Permanent Team Administrator Jobs

The Good Food Institute Europe (GFI Europe) is at the forefront of the movement to transform meat production in order to solve some of the world’s biggest problems, from climate change and global hunger, to antibiotic resistance and animal suffering.

We work with scientists, businesses and policymakers to make plant-based and cultivated meat (grown directly from cells) delicious, affordable and accessible. Please check out the rest of our website, our 2023 Year in Review and our 2023 Europe Highlights blog post to find out more about who we are and what we do.

We are at an exciting stage in our growth and are looking for a Finance & Admin Officer to support our growing operational workflows.

How you will make a difference

Your role will enable smooth and efficient financial and administrative workflows at GFI Europe. Reporting to the Head of Operations, your work will fall under the following categories:

50% of time – Payment processing and bookkeeping

• Making payments correctly and on time with respect to invoices, direct debit setup, expense reimbursements, as well as salaries and payroll taxes.
• Day-to-day bookkeeping, including registering journal entries and all financial transactions in our accounting software (currently Quickbooks), and supporting monthly reconciliations. 
• Coordinating the calculation and payment of quarterly reverse-charged cross-border VAT payments.
• Where there are opportunities for improvement, working in partnership with colleagues from the Operations team to implement systems that facilitate easier and more efficient payment processes.

25% of time – Budget forecast and reporting

• Forecasting regular and recurring expenses for the annual budgeting process and for periodic budget reviews.
• Preparing monthly updates on budget spending per department / project.
• Collaborating with our Development team to track and report against restricted donations.
• Organising information needed for the Belgium annual financial audit process as well as for UK financial reporting. 

25% of time – General administration

• Supporting governance, compliance and reporting for our Belgium entity, as well as the UK branch of GFI Europe and potentially other entities in the future.
• Supporting other departments with contract administration by inputting partnership data in templates, filling in relevant forms, coordinating signatures, organising and keeping track of finalised agreements.
• Performing other tasks as required as a member of our small, dynamic team. 

Who we’re looking for

You must have:

• A passion for GFI’s philosophy and mission.

• Attention to detail and commitment to deadlines: ensuring accurate and timely work, particularly with respect to numbers and entity-related information.
• Financial knowledge: good understanding of payment workflows and bookkeeping, having previously applied them in an administrative or finance-related role.
• Spreadsheet savviness: leveraging Excel and / or Google Sheets for financial analysis, reporting and forecasting purposes. 
• Ability to communicate financial information in a clear and simple manner: establishing the right level and format to share or ask for financial information within the team, as well as being able to address any questions that come up in a clear and simple manner.
• High degree of organisation and efficiency: running financial and administrative processes effectively, addressing challenges as they come up, and ensuring accurate and efficient organisation of documents and information.
• Excellent people skills: building strong, collaborative and positive relationships, and working well with colleagues and stakeholders across multiple cultures.
• Adaptability: openness to execute diverse financial and administrative tasks as they occur whilst maintaining the quality of recurring responsibilities; openness and a positive response to varying cultural norms and perspectives.

• Openness to DEI principles: an affinity with our commitment to diversity, equity and inclusion, and with maintaining our welcoming and supportive culture.
• Tech savviness: comfort using various software tools and platforms in a remote workplace, and a willingness to learn new systems. Training and support in Google Workspace, Quickbooks and Asana will be provided. 
• Language skills: ability to work effectively in English. 

It would be an advantage to have some or all of the following attributes, but none of them are prerequisites, and we welcome applications from candidates without any or all of them:

• Knowledge of Belgian and/or UK GAAP
• Non-profit administration experience

• Fluency in Dutch and/or French
• Experience with accounting software

We want the best people and we know that building a diverse, inclusive workplace leads to stronger, happier, more productive and resilient teams. We strongly encourage people of every ethnicity, orientation, age, gender, origin, socio-economic background, and ability to apply. Because we value a diverse workplace, we prioritise an inclusive culture absent of discrimination and harassment during the application process and after you join the team.

Benefits and the fine print

• Terms of employment: Part-time (27-30 hours / week). Flexible working hours.
• Location: We can consider applicants based in the UK or Belgium. This is a remote role, and you will be able to work from home, or anywhere you choose (within the UK or Belgium). We are happy to consider supporting costs for co-working to enable you to work from an office if you wish. The whole GFI Europe team aims to get together in person approximately twice per year for around 3-5 days at a time. Travel costs will be covered by GFI Europe within our travel policy.
• Salary and benefits: The salary and benefits package for all of our roles are researched and benchmarked based on similar nonprofit roles in the country/location of hire. Full-time (to be pro-rated) ranges (total amounts received in gross salary plus benefits including home-working allowance) are:
  • €2,500 – 3,000 monthly if based in Belgium, plus 13th month and holiday pay 
  • £31,600 – 36,000 annually if based in the UK
• Right to work requirements: The successful candidate must, by the start of the employment, have permission to work in the country where they are based, and to be able to travel within the EU.
• Application Deadline: 19th May 2024, 11.59pm CET. We will get back to all candidates after that date, no matter the outcome of their application. You should expect to hear back from us within about a week after the deadline.

​People Team Advisor

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Job Role:

​We need an exceptional People Team Advisor. This is a key post in supporting the management and staff of the FEC. The Forces Employment Charity to be effective in their roles and provide the very best quality of provision to our external delivery. The successful candidate will have responsibility and accountability for the full employee support life cycle and will be involved in all areas of the Human Resources function under the direction of Head of People. The post holder will be expected to work as part of the HR team in the provision of a comprehensive HR service. The post holder will be required to work closely with all employees at all levels

This is a full-time, 35 hours per week, hybrid contract reporting to Head of People. The successful candidate will be required to travel to the London office 2 days per week – immediate start date but will wait for the right candidate.

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Key Responsibilities: 

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• Ensuring the provision of a high-quality People (HR) service to all stakeholders in all employee life cycle in generalist capacity including resource, employee relations, learning & development, and reward, in accordance with the consistent application of charity policies and procedures and compliance with employment law and best practice.
• Produce employment contracts and variation to contracts in line with authorised management requests.

• Manage and Support onboarding processes with People Administrator.

• Work closely with the People and Payroll Department to ensure workforce information is kept up to date, employment changes are notified, and any problems identified and addressed.

• Issue timely and accurate payroll instructions, to meet payroll deadlines by working with People Team in specific Administrator.

• Manage staff sickness and absence in accordance with the sickness absence management policy, notifying team managers of absence thresholds and advising on Company Sick Pay limitations.

• Manage and support the implementation and monitoring of HR processes including pre-employment checks (right to work), Enhanced DBS vetting and MOD security clearance, employment contracts and variations, starters and leavers, induction, mandatory/other training, probationary period review, performance and development review, maternity/paternity/shared parental leave, flexible working requests and the evaluation of training.

• Provide and Support Administrator in the management information reports relating to HR, for example absence data, annual leave allowances, training compliance etc.
• Work with team managers to ensure all information (e.g., jobs descriptions, working hours and patterns, etc.) is consistent and up to date.

• Support Head of People in the development of HR policies, Rewards/Benefits, and other HR related projects, as requested.

• Input, maintenance, and provision of all HR data held within the HR Management System (PeopleHR) ensuring a high degree of accuracy.

• Maintain the People Team cloud-based e-filing system to ensure documents and information are retained and easy to locate.

• Initiate and co-ordinate progress of all mandatory staff training (in accordance with the training matrix) reporting compliance issues to managers.

• Be prepared to support all HR Administrator activities during periods of absence.

• Working alongside People Administrator and supporting the Head of People and site leadership team driving the delivery of the people agenda across the organization.

• Supporting the management team with ER issues and providing generalist support and advice on a variety of cases

• Playing an active role in forward thinking and fast action responses to the control of absence and retention ensuring contractual KPIs are achieved and maintained.

• Ensuring relevant management training is identified, sourced, and delivered, promoting a culture of learning and development across the organisation.

• Partnering with the other business areas and providing support in HR related activities. 
• Participate in the charity’s appraisal scheme and support staff compliance (probation and annual appraisals).​

• Be familiar with all charity policies and be prepared to advise/direct staff on compliance as appropriate.

• Ensure Data Protection and GDPR compliance.

• Maintain awareness of the requirements of the Health and Safety Policy and Display Screen Equipment assessments.

• Work to the charity’s quality standards and systems within the context of the ISO 9001 Business Management System.

• Undertake such other duties and responsibilities as are appropriate to this level of post or as directed by Head of Business Support.

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PERSON SPECIFICATION

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 Essential Competencies:

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• Previous experience of working in a fast-paced HR team, providing first level advice on HR policies and procedures, employment law and employee relations issues.
• ​Be up to date with current employment law.
• Excellent organisation and communication skills, with a good foundation in HR theory.
• The ability to multitask and deal with a range of incoming enquiries – organisation is key to the success of this role.
• Ability to develop innovative ideas and solutions.
• Excellent IT skills specifically HR Management Systems and MS Office applications; particularly Word, Excel and Outlook.
• Able to form and maintain effective working relationships with senior management, colleagues, service users and key stakeholders.
• Strong communication skills with an ability to positively challenge, influence and coach managers whilst providing a supporting service outcome.
• Self-motivated with a ‘can do’ attitude and determination to ‘get under the skin of problems’ and identify pragmatic solutions.
• Ability to work in a fast paced and varied environment, with experience in adapting to change based on business requirements.
• Able to apply high levels of common sense and logic to often delicate and complicated situations and therefore possess excellent listening and communication skills.
• Sound knowledge of employment law
• Excellent communication skills are essential.
• The ability to construct detailed reports, case letters and present MI data.
• Ability to approach issues with a proactive, forward-thinking approach, applying innovation that can be reflected to our customer and stakeholders.
• Able to streamline and improve operational processes.
• Highly enthusiastic with excellent communication skills.
• Flexibility in approach.
• CIPD Level 5 or higher or working towards it.​

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 Desirable Competences:

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• Associate Member of CIPD.

• ​Payroll experience.

• Charitable Experience

Forces Employment Charity is an equal opportunities employer, and values having a diverse workforce. We actively encourage applications from all qualified candidates.

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To apply, please submit and Cover Letter and CV by Midnight Friday 17th May 2024. 

Due to our ongoing growth in order to meet increased local demand for existing and new services, we are now looking for an Executive Assistant to support the Senior Management Team (CEO, Head of Community Programmes, and Business and Events Manager) by carrying out a range of administrative tasks for each member of the team.

This role will be crucial in enabling the senior managers to focus on their responsibilities for growing and managing the organisation, and assisting in our mission to support a healthy and cohesive community in south Westminster through a range of activities and services.

This is an excellent time to join our charity as our dedication to supporting our community has led to unprecedented success for our organisation. Our current growth is a result of the positive impact we have on our community, and allows us to plan for the future, taking on innovative new projects and leading change in the area we serve.

Role: CRM & Systems Administrator
Reporting to: Project Manager, Director’s Office
Purpose of job: To work with the Partnerships and Philanthropy/Fundraising, Finance and across all Foundling Museum teams by providing excellent CRM & systems administration. This will support income generation, research, data capture and information security throughout the Museum. Responsibilities include managing and maintaining a CRM database of contacts, digital systems, records management, general administrative duties, HR and IT support.
Working pattern: 35 hours per week, usually worked from 10 – 6pm. Flexible/hybrid working offered for up 40% of hours to be worked from home.
Contract: Permanent
Salary: c£26,000-£28,000pa depending on experience

Who we are looking for:
Are you fascinated by data with an excellent grasp on IT and digital systems? 
Are you interested in the role digital systems play in how arts organisations and cultural projects are managed? 
Are you looking to take the next step in your arts administration or fundraising career?
The Foundling Museum is transforming how digital systems underpin the foundations of this small but mighty Museum and charity. The position of CRM & Systems Administrator sits at the heart of this continued transition, following the successful implementation and migration to Shopify, Xero & Beacon CRM in 2023.
This new role is essential to the success of Philanthropy and Partnerships, Director’s Office and the whole team, in providing effective research and administration support. The CRM & Systems Administrator will provide support across all fundraising areas including individual giving, corporate sponsorship and trusts and foundations as well as playing a vital role in keeping all Museum systems working effectively.
This includes processing donations and gift aid and maintaining records on the CRM. You will work as a key part of the Philanthropy and Partnerships team to help implement the Philanthropy and Partnerships strategy and streamline all CRM and supporter processes.
This is an exciting opportunity for a highly organised individual with a flair for collaborative working and information management who is looking to expand their administration skillset and make a tangible impact on our work, in particular supporter relationship management.
Critical to this role and the ongoing project of managing information, income generation and communications, will be the collection, management and sharing of data within our data and digital eco-systems.

Key objectives in first 6 months:

• Completed the migration of supporter data to Beacon CRM, working closely with the Project Manager: Director’s Office to ensure that data is managed in the most effective way to aid relationship management and income generation going forward
• Planned a phased migration of day-to-day organisational information into SharePoint over 12months to ensure effective working practices across the organisation
• Supported all staff with records management and general administration
• Supported the HR Manager with timely and efficient HR administration including inductions, off-boarding, staff training & events
   

Key responsibilities:
CRM Administration & Finance Processes

• Maintain and regularly update the CRM system by logging all applications made and pending, prospects, funding received, reporting deadlines, reports, thank you letters and all other supporter correspondence
• Process donations, pledges and ticket payments from individuals, organisations and trusts and foundations, ensuring gift acknowledgements on CRM are up-to-date and any information related to gifts, grants and donations received is captured accurately and consistently
• Day-to-day administration of the Museum’s Friends, patrons and corporate sponsorship schemes and 1700 Clubs, as directed by the Philanthropy and Partnerships team
• Support the maintenance of accurate financial records of funded projects
• Support the Finance team with Gift Aid administration as required

Data & Insights

• Assist in data capture and gathering, including statistics or insight to support reporting, business cases, reports and funding bids
• Research trusts, businesses, and individuals with a view to identifying potential supporters and maintaining an up-to-date and accurate records of such contacts, updating the team, CRM and prospect pipelines on changes to information
• Ensure that strict confidentiality and GDPR legislation and guidance is adhered to in all aspects of recording data and sharing information in research profiles
• Work with internal teams to appropriately segment and steward new contacts through the CRM, including making data selections for email marketing campaigns.
• Monitor data quality by regularly creating and executing processes to cleanse and standardise data in the CRM
• Help to ensure income from visitors is maximised via Goodbox, Beacon, on-site signage and communications etc, and, with support from the Visitor Engagement, Commercial & Operations & Communications teams, move every customer on to their next step of supporter journey, evaluating touch points and messaging both onsite and online

Organisational Infrastructure

• Schedule priority internal meetings, including all-staff meetings, diary meetings and training sessions
• Support Project Manager: Director’s Office with Leadership & Governance, including setting up and scheduling of Trustee meetings, ensuring hybrid options are delivered, catering etc
• Arrange staff away-days, outings and celebrations
• Deliver general administrative support to SMT and colleagues as required, including basic IT support and HR admin, as directed by the HR Manager
• Manage the ordering of office items, including stationary and support users with IT inductions, including DSE requirements and checklists
• Work the Project Manager: Director’s Office, and with all departments to understand and map requirements for an integrated digital infrastructure framework
• Work with all departments to ensure that digital assets are stored according to data retention and records management best practice guidelines
• Work with the Director of Commercial & Operations, the IT Working Group and IT Support contract via Cara Networks to support the smooth migration of data currently stored on shared physical drives, to SharePoint and other digital platforms, through a phased transition process
• Facilitate the use, internal awareness and confidence with digital systems, creating and managing logins and taking responsibility for suspending user accounts when staff leave

Other

• To perform any other tasks as reasonably requested by the Directors, Project Manager: Director’s Office and Philanthropy and Partnerships team.

Person specification
Essential:

• Excellent administration and analytical skills
• Excellent interpersonal skills and the ability to communicate effectively in writing, over the phone, and face-to-face with the Museum’s different stakeholders
• Experience working with not-for-profit databases, such as Beacon CRM
• The ability to also work independently and take initiative within a small team and support colleagues, even under pressure
• Proven, excellent organisational skills, with close attention to detail, the ability to multi-task and prioritise responsibilities
• Excellent IT skills including in depth knowledge of CRM, Microsoft 365, SharePoint, and other cloud based digital systems
• An enjoyment of and willingness to engage with a wide variety of people and organisations
• Able to act with discretion and maintain professional confidentiality at all times
• A commitment to excellence and professionalism
• · Appreciation of and support for the aims, values and ethos of The Foundling Museum
• A right to work in the UK

Desirable:

•  An interest in and engagement with the work and ethos of the Museum
•  An interest in and engagement with the arts, heritage and/or music
•  Experience of working in a fundraising environment
   

Interview timetable & how to apply
Closing date: Thursday 23 May at 10am
First interview date: Thursday 6 June 2024
Second interview date for shortlisted candidates: Thursday 13 June TBC
 

To apply please click on the apply button at the bottom of the screen, you will be taken to our website and then on to our application portal where you will be asked to upload:
· A comprehensive CV* giving details of relevant achievements in recent posts, as well as any relevant education and professional qualifications that are appropriate to the post
· A covering letter* that clearly states why you are interested in this post. Please also tell us what makes you a good fit for the role, for example, giving evidence of your ability to match the criteria outlined in the Person Specification
· Details of your notice period and names of 2 referees, together with a brief statement of the capacity in which they have known you, and an indication of when in the process they can be contacted (please note we will not contact your referees without your express permission)
· Telephone numbers (preferably daytime and evening/mobile), which will be used with discretion
*Please get in touch with us directly if you would prefer to send your CV and cover letter via video application.

Job Purpose:To provide administrative support for the Housing Team and to carry out general administrative tasks. To also be responsible for providing a professional and friendly welcome to all visitors and residents, providing information on services available.

Hours of work:21 hours (7 hours per day over 3 days)

Location : YMCA East Surrey, Hillbrook House, 68 Brighton Road, Redhill, Surrey, RH1 6QT.

Annual leave:  Five weeks (pro-rata) plus bank holidays. Holidays increase after two years’ service to a maximum of five weeks’ pro-rata after six years’ service. The holiday year runs from 1 April to 31 March each year. 

Benefits:

Free Gym Membership: The post holder will be entitled to free use of the YMCA East Surrey fitness centre in Redhill and half price YMCA childcare for dependents.

Free Parking : There is free parking available at The Sovereign Centre and at all our delivery site. YMCA East Surrey also operates a Bike to Work Scheme.

Pension Scheme: There is a YMCA East Surrey pension scheme - details available on request.

Main responsibilities

• Provide a professional friendly welcome to all visitors and residents arriving at Hillbrook House and providing information on services and facilities available
• To deal with telephone enquiries and to put calls through to other staff, to take messages and to retrieve voicemail messages
• Ensure the visitor policy is complied with and the seen sheet is completed and kept up to date

· Collate, input and monitor data via various IT platforms

· Manage incoming client applications via guidance support and various IT platforms

· Complete and the keep the staff rota up-to-date and distribute to staff

· Filing and other administrative work as required

· Updating reception documents and maintaining contact folders

· To offer a helpful and supportive presence to residents and reporting of incidents

· Keeping tally on stock available and first aid items

· Cash transactions over the reception for resident rent and  maintain accurate receipting and accounting of all monies and credit transactions taken whilst on duty, checking floats and reconciling the till at the end of the shift

• Ensure that all keys and equipment issued are signed for and are returned and stored as appropriate
• To provide administrative support for the housing team and to carry out general administrative tasks (using Microsoft Office and other platforms)
• To be responsible for the post at the weekend, ensuring incoming post is dated, and is distributed to appropriate staff and residents and that outgoing post is processed correctly
• Any other duty requested by Housing Management

Closing date & interviews: 

Closing Date:Thursday 23rd May 2024 9am

Interviews are scheduled : Thursday 30th May 2024

Administration and Systems Manager 

£35k p.a. 

Location: initially remote working but to be hybrid based in W/NW/SW London.

We are looking for an experienced Administration and Systems Manager to join our enthusiastic and friendly Operations team. Help Counselling is a small Mental Health charity providing one-to-one counselling, both in person and online to adults over 18.  We are also a well-established clinical training placement provider for trainee counsellors and psychotherapists studying with prestigious training organisations in London.

About Help

Help Counselling is well-established Mental Health Charity with a heritage of over 50 years. We provide training placements for clinical supervisors, counsellors and psychotherapists who need to gain clinical experience to qualify (or further qualify) and be registered with one of the industry professional bodies such as, BACP or UKCP. For ethical reasons, the work trainee counsellors / psychotherapists do is unpaid, i.e., they must volunteer their time.

This volunteer model enables Help to fulfil its charitable aim of providing low-cost counselling services. It can take between 3-5 years to qualify, and our training placements are for minimum of 12 months meaning we can also provide clients with long-term help. Having consistence and continuity plays a pivotal role in building a safe, therapeutic, and trusting alliance between the counsellor and client. 

The blend of low-cost and long-term talking therapy is much needed in a time of increasing demand for mental health support and increasing complexity of presenting issues.

About the job

The purpose of this role is to manage the daily administrative operations and a small administration team of 2 people. The objective being to ensure that we meet our monthly targets, are compliant with the requirements of BACP, run efficiently and deal with exceptions in a timely, ethical, and effective manner.

Currently our client volumes are between 250-350, we have approximately 90 counsellors and clinical team of approximately 20. 

We operate a number of cloud-based IT systems and have outsourced HR and Finance functions.

Key responsibilities

Team management
Directing the team to make sure work is scheduled, fully completed and managed efficiently.

Line managing and coaching team members to achieve their objectives and develop their skills, confidence and abilities. 
Systems management.

Managing the impacts and interactions between processes and systems which can be complex and far reaching. 

Monitoring and ensuring all systems used are accurate and up to date, performing, interpreting and following up on system audits.  
Information review, reporting and continuous improvement.

Create, review and report on operational data and use this information to solve potential problems or strengthen business performance. 

Evaluate processes and policies, look for and make improvements as necessary. Ensure that processes and policies are easy to understand and up to date. 

Stakeholder management

Provide a point of escalation and decision-making for queries arising from clients, counsellors, supervisors, training organisations and other stakeholders.

Quality of service 

Ensure all queries and contacts are dealt with professionally, accurately and promptly. 

Manage all aspects of the administrative tasks and process required.

The Candidate

Education & experience: 5-6 years’ administrative, operations, customer service and supervisory experience, ideally within the charity or not-for-profit sector.  

Skills:

· Ability to analyse information and develop practical solutions.
Planning, critical thinking, problem solving, and task and time management skills.

· Interpersonal, line management, coaching, and verbal and written communication skills.

· Technical expert on MS Office suite and hands-on experience of CRM and / or clinical management system.

· Knowledge / experience of JotForm (Powerforms or equivalent), Stripe and DocuSign will be advantageous. 

About you:

· Self-motivated and able to work on your own initiative.

· Well-organised with ability to analyse information and problem-solve, work at pace, work flexibly and prioritise effectively.

· Excellent attention to detail, thorough and accurate. 

· Proven track-record in high quality customer service skills, confident on the telephone.

· Quick to learn new systems and proficient with technology. 

Property & Facilities Manager

Salary: £37,500pa (pro rata); Full time or part time (3 days)

We are seeking a Property & Facilities Manager who will be responsible for managing the day to day running of the properties of Richmond Team Ministry and their facilities. The properties include three churches, their associated church halls, vicarages, Parish Office and investment properties.

We are looking for someone with property and facilities management experience including managing small building projects and related finance and budgeting.  S/he needs to be able to work collaboratively as part of a small team and have the ability to take the initiative and develop the role while supporting the ethos of the Richmond Team Ministry.

The position is based in Richmond upon Thames. 

Job Description

Summary of Job Purpose

The Business and Operations Lead plays a vital role in managing and developing the operational business functions of the organisation and supporting its charitable aims; working closely with the CEO to deliver and improve the organisation’s strategic planning, operational delivery, and budgeting/ finance processes. The postholder plays a vital role in ensuring that the day-to-day operations of the iHV run smoothly, with key functions:

• Leading iHV business and financial management, including accounting, budgeting, reporting, strategic planning and risk management.

o Work closely with the CEO, senior leadership team and our accountants to align financial and operational strategies.

o Manage financial controls, procedures, and systems.

o Collaborate with various departments, including external stakeholders, for effective budgeting and operational management.

• Leading iHV operations:

o Senior responsibility for administrative, legal, and compliance functions, ensuring smooth operations. This will include management of our Emsworth Office, IT and risks, supporting business planning and change management.

o Lead the operational change for a new Customer Relationship Management (CRM) system and website. iHV Project Lead working with the supplier, the Project Manager and a small team at the iHV to ensure that the project is delivered within the specified time, cost and quality parameters of the specification.

o Working closely with our part-time Head of HR, supporting the senior management team and line managers with HR matters, including recruitment.

o Line management responsibilities of designated staff in the corporate team, supporting business administration.

o Working with the CEO to ensure good governance of Board-related matters, collating Board papers and attending quarterly Board meetings.

Key areas of responsibility:

Business and financial management:

• Maintain and develop robust quality assurance processes for income and expenditure, working with our CEO and accountants, to ensure all financial and reputational risks are effectively managed.
• Ensure effective financial processes across the iHV, with systems in place for invoicing, managing iHV payments and standing orders, and chasing outstanding payments and debtors.
• Build departmental budgets, supporting leads with forecasting, budget tracking, monthly monitoring (management accounts are produced by our independent accountants) to inform workforce planning.
• Work with department leads to prepare budgets for tenders and project/ research grant applications, including determining when VAT is applicable.
• Process invoices, iHV card payments, direct debits, standing orders, expense claims forms and ordering of office supplies, with support from the Corporate Team Administrator.
• Support leads to manage contracting, invoicing and reporting to external funders in accordance with funder requirements. Ensure all new funding streams and other costs are accurately recorded by the accountants.
• Ensure management of the corporate member joiners to the organisation, including invoicing and setting up a process for re-invoicing.
• Work closely with the external accountants to provide information on monthly suspense, debtors, mis-postings and general queries in relation to iHV finance. Ensure the iHV’s reconciliation and remittance records are updated weekly.
• Ensure all financial documentation is available for scrutiny as required, including support for annual financial audit by independent auditors.
• Make recommendations, provide advice, and prepare strategic reports and briefings as required.

Operational Management and Governance:

• Support the CEO and department leads in managing human resources, risk management, quality assurance, operational change, and board functions.
• Support iHV business planning and the development of key objectives and priorities for the corporate Team (in partnership with the CEO and other leads within the corporate team).
• Oversee the operational needs of the Institute – supporting leads within the organisation with workflow mapping, business continuity and planning to support matrix working across the organisation.
• Recording and monitoring of business risks across the organisation to enable risk management, reporting to the Board and providing support in association with the CEO.
• Support the board, providing secretariat functions to board meetings, including ensuring all papers are provided on time, managing sensitive information, and taking board minutes.
• Work with the CEO to develop, coordinate and implement organisational policies throughout the Institute.
• Support the CEO with reporting to the Charity Commission/ Companies House and ensuring that the organisation’s charitable obligations are met. Work with external auditors to deliver the annual audits; and ensure that the relevant documentation is held in line with requirements, is available for external auditing, and the delivery of audit recommendations are tracked.
• Support Health & Safety risk management, ensuring risk assessments are in place, processes and policies are up to date, and staff are trained and informed with any changes.

Information Technology

• Management of robust administration and business support systems, including negotiation and management of IT agreements, subscriptions, licences and contracts as required, providing recommendations for improvements and efficiencies to the CEO.
• Facilities management of required IT and infrastructure to include details of equipment held and provision of Microsoft/ other required licences.
• Liaise and schedule work to be undertaken under external IT support contract.
• Lead operational change for new Customer Relationship Management (CRM) system and website – working with a dedicated project manager who has scoped our organisational requirements (almost completed), to finalise the invitation to tender (ITT), manage the procurement process, evaluate submissions with a small in-house change team at the iHV, and make recommendations to the board. The postholder will lead the project for the iHV, working with the supplier, the Project Manager and a small team at the iHV to ensure that the project is delivered within the specified time, cost and quality parameters of the specification and is robustly tested before launching.
• Information management and analysis to highlight issues/ risks and support decision making – work with Head of HR to ensure iHV compliance with GDPR.

Human Resources

• Management of our Emsworth office with line management responsibility for a small number of designated staff in the corporate team who support business management (currently the Corporate Team Administrator), supporting the delivery of team objectives within the iHV Business Plan.
• Support, motivate and develop staff, managing direct reports’ annual performance development review (PDR) and performance management, if required.
• Work closely with the Head of HR to make sure that good employment practices are universally embedded operationally within the iHV.
• Support staff recruitment and the induction of new staff; provide advice to staff on corporate policies and procedures and communicate changes.
• Support the Performance Development review process for the iHV, collating 360 feedback for iHV employees where requested, and maintaining records for annual PDR outcomes.
• Maintain oversight of the recording of annual leave with the Corporate Team Administrator, Head of HR, and department leads.
• Provide operational leadership and management for team awayday (leading a small team to plan this each year), to support team building and staff development.

Other:

• Have an excellent professional working relationship with colleagues to deliver corporate goals and objectives in line with iHV Vision and Values.
• Help at iHV conference and events, working with our Events Manager and overseeing the work of the Corporate Administrator to ensure that venues, travel, accommodation and materials are booked and delivered on time.
• To participate in all mandatory and individual training as required. To highlight their learning and development needs to the CEO on induction, at the annual PDR, and as needed, to ensure capability to deliver key role functions.

NB

▪ The above is only an outline of the tasks and responsibilities required of the role. You will carry out any other duties as may reasonably be required by your line manager.

▪ The iHV is an expanding and evolving organisation, as such the job description and person specification will be reviewed on an ongoing basis in accordance with the evolving needs of the wider team.

Person Specification

Qualifications (Essential)

• High level of numeracy, literacy, and IT skills.
• Degree in business administration or related field, or equivalent qualification/ postgrad evidence of additional training/courses undertaken.
• Programme Management qualification (PRINCE2, AGILE or equivalent).

Experience (Essential)

• Proven work experience as Operations/Finance Manager or similar role. Prior experience of strengthening organisational effectiveness.
• Significant experience of budgeting, financial management, contract management and forecasting.
• Experience of operational and staff management.

Experience (Desirable)

• Experience in the IT industry and/ or healthcare.
• Previous experience working for a membership organisation.
• Previous experience working for a charity.
• Experience of Charity Accounting

Skills, Ability, Knowledge (Essential)

• A self-starter with the ability to work on their own initiative, work within deadlines, managing multiple and competing tasks.
• Working knowledge and skills in the use of business and financial principles and systems.
• Excellent IT skills – experience of workingwith a range of IT systems and project software. Familiar with Xero, Stripe, PayPal, GoCardless, Asperato or related financial software systems including purchasing, invoicing, reconciliation, debt rectification and financial reporting.
• Outstanding organisational, strategic thinking and problemsolving skills – ability to anticipate and resolve problems before they arise and respond to sudden unexpected demands. The ability to analyse complex facts and situations and develop a range of options.
• The ability to communicate effectively, including excellent oral and written skills and the ability to negotiate on difficult and controversial issues including performance and change.

Skills, Ability, Knowledge (Desirable)

• Familiar with SalesForce, Customer Relationship Management (CRM) systems and their capabilities.

Personal Attributes (Essential)

• Commitment to teamworking, and respect and consideration for the skills of others. Personal drive, energy, and enthusiasm for new challenges.

Behaviours and Values (Essential)

• Commitment to and focused on quality, promoting high standards in all they do.
• Values diversity and difference, operates with integrity and openness.

Behaviours and Values (Desirable)

• Actively develops themselves and supports others to do the same.

Other (Essential)

• Ability to work flexibly to meet the needs of the role.
• Able to attend meetings and events around the UK as required.
• Flexibility in supporting other iHV administration requirements on occasions.

Other (Desirable)

• Interest in working in the charitable sector to improve children’s lives.

You have great administrative and data entry skills, a flexible approach and lots enthusiasm. All you need is the perfect environment to put your skills to great use. Welcome to Aquarius Drug and Alcohol Team in Northampton as an Administration and Data Worker.

Aquarius is part of Recovery Focus, a national group of charities highly experienced in providing specialist support services to individuals and families living with the effects of mental ill health, drug and alcohol use, gambling and domestic violence. We know that recovery can look and feel very different to each and every one of us. But we also know that if we provide the right support, at the right time, we can inspire recovery nationwide and that recovery is possible for everyone.

Right now, we’re looking for someone like you to join our team in Aylesbury who support service users facing drug and / or alcohol related issues. You will provide the vital administrative, data entry and reporting and reception support the service needs to run smoothly. This is a substance misuse service that works with adults aged 18+ and is run in partnership with Inclusion (MPFT NHS Trust), Aquarius, Connections Support and Build on Belief.

As well as GCSE English and Maths at Grade C or above (or equivalent), you have experience of data entry, manipulation and reporting. We’ll also be looking for a background in an admin role where you dealt with people from a wide range of backgrounds, both over the phone and face-to-face. There is a requirement in the role to generate, print and record prescriptions. Familiar with all aspects of electronic communication such as email, diaries and the intranet, you have a good knowledge of Microsoft Office applications and Windows files and folders too. What’s more, you have lots of initiative, are great at multi-tasking, work well within a team and under direction from others.

We have 2 permanent full-time roles requiring the post-holders to work 37 hours per week.

We are committed to increasing our diversity and welcome applications from those with Lived Experience.

This is a rolling recruitment process, shortlisted candidates will be interviewed as and when they apply.

Aquarius is a subsidiary of Richmond Fellowship, with both organisations being part of Recovery Focus, a national group of charities highly experienced in providing specialist support services to individuals and families living with the effects of mental ill health, drug and alcohol use, gambling and domestic violence. From 1st June 2024 Richmond Fellowship will be merging with the mental health charity Humankind to form a single organisation that provides the joined-up mental health, housing and drug and alcohol support we’ve all known has been needed for decades. At the same time, Aquarius will become a subsidiary of Humankind, with no impact to terms and conditions of employment. In October 2024, Humankind will then be renamed to reflect the new, bigger and better organisation, of which Aquarius will remain a subsidiary.

We are looking for a Parliamentary Officer to support the management and administration of the Christians in Parliament All Party Parliamentary Group (CiP) as part of a team of three staff.  

CiP exists to support all Members and staff in their work in Parliament, commending the relevance of the Christian faith to personal and political life. 

This is a full-time role, but there is potential to discuss flexible working options.

Based in the Houses of Parliament, your work will include:

· Administering our events programme including weekly chapel services, guest speaker events, staff prayer meetings and Bible study groups   

· Planning and supporting the delivery of the National Parliamentary Prayer Breakfast, a major annual Parliamentary event 

· Managing & co-ordinating CiP’s communication including maintaining the CiP website

· Potential for developing outreach and discipleship opportunities with staff, depending on experience and interests

* There is an occupational requirement for this post to be filled by a person committed to the Christian faith.
 

Administrative Assistant

Fixed term contract until the end of March 2025

14 hours per week

£23,488.66 per annum / £9,395.46 pro rata (plus allowances)

Home based with some travel in the West Midlands

The Children's Society has been helping children and young people in this country for over 140 years. We run local services that support children when they are at their most vulnerable and in desperate need of help. We're there for children, every step of the way.

This role sits within the West Mercia team and will be to support:

-Administration for the Steer Clear team, including organising meetings to triage young people and taking minutes

-Organising and inputting data for the Climb Service to support commissioner reports

-Working alongside the other administrative assistant to complete administrative tasks that arise in the team

We are currently looking for an organised and reliable to join our dynamic, ambitious team.

In order to be successful in this role, you must have:

-Excellent organisational skills

-An ability to take clear meeting minutes

-Microsoft Excel skills including understanding manipulating data

-An ability to problem solve

-An ability to organise others

The Children's Society runs over 100 local services that help thousands of young people who desperately need our support, and we campaign to get laws and policies changed to make children's lives happier and safer.

Every day we're changing the lives of children in this country for the better - and with your help, tomorrow we can be there for even more.

The Children's Society is committed to safeguarding and protecting the children and young people that we work with. As such, all posts are subject to a safer recruitment process, including the disclosure of criminal records and vetting checks. We ensure that we have a range of policies and procedures in place which promote safeguarding and safer working practices across our services.

Therefore, candidates applying for work in our Youth Impact Domain will be required to complete an “Employment history_template” document prior to interview. The fully completed document should be loaded by the candidate at the point of uploading your CV.

The closing date for applications is midnight on 16th May 2024. If after 14 days we have received enough applications, we reserve the right to close this vacancy from the 2nd May onwards.

Interview date TBC

The Children's Society is committed to safeguarding and protecting the children and young people that we work with. As such, all posts are subject to a safer recruitment process, including the disclosure of criminal records and vetting checks. We ensure that we have a range of policies and procedures in place which promote safeguarding and safer working practices across our services.

IN1

Job Description

Do you want to join a vibrant and growing charity group whose mission is to deliver positive change? Would you like to play an important role in supporting the organisation provide exciting learning opportunities that are tailored to people's needs?

Title: Projects & Events Coordinator

Reports to:  Senior Programme Administrator

Based: Remotely – however must be willing and able to travel as and when required to meetings and events.

Job Purpose: To organise the planning and implementation of Programmes & Events and maintain a high level of accuracy and detail throughout.

The role:
Arrhythmia Alliance Group is recruiting a Projects & Events Co-ordinator on a full-time, permanent, remote basis. Your skills will be essential in strengthening the charities profile through programmes and event planning and coordination.
You will support the organisation with its’ programme and events portfolio by developing healthy, professional, relationships at all levels. You will also showcase initiatives taken and their key impact in making a real difference in people's lives.

Main responsibilities:

- Plan, coordinate, attend and execute a range of charity programmes and events.

- Oversee all event logistics, including venue selection, contract negotiations, transportation, accommodation, and catering arrangements.

- Agenda and room allocations

- Liaise effectively with various vendors and service providers.

- Develop and manage budgets, providing financial reports and forecasts to senior management.

- Evaluate programme and event success through feedback collection and analysis, making necessary recommendations for improvements.

- Promote the organisation's brand image, values, and initiatives.
Ensure all events are compliant with relevant standards and other regulations.

- Diary management for all programmes and events

- Support in production of relevant presentations and be able to present on the Charity group whilst attending events online or in person.

- Take payments over the phone as and when required.

- Attend physical meetings and events as and when needed to provide support.

- Support the production of recording for Healthcare Professionals, patients and care givers for educational webinars & events using but not limited to Microsoft Teams or Zoom.

Essential requirements:

- Experience working with vendors and negotiating venue contracts.

- Excellent organisational and project management skills.

- Ability to manage budgets and financial planning for events.

- Ability to work under pressure and handle last-minute changes.

- Ability to engage with wide range of stakeholders including healthcare professionals, patients, caregivers, sponsors and exhibitors.

- Creative thinker and problem-solver.

Person specification:

- Educated to GCSE level (minimum).

- Excellent verbal and written communication skills.

- Advanced Knowledge in Microsoft Word and Excel.

- Excellent organisational skills, with the ability to prioritise and manage own workload.

- Can undertake a wide variety of tasks and multi-task with ease.

- Ability to work on own initiative.

- Excellent attention to detail and accuracy

- Can work flexibly, and as part of a team.

- Professional & methodical and thorough approach to work

- Friendly, professional, punctual and polite.

- Must hold a valid UK Driving Licence.

About Us

Inspire is a charity based in East London. We inspire children and young people across London and beyond, using data to understand the barriers they face and connecting them with a range of employers and opportunities to open doors to their success.

We have over 30 years of experience in delivering high quality services and programmes to children, young people, schools, local authorities and employers. Working alongside our large network of employer volunteers, our programmes inspire and support children and young people to create a positive future for themselves in their journey from the classroom to workplace.  We provide them with independent careers guidance, high aspirations and strong employability skills.

 

The Opportunity

An excellent opportunity has arisen for a reliable, conscientious and self-motivated individual to join our Management Information (MI) team in the role of MI Support Officer.  Our MI team has a strong reputation in all areas of data management.

Inspire provides a full MI service to the nine local authorities that make up the London East sub-region and we work in close partnership with wider London local authorities, career companies and other national partners to support the needs of young people through the intelligent use of management information. We have a reputation for providing insightful and informative data analysis to meet local and national requirements, always ensuring the highest standards of data integrity and security.

Key responsibilities of the MI support officer include:

• Support the delivery of MI and data services to local authorities in East London.
• Provision of a management information helpline service to all stakeholders and service users.
• Support database administration and maintenance.
• Run database queries and reports to extract and collate data.
• Accurately process large datasets using a range of data management tools.
• Support the production and publication of a range of reports.
• Completion of regular data quality monitoring tasks to support the accuracy of data submissions and reporting.

​Benefits

29 days annual leave plus bank holidays

3 volunteering days per year

Family friendly policies

Hybrid working arrangements

If you have the skills and desire to join our team, please see our job description and person specification for further details about the role.

How to Apply

If you wish to apply for this role, please provide your CV and include a covering letter outlining why you are suitable for the role, clearly addressing the requirements of the person specification.

Interviews will include a skills based test.

Closing date

This position is available immediately.

Interviews will be held on a rolling basis. We will review applications as we receive them and aim to appoint as soon as we meet the right person.  We reserve the right to close the application process early if we find a suitable candidate.

Unfortunately, due to the number of applications we receive we are unable to contact unsuccessful applicants.

This is an exciting opportunity to join our highly motivated and passionate team as an Operations Assistant.

This role is at the heart of the charity and perfect for someone who wants to develop their administrative skills in the not-for-profit sector.

The successful candidate will have excellent administrative skills, and be highly organised, with excellent time management skills and the ability to juggle a variety of tasks. You will oversee the day-to-day running of the office and offer administrative support across the teams. 

Benefits:

• Flexible working options including hybrid working
• Pension with 5% employer contribution
• 25 days holiday entitlement per annum plus bank holidays and the working days between Christmas and New Year
• Additional day off for your birthday
• Volunteering day per year
• Enhanced sick, maternity and adoption pay
• Sarcoma UK Life Insurance Scheme
• Health and wellbeing:
  • Health Cash Plan
  • Therapy sessions
  • Wellbeing Group
  • Team activities throughout the year
• Interest-free season ticket and bicycle loan 

Our Values: 

• Pioneering we are leading the way to a better future for the sarcoma community.
• Together we are creating a community to make a difference for all those affected by sarcoma.
• Expert we use our expertise in understanding sarcoma to deliver better outcomes. 

Duties and key responsibilities: 

Office Maintenance

• Oversee the general maintenance of the office.
• Manage office supplies by tracking office inventory and replenishing supplies including kitchen and stationery.
• Ensure the office and meeting rooms are well-maintained.
• Manage Sarcoma UK storage, ensuring it is fit for purpose.
• Liaise with office contractors and service providers to ensure the office runs efficiently.
• Assist with office refurbishments, expansions, and relocations.

Administration

• Be the first point of contact for all enquiries to our telephone switchboard and info@ mailbox, responding in a timely manner to all enquiries and delegating across the team where relevant.
• Manage the daily postal system including opening post and recording donations on the finance spreadsheet.
• Managing deliveries to the office and organising couriers.
• Organise travel and accommodation bookings across the whole charity including fundraising events.
• Organise travel, meetings and staff attendance at events including the British Sarcoma Group conference.
• Make any bookings and arrangements for the team that involve financial transactions, for example booking travel, conferences, training courses, flowers for supporters and event purchases.
• Provide meeting room management, including bookings and catering.
• Carry out ad hoc administrative tasks for other departments when requested e.g. fundraising and information send outs during busy periods or absence.

Health & Safety

• Ensure compliance with health and safety procedures, maintaining a safe working environment in the office. This
• Regular health and safety inspections of the office and workstations.
• Carry out regular DSE tests
• Arranging regular PAT tests
• Cary out fire risk assessments (training will be provided)
• First aid assistance and maintain the first aid supplies (training will be provided)
•  Review and update the health and safety policy.

Other

• Support the operations team when required, this will include finance, database, and HR functions.
• The post holder will be working in a developing environment, and they will therefore be required to undertake other appropriate duties as necessary for the efficient operation of Sarcoma UK.