goals. As more and more development aid is delivered through private institutions, we will utilize an evidence-based approach to advocate for greater transparency and accountability of DFIs, key drivers of private sector development projects.

As the Administrative Assistant, you will be part of a small but high impact team, with the opportunity to contribute to discussions across a range of work and support wider organisational learning. You will manage all logistical aspects for the project, including grant administration, event planning, flight and hotel bookings, expense claims and stakeholder communications. We are seeking an individual with strong organisational skills and an ability to manage multiple work streams and events.

This role reports directly to the overall project manager. It is a full time position (£24,000 per annum), based in London and is only open to candidates who have the right to live and work in the United Kingdom.

Further information

For further details of the role and requirements, please download the job description below.

Application details

The deadline for applications is 17 December 2019.  Please send your CV and covering letter (maximum two pages) explaining why you want to work for Publish What You Fund and how your skills and experience suit the specified requirements and responsibilities

We expect to hold interviews on Friday 20th and Monday 23rd December 2019.