The Role

The Programme Development Administrator will support the frontline disability inclusive development work of the CBM UK Programme Development Team in a wide range of tasks. Particular tasks include supporting programmes systems and processes (financial, data and knowledge management), supporting funding proposals and providing general administrative support to the Programme Team e.g. meeting, travel and event logistics management.

Based:  CBMUK office is currently in Oakington, Cambridge, but moving to Mercers Row, Newmarket Road, Cambridge, in the first quarter.

Reports to: Programme Finance Manager

Hours: 30 hours per week (options to work hours over 4 or 5 days).

Key criteria for success

Within 6 months, the Programme Development Administrator will:

· Be working to clear and agreed objectives and plans

· Have a good understanding of CBM UK programme systems and procedures, and how these contribute to CBM UK’s organisational strategy as well as its accountability to donors

· Acquire close familiarity with CBM internal systems and Standard Operating Procedures (SOPs), including planning and reporting formats, ‘NAV’ accounting system and SharePoint

· Have built up strong, mutually accountable, relationships within the Programme Development Team and with other internal stakeholders and within the CBM federation

· Be providing timely, clear and accurate support to colleagues, particularly the Head of Programmes, Head of Programme Funding, Programme Finance Manager and Programme Managers

The Programme Development Administrator (PDA) will ensure quality support for the smooth running of the project and financial management and data coordination systems to help realise quality programmes for CBM UK.

1. Support for Programme Systems (75%)

a. Work with PD staff and other teams to improve systems as the organisation transitions to a more streamlined ‘CBM Global’ network, providing the opportunity to set up new and simplified systems and processes for project monitoring, financial and data management.

b. Be the ‘Go to’ focal person, working closely with Programme Finance staff, for specific project financial management and monitoring related processes and reporting. Tasks include funding transfers and variations, budget monitoring and reporting and responding to queries on budgets and expenditure.

c. Support the Programme Managers (PMs) on project approval processes and the finalisation and filing of standard cross- organisational, CBM Global, Project Agreements / Contracts.

d. Coordinate Support for CBM entities overseas in uploading correct project, partner and donor data on the accounting system for each new project. Review and verify the system entries and amend if necessary. Support project monitoring related processes and reporting including project approvals and workflow.

e. Provide clearly articulated orientation and training to PMs and Senior Programme Officers (SPOs) on programmes systems and processes as required. Make updates to the PD Team Systems Handbook on an ad hoc basis as systems are revised. 

f. Monitor the correct and timely entries by PMs and SPOs of critical project information on CBM UK’s server and in the longer term, facilitate the transfer of project data to a new database

2. Support Programme Development Team administration (25%)

a.  Provide ad hoc / surge administrative support to the Head of Programme Funding to assist in the development of high quality funding applications to institutional donors (e.g. collation of project data or information, on-line research, proof reading of drafts).

b.  Organise arrangements for CBM UK hosted events such as internal and external meetings, (including note taking), training courses, team travel and (remotely) international workshops

c.  Ensure timely submission, signing and scanning of timesheets by the PD team. Carry out analysis of time allocated to specific programmes and compile monthly reports for managers.

d.  Carry out other duties as required by the Director, or Head of Programmes.

For full details, please download the recruitment Pack

Project Officer

Part-time/Full Time : 0.6-1.0 FTE

Contract length: Up to three years. 

Salary: £25,000 pro rata

Location: Fairford, Gloucestershire.

Closing Date: Wednesday 5 February 2020 at 12.00 midnight.

Interview Date:  Thursday 13 February

In this exciting new role you will be working as part of a growing team delivering learning projects at The Ernest Cook Trust (an established educational charity). The Green Influencers Scheme aims to inspire young people to take part in environmental action and create environmental projects within their local communities.

Our vision at The Ernest Cook Trust (ECT) is for an environmentally engaged society.  The mission of the Green Influencers Scheme is to assist young people to create deep, lasting and meaningful connections with the natural environment and through learning and skills building, help young people contribute to the local community through environmental action.

The Green Influencers Scheme was developed by ECT in 2019 as a match-funded project with #iwill Fund. The #iwill Fund was set up to promote youth social action and is funded by The Department of Culture, Media and Sport (DCMS) and The National Lottery Community Fund. As an educational charity, ECT are really delighted to be able to develop this environmental scheme where young people will have a direct influence.

This new role will be based at ECT Head Office in Fairford, where you will be the lead project officer developing and managing the Green Influencers Scheme project.

The job description and person specification is attached. To apply please send your current CV and cover letter to Suzie Paton, Head of Grants at The Ernest Cook Trust.

Cycling UK, the national cycling charity, is aiming to inspire a million more people onto their bikes and needs an enthusiastic and experienced Senior Project Officer for our Big Bike Revival and Community Cycle Club projects to help us.

This role will be tasked to line manage a team of Cycling Development Officers and support the delivery and monitoring of the Big Bike Revival project nationally alongside the Project Manager. We are looking for an enthusiastic, organised and motivated individual with experience of project delivery and evaluation to join at this exciting time of growth and development. You will need to have excellent administration skills, be confident in engaging with a wide range of people and have exceptional written and verbal communication skills; you will work within a team and have the opportunity to work across a wide range of development projects to give a broad experience base.

You will be a key national contact across the network of Big Bike Revival Centres and Community Cycle Clubs and stakeholders, enabling opportunities for all to cycle in an inclusive manner. This will work to increase levels of physical activity, encourage cycling as a mode of transport and present pathways to cycling as a sport.

We’re the UK’s leading charity fighting for a future where all young minds are supported and empowered, whatever the challenges. We’re here to make sure they get the best possible mental health support and have the resilience to overcome life’s difficulties.

We are looking for high-quality administrative support across the Training & Services team’s portfolio of programmes and  projects.

About Us

Climate change is undermining the foundations of good health; threatening the food we eat, the air we breathe, and the hospitals and clinics we depend on. However, the response to climate change could be the greatest global health opportunity of the 21st century.

The Lancet Countdown on Health and Climate Change brings together 35 leading academic institutions and UN agencies from every continent to monitor this transition from threat to opportunity.

We track annual indicators of progress, empowering the health profession and supporting policymakers to accelerate their response.

Overview of the Role 

We are looking for a professional and organised project administrator to support the next phase of the Lancet Countdown: Tracking Progress on Health and Climate Change. The appointee will join the Executive of the Lancet Countdown, an independent, international and multi-disciplinary research collaboration based out of University College London's Institute for Global Health. This Position is fixed term until July 2023.

Duties and Responsibilities

The successful candidate will join the Lancet Countdown in central London, working with the collaboration's co-chairs: Professor Anthony Costello, Peng Gong, Hugh Montgomery and its Executive Director, Dr Nick Watts. 

The post-holder be responsible for overseeing the collaboration's administrative requirements, supporting its academic experts and secretariat, and organising international events and workshops for the collaboration.

The post-holder's responsibilities will include: 

• General administration including the raising of invoices and purchase orders, internal communication and maintaining the Lancet Countdown's administrative documents; supporting travel arrangements for the collaboration's staff and academic experts. 
• The post-holder will work with the finance administrator and interface with the Lancet Countdown partners to process contracts and finances on behalf of the collaboration.  Supporting the academic working groups with the organisation of teleconferences and meetings as required. 
• In addition to the duties included on the Job Description, the post holder will be expected to be flexible in his/her role and will carry out other duties as are within the scope, spirit and purpose of the job description as requested by the Executive Director.

What we are looking for

• High School Diploma or equivalent.
• Experience working in administration within an academic institution, including managing common functions such as the organisation of meetings, event management experience;  working independently and within a multidisciplinary team.  Strong administrative skills.
• The candidates will have excellent interpersonal and communication skills, including diplomacy and discretion, and the ability to liaise appropriately and effectively with staff and external individuals at any level of seniority.
• A willingness to travel (1-4 weeks per annum approx.) and to participate in conference calls outside of normal working hours (1-2 hours per week approx.) in order to connect with other time zones.

Application

The deadline for applying for this role is 06/02/2020 and all applications must be made via the 'apply on website' link where a full job description and person specification can be found.

NetSuite Administrator

1 Year Fixed Term

Circa £44,094 per annum

IPPF is a global service provider and a leading advocate of sexual and reproductive health and rights (SRHR) for all. We are a worldwide movement of national organisations working with and for communities and individuals.

This is an exciting opportunity to work within IPPF Finance and Technology division and be involved in the implantation and embedding of a new system within IPPF. The role will provide system administration support to the IPPF Secretariat-wide implementation of NetSuite OneWorld.  The system includes, CRM, SRP, Finance, Advanced Inventory, Grants Management and Adaptive Budgeting modules. Post implementation it will take responsibility for the management of the system Secretariat wide which will include co-ordinating Regional Administration, collating feedback from the Regions, monitoring usage and analysing issue patterns, identifying new requirements and much more.

If you are interested in being part of this change project, you will have a degree or equivalent relevant work experience in Accounting and Finance. It is vital you have vast experience with NetSuite and as a minimum you will have the all the NetSuite certifications which are detailed in the job description. You will need strong knowledge of customisations, workflow development, Database management and scripting/SQL would be an added advantage. If you have worked in a global matrix organisation and this sounds like you, we would love to hear from you.

CVs will not be accepted.  For further information and an application form, please see our website or contact Human Resources, IPPF, 4 Newhams Row, London SE1 3UZ Tel: Application form available in Large Print, Audio or Braille. We regret only shortlisted candidates will be acknowledged.

Closing date: 4 February 2020

Interviews: Week commencing 10 February in London 

Applications are particularly welcome from candidates openly living with HIV/AIDS. IPPF is committed to equal opportunities and cultural diversity. Candidates from all sections of the community are welcome to apply. However, before offering the job to you, we will require proof that you have permission to work in the UK. This requirement will apply to all applicants irrespective of their nationality.

Newark Youth London is a leading young people’s charity working in Tower Hamlets since 1984.  We run a number of youth clubs, personal development & social action projects, and sports provision for our users.It’s an exciting time to join the organisation as we embark on several new projects working with young people to improve their lives in Tower Hamlets.

We are looking for an experienced Project Officer to co-ordinate our Mayor of London Young Londoners Fund project. The ideal candidate will be self-motivated, inspirational, good at promotion and able to engage young people easily into our existing youth provision, personal development projects and sports provision.  They will also be good at working with partners and our existing team of youth workers and sports coaches to increase the opportunities on offer for young people to develop their lifeskills and make progression.

The successful candidate will have the relevant youth work or equivalent qualifications and project co-ordination experience. They will undergo enhanced DBS checks. 

Closing Date: 10th February 2020, 5pm.

Interviews will be held 15th February 2020.

CV's will not be accepted. 

We believe:

• In the power of listening and feeling heard.
• That everyone has value: something to offer.
• That everyone deserves to be supported in their mental health needs and we have a part to play.

We are working with a wide range of local employers, individuals and groups to raise awareness and understanding of mental health issues through the delivery of a wide range of training. We know that anyone may be affected by poor mental health, so reaching diverse organisations and networks across the city (Public/Private/Third Sector) is an important aspect of our work.

We approach our work in a way that is shaped and guided by our core values of:

• Openness
• Belonging
• Strength
• Collaboration

We are seeking an administrative assistant who would support this work:

Job Title: Training Administrator

Salary: £19,945 pro rata (actual £9,972) (Maternity cover 10 months)

Working Hours: 17.5 hours per week

The skills and knowledge that are important to us are:

• Working collaboratively with staff, volunteers and customers
• Excellent IT experience and knowledge
• Excellent administrative skills
• Ability to work flexibly

This role is to support our Training Co-ordinator and trainers who deliver a range of different training courses. The Admin role is a vital part of this busy team.

If you are interested in this role, please download the application documents accompanying this listing, or from the Vacancies page of the Manchester Mind website. The deadline for application submissions is 12noon, Monday 10th February 2020.

Manchester Mind is striving to be an equal opportunities employer and welcomes applications from all sections of the community. Manchester Mind sees it as a positive advantage if you have experience of mental health issues and/or have used mental health services or had experience of volunteering.

An exciting opportunity has arisen to join the flagship charity of a Great Twelve London Livery Company

THE SALTERS' INSTITUTE PROGRAMME ADMINISTRATOR

The Salters’ Institute is the Flagship Charity of the Salters’ Company, 9th of the Great Twelve City of London Livery Companies.  Following the success of its Centenary in 2018, the Institute’s current focus is the expansion of its programmes.

A key responsibility of this particular role is to assist with the Salters' Festivals of Chemistry for Years 7, 8 and 9 held annually around the UK and Ireland. 

Responsible to:

The Clerk

Responsible for:

Assisting in the co-ordination and administration of Festivals and Institute projects as directed.

The Programme Administrator will work in partnership with the Programme Co-ordinators.

FESTIVALS OF CHEMISTRY

1. Respond to enquiries about the Festivals from schools.
2. Encourage schools to enter for the Festivals, process entries and maintain contact with the schools.
3. Prepare certificates for Festival attendees.
4. Prepare and pack prizes for Festival attendees.
5. Prepare a pack for Festival hosts to ensure they have everything required to run the Festival.
6. Prepare and dispatch boxes, prior to each Festival, to the host.  These contain prizes, certificates and Salters' publicity material.
7. Regularly update information and feedback on Festivals on Twitter.
8. Make arrangements for Salters' representatives attending each Festival, to include provision of programme, map etc.
9. Invite and make arrangements for visitors to the Festivals to include provision of programme, map etc.
10. Represent the Institute at a number of Festivals.
11. Help publicise all the activities of the Institute. 

General Responsibilities

1. Update and maintain the Salters' Contacts Database as required.
2. Attendance at other meetings, seminars and conferences as required.
3. Answer general telephone an email enquiries.
4. General office duties to include photocopying, filing etc.

Other Responsibilities

1. The Programme Administrator will be expected to assist and liaise with the Programme Co-ordinators as required.
2. The Programme Administrator will be expected to undertake any other reasonable duties as directed by the Clerk.

SKILLS AND EXPERIENCE REQUIRED

Essential

1. Excellent planning and administrative skills
2. Ability to communicate clearly and enthusiastically both internally and with a broad range of stake holders
3. Ability to prioritise and manage a variable workload with a flexible approach to work
4. Regard for detail, deadlines and delivery
5. A self-starter with an ability to work well independently and as a member of a team
6. Excellent office skills, including databases and their application, word processing and spreadsheet packages, experience of Microsoft Office an advantage. 

Desirable

1. A good working knowledge of social media platforms
2. General understanding of UK education system

TERMS AND CONDITIONS

The appointment is a six month contract.  Immediate start preferred.

Hours - Normal office hours are 9.00am to 5.00pm, Monday to Friday but some weekend and evening work may be expected and may include overnight stays outside London.  Based near Moorgate tube station.

Holidays - 25 working days for the year, plus public holidays (pro-rated for 6 month contract)

Salary - £12,500 (£25,000 per annum) + generous benefits package

The successful applicant will be subject to a Disclosure and Barring Service Check

HUB ADMINISTRATOR

OASIS HUB HENDERSON AVENUE

PART-TIME, 16 HOURS PER WEEK (0.4 FTE). 

FIXED TERM CONTRACT TO 31ST DECEMBER 2021

SALARY:  £7,488 per annum for 16 hours/week (£18,720 FTE)

Oasis Charitable Trust is a multi-national charity supporting young people and their families in 11 countries worldwide. Our vision is for building healthy communities: places where everyone is included, making a contribution and reaching their full potential.

The expanding Oasis Henderson Avenue Hub team are now in a position to employ an experienced Administrator, supporting them in their work offering personal and social development opportunities within the local community. 

Key responsibilities will be to assist and support the Hub Leader in all administration relating to the Hub activities, including:

• maintaining financial records
• Placing orders and ensuring invoices are paid with relevant records being kept.
• Assisting with newsletters, reports, printing, funding applications, minuting meetings.
• Working with the Hub Leader on developing the social media opportunities including updating websites.

The successful post holder must have:

• GCSE Maths/English or a relevant professional qualification or proven experience in administration
• Numerate, with experience of working with MS Excel
• Ability to work accurately and efficiently, prioritising your workload.
• Be self-motivated, resilient, with excellent organisational and inter-personal skills.

This is an exciting opportunity to be part of a growing national organisation, making a difference to communities on a local level.

As part of the package, Oasis offers:

• A non-contributory pension scheme, currently offering 7% employer contribution
• A generous holiday allowance, starting at 25 days per year (plus 8 Bank Holidays) pro-rata

Completed applications should be returned by Noon, Wednesday 5th February 2020.

Interviews will take place in Scunthorpe on Thursday 13th and/or Friday 14th February 2020.

Oasis is committed to making a difference to the lives of the communities it works in, and as such you must show a willingness to demonstrate commitment to the values and behaviours which flow from the Oasis ethos.

We are committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including enhanced DBS checks. 

Oasis supports Equal Opportunities.  Registered Charity No. 1026487

Senior Administrator | London

Hours: 35 hours per week, Monday to Friday, 9am to 5pm.

Salary: £23,000 per annum

Contract: Permanent

Proposed start date: February 2020

Location: This role is based in our London hub at Coram Campus, approx. 7 mins from Russell Square station.

About the Role

We are looking to recruit a Senior Administrator to join our Administration team based in London.

The Coram Beanstalk Admin team are a group of customer focused administrators based centrally, providing a comprehensive support service both internally and externally. We are looking for a Senior Administrator to assist the Admin Team Manager with day-to-day support to Admin team members, to lead on liaising with particular partnerships and external parties, along with all administrative aspects of volunteer and customer on-boarding to Coram Beanstalk.

The Ideal Candidate

We are looking for an experienced administrator with proven mentoring experience; exceptional organisation skills; excellent customer service skills; a confident and professional telephone manner; strong attention to detail, and with previous background working with a number of different computer programmes and databases - (previous experience of using Salesforce would be desirable but isn't essential).

You will be joining a cohesive and enthusiastic team; receive training on our processes and systems and be an integral part of our service.

This is a very varied role so it is essential you are able to prioritise your time to manage several tasks and maintain orderly systems.

Day to day tasks include:

• Supporting the Admin Team Manager with the daily management of the Admin team including mentoring other team members
• Liaising with external partners
• Responding to volunteer and delivery partner enquiries by telephone and by email
• Processing new volunteer applications and keeping on top of individual pipeline
• Following up with safeguarding checks including DBS’s, references, ID badges, and processing volunteer expense forms
• Booking volunteers onto training and selection days
• Setting up introduction meetings between volunteers and education settings
• Maintaining accurate data on Salesforce (CRM system)
• Supporting the wider Coram Beanstalk team with administration requirements

To apply, please click on the 'apply now' button to be redirected to the application form.

For more information about the main duties and responsibilities of this role please refer to the job description and person specification.

Closing Date: Friday 7th February 2020 (candidates may be contacted for a telephone interview prior to the closing date)

Interview Date and Location: Wednesday 12th February (provisional), Coram Campus, London

Coram Beanstalk is committed to safeguarding the welfare of children and young people and requires all staff and volunteers to share this commitment. A DBS disclosure may be requested for the successful candidate.

We ask that recruitment agencies do not contact us in relation to this position. We have chosen to recruit directly as this helps us to minimise our recruitment costs, ensuring that valuable funds aren't diverted from the children and young people we help.

Registered Charity Number 296454

WLM has been doing extraordinary, pioneering work since 1887. Our work empowers hundreds of people affected by homelessness, addictions and trauma to lead more fulfilling lives.

We are excited about developing the HR function further so that it can provide a quality service and support to our staff team.  We are look for an enthusiastic, organized person with strong interpersonal and communications skills.  You will need to be able to not only maintain but develop efficient processes and systems to underpin the HR function.

If you think this for role is for you, we would love to hear from you.

To Apply.

• Please visit our website for job description and application pack.
• Closing dates for applications is midnight 3 February 2020.
• Interview dates to be confirmed.

Project Associate - Young Cities & YouthCAN

• Organisation: Institute for Strategic Dialogue
• Reporting To: Project Manager
• Contract: FTC to February 2022 with possibility of extension
• Location: London, UK
• Preferred Start Date; March 2020
• Salary Bracket: £25,000 - £28,000 depending in experience

ISD is looking for an exceptional individual to work on our YouthCAN and Young Cities programmes as a Project Associate based in London.

Founded in 2015, the Youth Civil Activism Network (YouthCAN) is one of ISD’s longest running programmes and works across the globe to empower young activists to challenge hate, prevent extremism and promote peace. We enable youth to find their voice and take action to help build a more peaceful world through the provision of training, support and resources. YouthCAN’s goal is to further the role of young people in P/CVE at all levels by ensuring that young people have the knowledge, skills and confidence to act effectively, as well as the opportunity to engage meaningfully at all levels both as partners and as leaders.]

Young Cities is a joint effort by YouthCAN and one of ISD’s other longest running programmes, the Strong Cities Network (SCN), bringing youth voices to city halls across Lebanon, Kenya, Senegal and the Western Balkans. Young Cities works in partnership with both young people and local government to enhance and support youth-led solutions to community challenges such as hate, polarisation, extremism and violence.

Young people have the insights, ability and creativity to affect change on deeply entrenched community challenges. YouthCAN and Young Cities support and amplify these efforts through local research, capacity-building, seed funding and direct support, giving young people the skills and freedom to develop programming that responds to the needs of their communities. 

Simultaneously, Young Cities works with local government to support city-level youth collaboration and to develop more effective policy that champions youth as key partners in resilience building efforts. By working simultaneously with both groups – youth and local government – our youth programmes foster a shared understanding of local youth issues, facilitates new opportunities for cooperation, and ultimately enhances both groups’ capacity to tackle community-level challenges of hate and polarisation.

Role Purpose

The Associate will work as part of the Young Cities and YouthCAN teams to deliver project activities predominantly with youth, but also local government stakeholders. This includes organising workshops, helping deliver project communications and social media presence, and providing research support. This is a global-facing role, and the Associate will engage with stakeholders across the Middle East, Africa, South Asia, Australia and the Western Balkans. There is an opportunity to develop a larger focus on engagement in the Western Balkans, depending on language skills of the applicant. 

Responsibilities

1. Event organization: Assist the successful delivery of Young Cities and YouthCAN project activities in multiple regions

• Contributing to defining objectives and setting the agenda for events
• Helping drive recruitment and managing attendance
• Liaising with event venues and organisers
• Maintaining contact with external speakers
• Preparing collaterals and materials for events
• Coordination and participation on the day of the event as required
• Conducting desk-based research as required

2. Support project communications, including the projects’ social media and online presence

• Support the Youth Coordinator in managing the websites for YouthCAN and Young Cities
• Help manage YouthCAN‘s social media pages and drive engagement
• Help manage YouthCAN’s online community of more than 1,500 young activists globally
• Curate and help create engaging and relevant content that can support and inspire activists
• Liaise with YouthCAN’s activists in Lebanon, Kenya, Senegal, Pakistan, Australia and the Western Balkans to provide content for YouthCAN’s social media highlighting their work  

3. Support the development of youth-led and co-created campaigns and initiatives

• Support strategic development of locally-tailored policy advice and youth-led campaigns and initiatives in Kenya, Lebanon, Senegal, Pakistan, Australia and the Western Balkans
• Support coordination of small grants and project delivery, including stakeholder management with youth and local government as required
• Support delivery of tailored training sessions for youth groups
• Conduct research into local-level approaches, policies and programmes

4. Project administration

• Assist Managers and Coordinators in the administration of projects, including contributing to the Project Operations Document
• Support tracking of budget expenditure
• Contribute to reporting processes

What success looks like

• Contribute to the organization of at least 4 events per year
• Increase following and engagement on social media pages and in online activist community
• Productive working relationships developed in multi-regional environment
• Developed expertise in youth, peace and security-related issues 
• Positive 360 feedback from team colleagues

Person Specification

Essential:

• Educated to degree level or equivalent relevant work experience (such as conflict studies, peacebuilding, international development)
• Previous experience in project or programme delivery, with proven ability to meet deadlines and contribute to team project work
• Previous experience with communications and social media management 
• Clear, fluent and concise oral and written communication
• Highly organized with the ability to be flexible, multi-task and respond proactively in a fast-paced environment
• Highly IT literate, with willingness and ability to quickly learn new online tools and content management systems
• Online and offline research skills
• Intercultural and interpersonal awareness
• Willingness to travel internationally

Desirable

• Masters degree from reputable university
• Previous experience with youth-led peacebuilding work and/or general youth engagement projects and passion for working with youth
• Previous experience with projects building resilience against hate, violence and polarization
• Skilled writer for public audience
• Experience working with international stakeholders
• Ability to work well independently and in a team
• Fluency in Macedonian, Albanian, or Serbo-Croatian highly desirable.
• Fluency in Arabic, Swahili, Urdu or French desirable.
• Previous work experience and/or living in the Western Balkans, West and/or East Africa or Middle East desirable.

How to Apply

If you would like to apply for this position, please submit a one-page cover letter and up-tp-date CV (no more than two pages) by Friday 31st January, 5pm UK time.

Please note that only short-listed candidates will be contacted and applications without a covering letter will not be considered. All applicants who are invited to interview will be asked to produce evidence of their right to work in the UK.

Interviews will be held between 6th-7th February 2020 in London.

ISD reserves the right to assess any applications throughout the application process and may conduct interviews earlier than the closing date of the vacancy as stated above.

The National Eye Research Centre (NERC) is a fundraising charity that funds eye research teams across the UK to find the causes of eye disease to develop new prevention methods and more effective treatments. We fund research in all eye diseases affecting both children and adults.

We are seeking a dynamic and organised team player with strong administration skills and a confident customer service approach. You will make an essential contribution to NERC’s growing team and will enable the organisation’s strategic development by providing excellent administrative support to a number of areas including fundraising, grant making, financial processes, and general office management. The job is initially devised as a part time role (either 3 or 4 days a week) and can be worked flexibly across the week. There is scope for the role to grow to a full time equivalent (or job share).

MAIN DUTIES AND RESPONSIBILITIES

Donations processing and records management

• Processing all postal and online donations on the charity’s CRM (Donorfy).
• Ensuring that all recurring donations are updated on Donorfy on a monthly basis and new instructions are set up in a timely fashion.
• Thanking postal and online donors using agreed existing templates for communications and within the charity’s stewardship turnaround times (48 hours).
• Regularly reviewing Gift Aid declarations and chase any that are out of date or incorrect by running the relevant, pre-prepared database queries on Donorfy.
• Running a weekly query from Donorfy to identify new donors and donors over £250 and provide the list to the CEO for bespoke stewardship.
• Ensuring that all relevant donor communications are recorded on Donorfy.
• Ensuring that donor records are kept up to date and any changes in communication preferences are adequately and timely recorded on Donorfy.
• Maintaining any relevant paper and digital donation records that might be required for auditing purposes.
• Ensuring that shared electronic files (e.g. relating to the charity’s operations, grant management, finances, etc.) are organised and maintained in a systematic fashion.
• Informing the CEO (Data Controller) of any complaint received by donors or other supporters.

Financial operations support

• Supporting the day to day financial operations of the organisation, including banking of donations and logging of incoming donations and outgoing payments.
• Paying suppliers and grants invoices.
• Carrying out monthly bank reconciliations.
• Maintaining accurate and up to date financial records in preparation for regular audit reviews .
• Running database queries to provide the CEO with financial information in preparation of quarterly management accounts and annual audited accounts.
• Providing the CEO with monthly updates on grants payments made and flagging any unexpected changes or delays on the part of grant holders.

NERC Grants Co-ordination

• Supporting the CEO in liaising with applicants, the Scientific Advisory Committee, and NERC Trustees to provide a list of fundable major projects at the charity’s annual grant making round.
• Supporting the CEO in liaising with applicants, advisory panel, and Chair of Trustees to provide a list of fundable seed grants at the four grant-making rounds per year. 
• Communicating with successful and unsuccessful applicants on the outcome of their applications using existing templates and forms.
• Issuing successful applicants with grant award contracts and terms and conditions.
• Supporting the CEO in maintaining an up to date database of peer reviewers.
• Keeping up to date records of all existing grant commitments, including all relevant financial information on each grant.
• Within agreed procedures, ensuring that quarterly invoices from grant holders are received on time and for accurate amounts.
• Issuing payments of grant holder invoices.
• Within agreed criteria and procedures, ensuring that all projects progress reports are received on time and with a satisfactory level of detail.

Legacy administration

• Supporting the CEO in all aspects of legacy administration with guidance and under supervision.
• Logging all correspondence with estate executors on Donorfy and maintain up to date paper records of estate administration correspondence with executors suitable for auditing.
• Maintaining up to date financial records of all estates in administration to enable legacy income forecasting.
• Alerting the CEO of any unexplained estate administration delays incurred by executors by regularly reviewing all estates in administration.
• Supporting the CEO in liaising with the next of kin wherever possible for stewardship purposes and to gathering information on the donor which could be used for legacy marketing purposes.

Events

• Providing logistics support to the organisation of donor engagement and stewardship events.

General office management

• Acting as the first point of contact for the charity by handling inquiries by phone, email, and post.
• Ensuring that all relevant reports are updated on the Charity Commission’s website and updating information whenever necessary.
• Keeping up to date folders on Trustees information.
• Supporting the CEO with the planning and running of Trustees Board meetings, including distribution of papers and typing of meeting minutes.
• Booking meeting rooms and catering for internal and external meetings.
• Maintaining adequate stationery supplies to ensure the smooth running of the office.

The postholder may also be expected to carry out other duties, which may be reasonably requested. As such, the job may involve occasional evening and weekend work, for which time off in lieu can be claimed.

PERSON SPECIFICATION

Knowledge, experience and qualifications

Essential:

• You have a University degree or equivalent OR Business and Administration Level 3 Certificate (NVQ).
• You have at least 2 years’ experience working in a public facing administrative role.
• You have demonstrable experience of office management, committee servicing, budget monitoring, creating and maintaining reporting schedules, updating databases and using them to produce reports.
• You have a solid working knowledge of Microsoft Office suite, especially Word and Excel.

Desirable:

• You have worked in a fundraising charity.
• You have worked in a grant making organisation.
• You have experience of bookkeeping and you have a working knowledge of Sage and Xero.
• You have experience of administering a grants to external organisations, including monitoring expenditure on grants awarded by the organisation, and creating and updating schedules for grant holders to report back to the organisation on grant expenditure and project outcomes.

Skills and attributes

Essential:

• You are polite, courteous and customer focused.
• You have excellent communication skills (verbal and written).
• You are able to work with minimum supervision, are proactive and take initiative, e.g. by identifying problems, proposing solutions and escalating issues appropriately.
• You have a flair for implementing efficient systems and processes and continually seek to improve operational procedures.
• You have strong organising skills, you are meticulous and have excellent attention to detail.
• You have a positive team ethos and are keen to contribute to the overall success of the charity.
• You are able to work to tight deadlines and manage multiple priorities.
• You are resilient and able to adapt to changing priorities.

General

• You maintain high standards of personal appearance, conduct, respect for company property and reputation.
• You work within the appropriate company policies and procedures including health and safety.
• You maintain confidentiality of information about customers, suppliers, contracts, tenders and other commercially sensitive matters.

ADDITIONAL INFORMATION

• This position has a 6 months’ probation period.
• 30 days paid annual leave (pro rata) plus public holidays. 
• Up to 5% matching employer’s contribution to the charity’s workplace pension scheme (NEST).
• Flexible working considered.
• Free onsite parking at the Almondsbury site.

HOW TO APPLY

Closing date: Wednesday 26th February  

Invitations to interview:           Friday 28th February

Interviews:  Wednesday 4th March