Administration Director Jobs

As a Quality Assurance Administrator, you will be a critical function of our work to deliver externally accredited, industry led programmes against our Industrial Cadets framework, endorsed by HRH King Charles III.

You will also support and help refine our internal business processes, especially around our CRM platform, Hubspot. Moreover, you will be given ample opportunity and encouragement to contribute to continuous improvement projects and put forward your own ideas for internal transformation.

ABOUT EDT: EDT is a UK-wide charity with over 35 years of experience developing and delivering industry-linked STEM educational content. Our mission is to connect young people with industry and inspire STEM futures. Our programmes are designed to engage a wide range of young people and meet the needs of industry and education, through face-to-face and virtual delivery. Young people are at the heart of what we do and through providing industry informed, curriculum enhancing learning experiences, we help them develop personal and interpersonal skills, fulfil their potential, and make informed decisions about their future. We recognise their achievement through Industrial Cadet accreditation and awards, an industry-led quality benchmark. Our mission is to connect young people with industry and inspire STEM futures. Our core values include being 'passionate, collaborative, dynamic and showing respect'.

Reporting to: Quality Assurance Manager

Salary: Band A, up to £27,800 p.a., depending on skills and experience. Permanent Contract

Benefits: 25 days annual leave per year plus bank holidays; pension (up to 10% employer contribution); life insurance (3 times annual salary); hybrid and flexible working; well-being support.

Location: Hybrid working, with travel to one of our regional offices as and when required. The preference is to be based close to our Manchester office, however applicants within commutable distance to one of our other offices (Glasgow, Birmingham, Welwyn Garden City, Southampton and Plymouth) will be considered.

Hours: Full time (37.5 hours per week).

Job Description

Quality Assurance

• Deal with external and internal enquiries
• Work closely with Industry Engagement and Partnership team to deliver industry-led (external) accreditation in a timely manner
• Lead the materials ordering process, including the distribution of certificates and badges to regional offices and external partners
• Take the lead on external partner feedback surveys, student data requests and observation reports, working with partners to ensure their completion and return
• Manage Quality Assurance data dashboards and work with the Head of Impact to provide evaluation and impact statistics for external Industrial Cadets accreditations
• Liaise with the Marketing team to update Industrial Cadets and Quality Assurance partner materials (such as certificates and information packs) on a periodic basis
• Perform an internal Quality Assurance moderation process three times a year to ensure consistency of delivery from internal teams and escalate any feedback where appropriate

CRM Support

• Be a Hubspot ‘super-admin’, acting as an initial point of contact for internal staff queries, making changes to the system and escalating queries internally and to external partners where appropriate
• Manage the support ticketing process for Hubspot queries
• Support, and eventually lead, weekly online Hubspot drop-in sessions for internal staff enquiries
• Perform data quality audits on Hubspot, ensuring data is entered consistently by teams in accordance with their processes, cleansing data where appropriate

Business Improvement

• Actively support the Quality Assurance Manager and Operations Director on continuous improvement projects, including supporting with team requirement gathering and process documentation
• Proactively identify opportunities to streamline internal processes or potential new initiatives, communicating this to the Quality Assurance Manager

Person specification

Essential

• Professional and proactive, with real pride in the quality of work
• Ability to take initiative and proactively investigate solutions to current and potential issues
• Excellent interpersonal and communication skills
• A team worker who can liaise and collaborate with colleagues and other stakeholders
• Organised - can manage workload and deadlines and demonstrate effective time management
• Attention to detail and analytical skills
• Very confident IT user, in particular with CRM systems and Microsoft Office
• Positive and resilient attitude

Desirable

• Experience of the charity or education sector
• Experience of Hubspot and Microsoft Power Automate

Special conditions: The successful candidate will be required to fulfil an enhanced DBS/PVG check.

Closing date: Friday 1st November 2024

Interview date: W/C. Monday 4th November 2024

Start date: ASAP

We are looking for an enthusiastic HR and Office Administrator with great people skills to be a part of our core Head Office team.

The successful candidate will be willing to get involved in all aspects of our work and thrive in a role engaging with staff all over the country and supporting great internal communications. 

Working closely with our CEO and Senior Management Team, a key part of the role is ensuring that we have effective organisational governance, contracting and HR systems in place. You will also support all aspects of HR, working with our HR Advisor to support recruitment processes, staff checks, induction, and development for our staff team.

The successful applicant will have excellent people skills, the ability to develop and maintain administrative organisational systems, and be happy getting involved in a range of different work. Experience of the charity sector, and experience of supporting HR, would be an asset but are not essential. 

Working days are flexible but likely to require Wednesdays.

Greenpeace is a movement of people who are passionate about defending the natural world from destruction. Their vision is a greener, healthier and more peaceful planet, one that can sustain life for generations to come.

QuarterFive are delighted to be partnering with Greenpeace UK in their search for a strategic leader to oversee its Key Relationships Team, actively engage with Greenpeace’s organisational leadership – contributing to key initiatives around inclusivity, anti-racism, and broader accountability – and lead the UK’s 2025 contribution to the global capital campaign. This role ofers the chance to make a significant impact by leading a high-performing team and playing a key role in Greenpeace’s overall leadership.

You will lead a talented Key Relationships Team of twelve, responsible for raising nearly £15.5 million annually from major donors, legacies, and mid-level giving. Your leadership will maintain the team’s strong performance while driving growth, including the UK’s contribution towards Greenpeace’s global capital campaign in 2025.

The capital campaign is a global effort to raise €100 million by 2028, funding the construction of a new ship and the environmental campaigns it will support. For 2025, the UK’s target is to secure £4 million, split equally between the ship’s construction and supporting key environmental campaigns.

As a strategic leader, you’ll work closely with senior stakeholders across Greenpeace UK and internationally, playing a key role in driving organisational fundraising performance, cultural initiatives, and Greenpeace’s overall strategic direction.

As Deputy Fundraising Director, Key Relationships, you will: 

• Collaborate with senior leadership across Greenpeace UK and International to align on key strategies and deliver shared outcomes.
• Lead a high-performing team responsible for raising £15.5 million from major gifts, legacies, and mid-level giving.
• Guide the Key Relationship team’s UK contribution to Greenpeace’s €100 million global capital campaign, raising £4 million in 2025.
• Support the team in developing and managing current and prospective relationships with high-value donors.

Person specification:

ESSENTIAL:

• Extensive experience of establishing and sustaining relationships with senior-level external stakeholders and/or funders.
• Cross-organisational collaboration experience, with a proven ability to work effectively with senior internal stakeholders, driving collaboration and strategic alignment.
• A strategic leader with experience overseeing high-value income streams.
• Expertise in relationship fundraising in the charity/NFP sector and a proven track record of delivering six-figure income from high-value donors.
• Demonstrable experience of leading, managing, motivating, and inspiring high-performing teams, including managing managers.
• Strong budget management skills and experience delivering against financial targets.
• A commitment to diversity, inclusion, and anti-racism, with a willingness to continually learn and foster a positive and inclusive culture.

DESIRABLE:

• Capital campaign experience would be advantageous.
• Track record of securing seven-figure donations.
• Experience of overseeing legacy functions – public facing campaigns, prospecting, stewardship and administration.
• Ability and willingness to travel overseas for short periods, with occasional unsocial hours as required.
• Experience of overseeing a celebrity and key influencer function.

Diversity and Inclusion

Greenpeace UK recognise the value in having a diverse workforce, as well as the importance of creating equal opportunities for all. Applications are welcomed and encouraged from people of all backgrounds. Candidates will be selected based on how well they meet the criteria for the role and all applicants will be treated fairly throughout the recruitment process. To find out more, including the many ways that diversity and inclusion is encouraged and promoted at Greenpeace UK, please click here.

If you have any specific requirements which would enable you to participate in the recruitment process more fully, in particular if these relate to a disability or access issue, please contact Ed Cherry at QuarterFive as soon as possible. If you require the job pack in a different format, please get in touch and we will happily provide you with one.

Anti-racism commitments

We are committed to dismantling systemic racism, creating a community of allies and empowering people of colour. One of our Anti-Racism Plan objectives is to proactively achieve stronger representation of Black people and people of colour, particulary within leadership positions.

We have therefore committed to interviewing people from diverse ethnic communities who meet the essential criteria for this role.

If you are from a diverse ethnic community, you meet the essential criteria and you would like to be considered for the role, please contact Ed Cherry at QuarterFive. 

Your guaranteed interview application will only be shared with the Greenpeace UK recruiting manager and HR team.

Employee benefits include: 

• 25 days annual leave for full-time staff, with additional leave accrued according to length of service up to a maximum of 32 days
• Once a month, all Greenpeace staff take an organisational ‘breather’ day where the office closes with no expectations of output on these days
• Office closure normally occurs between Christmas and new year and staff are not required to use annual leave to cover this period
• Employer pension contribution of 8.5% of basic salary, provided employees contribute at least 3%

To apply:

Right to work - Candidates must have the right to work in the UK. Employment sponsorship will NOT be offered by Greenpeace UK for this role.

Applications are welcomed from all those who meet the essential criteria listed above. A detailed brief and support with application will be available to suitable applicants.

Closing date: Wednesday 6th November

Interviews: Thursday 21st November

Centre Administrator 

£28,000 p/a + cost-of-living increase (pending), full-time 35 hours per week, plus excellent benefits and opportunities for progression 

Did you know that there may be over 20,000 Sutton residents who care, unpaid, for a family member or friend who is sick or disabled due to a physical, mental health or substance misuse issue? Sutton Carers Centre works in partnership to help improve and maintain the quality of life for these Young and Adult Carers living, working, studying or caring in the London Borough of Sutton. 

We are looking to recruit to a key and rewarding role in our charity. The members of our team are highly skilled, passionate and committed, so we are looking for an experienced administrator who can support them. The successful candidate will be skilled in office administrative functions, to ensure the delivery of an efficient, friendly and smooth-running Centre as well as office co-ordination and support services. The post-holder will have experience of developing, maintaining and improving systems in an office environment. The post-holder will also oversee reception functions, including the support of the administration and reception volunteers. 

You also will have excellent IT, literacy and numeracy skills and be able to express yourself well in person and in writing. The successful candidate will be positive, empathic, creative and boundaried in their ability to work alongside Carers as well as our colleagues and partners, in helping Carers maintain their own health and wellbeing alongside their caring roles.

Sutton Carers Centre is committed to safeguarding and promoting the welfare of adults and children and expects all staff to share this commitment. This post is subject to a satisfactory enhanced DBS and other appropriate checks.

We value the diversity of our teams and are looking for talented people from all backgrounds to join us. We particularly encourage people who are black, from other minoritised ethnic or refugee groups, or from LGBTQ+ communities to apply. Men are currently under-represented in our team as well. We also seek applicants with personal caring experience as well as welcoming applications from people with lived experience of mental health issues.   

Location: Contracted to our Peterborough office with the flexibility for hybrid working
Salary: £24,000 - £27,500 FTE depending on experience
Hours: Full time: 37.5 hours pw (would consider part time: minimum 30 hours pw)
Benefits: We want all our employees to feel valued and engaged and are committed to offering a positive working culture along with a good work-life balance. As well as ensuring they pay their employees fairly, they offer the following benefits: Flexible working, Generous annual leave, Private Medical Insurance, including dental and optical, Pension Scheme, Sick Pay, Death in Service, Employee Assistance Programme, Bike Loan Scheme, Cycle2Work Scheme, Eyecare, Discount Portal.

Closing date: Sunday 10 November 2024
Interviews will be held week commencing 18 November 2024 in Peterborough
 
No agencies please
 
Be a part of an energetic and vibrant team who are driven by the desire to improve the lives of people living with kidney disease. Our vision is the day when everyone lives free from kidney disease. 
 
We are seeking an enthusiastic, organised and responsible addition to the Executive Team to provide additional support, working closely with the executive assistant to the chief executive. This is a new, key role to enable timely, effective and confidential administrative assistance to the chief executive and senior staff.

The successful candidate will enjoy working with a range of external partners and assisting our Board of dynamic and highly committed Trustees.

You will have excellent administrative and organisational skills and a commitment to high standards. With the ability to prioritise and plan your own workload, you will be a confident user of Microsoft Office applications. You will have experience of planning and coordinating meetings as well as taking minutes of meetings.
 
You will need to have a professional and sensitive approach in dealing with confidential information and have excellent written and oral communication skills to work with our external stakeholders and major supporters.
 
If you are interested in the position, please complete the online application form and submit together with your CV.
 
We are committed to providing equal opportunities for everyone and encourage applications from all sections of the community.

About Kidney Research UK:

Kidney Research UK is the leading charity in the UK focused on funding research into the prevention, treatment and management of kidney disease. Our vision is the day when everyone lives free from kidney disease and for more than 60 years the research, we fund has been making an impact. But kidney disease is increasing as are the factors contributing to it, such as diabetes, cardiovascular disease and obesity, making our work more essential than ever.

At Kidney Research UK we work with clinicians and scientists across the UK, funding and facilitating research into all areas of kidney disease. We collaborate with partners across the public, private and third sectors to prevent kidney disease and drive innovation to transform treatments.

Over the last ten years we have invested more than £65 million into research. We lobby governments and decision makers to change policy and practice to ensure that the estimated 7.2 million people living with all stages of kidney disease in the UK have access to the most effective care and treatment, and to make kidney disease a priority.

Most importantly, we also work closely with patients, ensuring their voice is heard and is at the centre of everything we do, from deciding which research to invest in to how we plan our priorities and our work across the charity.

Those patient contributions are vital, always helping us and our partners to understand what life is like with kidney disease, always ensuring we see the patient behind the treatment and always reminding us that behind every statistic and every number is a person – the patients and the carers who inspire our mission and push us forward to make a difference and change the future of kidney disease.

You may have experience in the following Executive Assistant, Personal Assistant, Office Administrator, Senior Office Administrator, Senior Administrative Coordinator, Board Secretary, Administrative Support Officer, Executive Secretary, PA to Directors, Administrative Coordinator, Charity, Charities, Third Sector, Not for Profit, NFP, etc.

REF-217 457

Are you looking to make a meaningful impact in the financial well-being of others? Join our friendly team as a Pension Administrator, where you'll play a crucial role in providing administrative support for our staff pension schemes, assisting colleagues with their pension enquiries.

You will oversee the administration of pension schemes, ensuring that all relevant legislation is followed meticulously. You’ll manage pension contributions, transfers, and payments, ensuring everything runs smoothly and accurately. Keeping our pension records up-to-date will be a key responsibility, allowing you to support staff effectively when they have questions about their pensions. You’ll also engage with pension providers and regulatory bodies, building relationships that contribute to our organizational success. Additionally, you’ll support the Payroll team with various administrative tasks, showcasing your versatility and commitment.

We are seeking candidates with previous experience in pension administration or a related field. Strong organisational skills and a keen attention to detail are essential, as is the ability to communicate effectively, both in writing and verbally. You should be comfortable handling confidential information with integrity and have proficiency in Microsoft Office, particularly Excel.

In return for your skills and dedication, you will have the opportunity to be part of a supportive and community-focused organisation and a great team!

If you're excited about a part-time role where you can truly make a difference, we want to hear from you!

Administrator Finance

We are looking for an Administrator to provide administrative assistance to the Finance team and the Director of Finance and Deputy Director of Finance.

If you are you looking for an exciting opportunity to work for an organisation that makes a difference, an organisation that nurtures its staff, encourages development, and rewards staff for their hard work… then apply today!

Position: Finance Administrator

Location: Oxford/hybrid

Hours: Part-time, 25 hours per week (to be agreed upon appointment)

Salary: £19,188.89 (FTE £28,399.56)

Contract: Permanent

Closing Date: Monday 4 November 2024 at midnight

Interview Date: Thursday 14 November 2024

The Role

As Finance Administrator, you will have a pro-active approach and ‘can-do’ attitude, which will be key to fulfilling the following responsibilities:

• Providing administrative support for the Director of Finance and Deputy Director of Finance and to the Finance Team and IT function
• Meeting organisation, preparation of meeting areas, and taking minutes
• Other support for the wider Finance team, as required

About You

You do not need to be a practising Christian or have a faith to work here. Around 50% of staff are not practising Christians but are comfortable with the Christian ethos that underpins the organisations work. However, all staff do have a desire to make a difference.

We are looking for an experienced, self-motivated Administrator to join the Finance team, with effective verbal and written communication skills and a high level of attention to detail.

You will have/be:

• Previous experience of working in an administrative or secretarial capacity 
• High level of attention to detail and accuracy
• Confident in the use of Microsoft Office, including Word, Excel, PowerPoint, Outlook and Teams
• Effective verbal and written communication skills, including excellent telephone and email manner
• Previous experience in meeting organisation, preparation of meeting areas, and taking minutes
• Ability to meet deadlines and prioritise tasks on own initiative
• Ability to handle sensitive and confidential information
• Experience in being effective as part of a team
• Able to self-motivate, prioritise, plan and organise, including when under pressure
• Have a proactive approach, taking responsibility for actions and consequences
• Able to secure, build, and maintain good working relationships with external providers including volunteers
• A flexible approach to working, with a ‘can do’ attitude

You will be a team player with the ability to handle sensitive and confidential information and prioritise tasks to ensure deadlines are met.  If this sounds like you and you are able to build effective working relationships, we would like to hear from you.

Only shortlisted candidates will be contacted for interviews. If you do not hear from us, your application has not been successful.

The Organisation

The Diocese is the administrative area of the Church, broadly speaking, covers the three counties of Berkshire, Buckinghamshire, and Oxfordshire. There are 815 churches in the Diocese – more than any other diocese in the Church of England. So, in many ways the best description is that it is the family of the 55,000 or so regular worshippers in these churches.

Benefits:

• 25 days holiday per annum, pro rata, rising each year by one day to a maximum of 30 days
• In addition to the statutory UK public holidays, the Diocese offers three privilege days
• Hybrid working
• Free parking and subsidised on-site café
• Generous employer pension contribution of 12.5% which includes death in service benefit (5% Employee Contribution)
• Electric car and cycle-to-work salary sacrifice schemes
• Access to wellbeing support via Employee Assistance Programme
• Enhanced family-friendly policies and a generous sick pay provision
• Access to low-interest financial services from Churches Mutual Credit Union including loans
• An attractive modern working environment

You may also have experience in areas such as Finance Assistant, Finance Admin, Finance Administrator, Financial Assistant, Finance Team Assistant, Finance Team Administrator, Administrator, Admin, Administration.

PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.

We are looking for an enthusiastic and highly organised Charity Administrator to join our small, dynamic team and support our mission of making a positive impact through our charitable programmes. In this versatile role, you will work closely with the Executive Director to manage key administrative tasks, assist with organising major fundraising events such as our annual golf day and gala ball, and develop and maintain strong donor relations to secure funding. You will also assist with researching and submitting funding proposals, managing project budgets, overseeing social media updates, and supporting project implementation in collaboration with in-country teams and partners. Training and guidance in all aspects of the role will be given.

If you are a proactive problem-solver with excellent communication skills, have a passion for International Development, and are willing to take on a variety of responsibilities, we encourage you to apply. This role is ideal for someone who thrives in a flexible environment and is committed to the success of charitable projects.

Essential Criteria:

• Computer literate, with exceptional organisational skills and the ability to manage multiple tasks and priorities.
• Strong interpersonal and communication skills, both written and verbal.
• A flexible, "can-do" attitude, ready to engage in all aspects of running the charity.
• A passion for diversity, inclusion, and equal opportunities.
• Full driving license and access to a vehicle (our current office is not accessible by public transport, although we are planning to relocate to a more accessible office soon).  Occasional WFH will be permitted, subject to agreement with the Executive Director.
• Must be a UK resident.

Desirable:

• Knowledge of project management and/or fundraising.
• Previous administrative work experience.

Remuneration:  Starting salary dependant on experience (£23-25k).

Closing Date: 8th November 2024

Applications will be reviewed as they are received, so we encourage you to apply soon. Please note, we may close applications early if a suitable candidate is found. African Revival is an equal opportunities employer.

The London Diocesan Fund (LDF) is seeking an Administration Assistant for the Bishop of Edmonton to play a crucial role within the Parish Area Support (Edmonton) team, based at Causton Street.

Job Summary

The Administration Assistant provides comprehensive support to the Bishop of the Edmonton Episcopal area. This includes handling communications, managing schedules, maintaining records, and assisting with safeguarding. Strong organizational skills and confidentiality are essential.

Job Responsibilities

Administrative

• Handle mail, inquiries, telephone calls, and emails to ensure smooth communication.
• Manage the Bishop’s diary and inbox daily, resolving scheduling conflicts.
• Draft letters, memos, and documents as requested.
• Maintain central databases (People System, CMS, Crockfords).
• Liaise with the Director of Ministry for ordination ceremonies.
• Coordinate domestic and international travel for the Bishop.
• Organize meetings, set agendas, take minutes, and distribute them.
• Compile the diocesan newsletter and communications.
• Ensure confidentiality in handling sensitive documents.
• Assist with the renewal and issuance of permissions for clergy and laity.
• Maintain awareness of significant events (confirmations, ordinations, etc.).

Reception and Hospitality

• Provide a professional welcome to visitors.
• Coordinate events, such as seminars, conferences, interviews, and social gatherings. Liaise with external parties to ensure successful execution.

Safeguarding

• Ensure safer recruitment processes, working with the HR team on checks.
• Monitor visa status for clergy without British citizenship.
• Track DBS checks and safeguarding training for clergy and licensed ministers.
• Manage clergy ‘blue files’ in line with GDPR and statutory requirements.
• Handle sensitive safeguarding concerns, identifying appropriate actions.
• Respond to pastoral situations such as clergy in crisis or safeguarding concerns.

Other Duties

• Perform other duties commensurate with the role, contributing to the diocesan team’s success.

Person Specification

Essential

• Proven experience in an administration role.
• Strong organizational skills and administrative efficiency.
• Proficient in MS Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and adhere to safeguarding policies.
• Excellent literacy and numeracy skills.
• Ability to manage workloads under pressure and meet deadlines.
• Empathy with the Church of England’s mission and values.
• Right to work in the UK.

Desirable

• Educated to A-Level or equivalent.
• Administration-related qualification or relevant experience.
• Some understanding of the Church of England structures.

Equality, Diversity, and Inclusion

The Diocese of London is committed to a diverse and inclusive workforce. We encourage applications from individuals of Global Majority Heritage/United Kingdom Minority Ethnic (GMH/UKME), women, and disabled people, who are under-represented in our clergy and workforce.

Safeguarding

The Diocese of London is committed to safeguarding children, young people, and vulnerable adults.

Benefits

• Competitive remuneration package.
• 27 annual leave days, rising to 30 after 5 years, plus bank holidays.
• 15% employer pension contribution with salary sacrifice.
• Death-in-service benefit (x3 basic salary).
• Enhanced maternity leave of six months full pay after 12 months.
• Season ticket loans for public transport.
• Access to Benenden Health Insurance and EAP counselling.
• Up to £100 for eye tests and contribution toward spectacles.
• Two additional paid days for community volunteering.

Interviews will be held on 31st October 2024 (via Zoom).

Off the Record is an award-winning young people’s mental health charity offering a range of support services for children and young people across the London Boroughs of Croydon, Sutton and Merton. Our vision is to offer huge amounts of compassion and professional insight to children and young people living in these areas.

We’re currently recruiting one full-time Charity Administrator. The post is office based and offers great opportunity for a varied role in a forward-facing young people’s mental health charity.

To be successful in the role you must:

• Have an interest in and empathy for young people
• Be able to respond sensitively to young people in distress on the phone, in person, via email and text
• Have a professional telephone manner and excellent interpersonal skills
• Be highly computer literate and confident using Office 365
• Have very good organisational, administration and time management skills
• An ability to work within organisational frameworks and structures 
• A commitment to operating within the policies of the charity including confidentiality and Equality and Diversity

In return we offer a salary of £29,507 p.a., inclusive of Outer London Weighting. Staff have access to regular internal and external training opportunities and to benefits including a company pension, an Employee Assistance Programme, store and event ticket discounts.

Closing date for applications - Midday Monday 28th October 2024

This is an excellent opportunity for a highly-organised individual with excellent attention to detail, to play an important role supporting the aims of the organisation. This post is a key role within Community Arts North West, working closely with CAN’s Executive Director, to ensure the smooth running of many aspects of the company’s business.

This includes responsibility for:

• Company Reporting: To lead on company reporting to CAN’s core funders.
• Database management: To manage CAN’s monitoring database and email marketing database, and implement their use.
• Governance: To support the administration of CAN’s Governance responsibilities (Board of Trustees and Board meetings).
• Office management: To manage the CAN Office.
• Company administration: To manage and implement CAN’s administration systems and responsibilities.
• Operational support: To support the operational running of the company.

1-year fixed term contract, maternity cover

35 hours per week, minimum one day per week from office

Accountable to: Director of Operations & Membership Systems

PLEASE SUBMIT COVERING LETTER ALONGSIDE CV FOR YOUR APPLICATION.

Key Responsibilities:

Facilities and office administration

· Lead on all first aid and fire compliance duties

· Issuing and collating health and safety risk assessment forms to staff, organising fire, health & safety and first aid training as required

· First point of contact for staff re any office/building/equipment maintenance issues

· Liaise with landlord for office/building/equipment maintenance/health & safety matters

· Stationery, refreshments and printing replenishing and ordering

· Courier and postage bookings and arrangements

· Maintain a supplier contact list

· Processing, collating and reconciling credit card expenses

· Managing documents/files within the onsite storage area (crypt) and around the building

· Provide office induction to new staff, including requesting FPH/RCP passes, IT accounts, welcome pack including, IT & health & Safety induction and fire evacuation training

Events and Travel Administration

· Manage event registrations.

· Log and chase event registration RSVPs for external invites and issue joining instructions

· On the event day involvement and support including arranging set up

· Source venue space for FPH events and meetings to be held externally

· Identify and negotiate bulk accommodation for FPH events/conference

· Make travel and hotel arrangements for FPH Officers, Board members, Committee members and staff including taxi, rail, air and car.

· Identify, develop, implement and maintain administrative procedures/systems

Zoom administration

· Arrange zoom meetings and webinars as per requests, including sharing meeting details

· Log relevant meetings in the booking’s spreadsheet

· Host zoom meetings and provide support as required 

Membership Programme

· To provide administrative support to the membership team when required

· Assist with incoming membership queries/request

Workforce Programme (Revalidation & CPD) 

1. To support and administer the Faculty’s statutory duties relating to the revalidation of public health specialists including:

· monitoring and delivering the revalidation service

· responding to member and other queries in relation to revalidation.

· maintaining and updating the list of FPH revalidation appraisers

· liaising with external stakeholders, including the Academy of Medical Royal Colleges 

2. To support the development and delivery of a system of appraisal and revalidation for public health specialists from backgrounds other than medicine. 

3. To administer the Faculty’s annual programme of Continuing Professional Development (CPD) activity including:

· monitoring and delivering the annual programme

· maintaining and updating the CPD database

· processing annual CPD returns

· arranging annual training of CPD advisers

· supporting members in using the online CPD Diary

4. To administer the CPD annual review process including analysis of the review for the CPD Director. 

5. To provide administrative support to the CPD Committee including:

· organising and servicing meetings as required

· preparation of papers

· minute-taking and follow-up of action points

6. To deal with general enquiries and to assist with all routine tasks of the Education, Standards & Advocacy Department.

7. To deal with enquiries to a high level of customer service, replying, referring or responding as appropriate.

8. To liaise with colleagues elsewhere in the organisation to ensure good communication, coordination and collaboration.

9. Provide cover within the department as required and assist with general enquiries.

10.  Undertake any other reasonable activities as requested by the Deputy Chief Executive.

Person Specification

Skills and abilities

Excellent organisation and problem-solving skills = Essential

Excellent customer service skills and delivering a customer-centric service = Essential

Ability to communicate (verbal and written) in a manner that is fluent, clear and compelling to a range of audiences = Essential

Ability to successfully manage multiple work streams, including organising time effectively, prioritising workload and meeting deadlines = Essential

Ability to identify and solve problems or concerns constructively and creatively = Essential

Ability to identify opportunities for systems and processes to be improved to deliver solutions = Essential

Ability to develop processes and encourage others in their adoption = Essential

Ability to work as part of a team and support team objectives = Essential

Ability to understand and demonstrate commitment to the FPH’s Values, Ethical Policies and Equality & Diversity Policy and to ensure all activities are carried out within this framework = Essential

Experience & Qualifications

Proficient user of Zoom Meetings and Webinars and Microsoft Teams = Essential

Experience of working effectively within a team, developing effective and supportive relationships with colleagues = Essential

Experience of using a CRM (Customer Relationship Management) system (preferably Microsoft Dynamics) and Microsoft products e.g. outlook, word = Essential

Degree qualification or equivalent = Essential

Experience of working in a operations or facilities team = Desirable

Experience of working effectively in a Royal College or Faculty environment = Desirable

Experience of working in a membership organisation = Desirable

Skilled in data analysis and manipulation using tools such as Excel, Microsoft Dynamics = Desirable

Join our client and assist the Cases Unit in upholding high standards of administration and justice within a leading professional regulatory body! Provide senior administrative support, including document management, stakeholder coordination, and meeting organisation to ensure the smooth operation of casework.

Role: Senior Administrator

Organisation type: Regulatory Body

Salary/rate: £19 per hour

Working arrangements: Hybrid (1 day per week in office)

Location: London

Employment type: Temporary

Working hours: Full Time

CLOSING DATE: CVs reviewed on rolling basis

About the role:

In this role, you will provide essential administrative support to a specialised Cases Unit, playing a key part in its day-to-day functions. Your responsibilities will include managing and organising case documents, coordinating meetings, facilitating communication with legal teams, and assisting in casework activities. Your attention to detail and organisational skills will ensure the efficient operation of the unit, contributing to the overall success of its work.

Key Responsibilities:

• Maintain and improve the Unit's document management system to ensure efficient tracking, retrieval, and organisation of casework materials.
• Manage and update key logs, including Excel spreadsheets, to support ongoing Unit activities.
• Prepare and organise evidence bundles using the case management system, including redacting sensitive information for review by the Independent Decision-Making Body.
• Communicate with specific Inquiry staff and the Solicitor to the Inquiry on administrative and case-related matters as needed.
• Keep detailed records of all communications related to the Inquiry and ensure the Unit is regularly updated.
• Attend meetings with key stakeholders like the Legal Services Board and Solicitors Regulatory Authority, taking and distributing accurate notes.
• Coordinate with third parties, such as tribunals, witnesses, and legal representatives, to ensure the smooth progression of cases.
• Schedule and organise meetings for the Unit, including internal meetings and external sessions with stakeholders.
• Take and distribute minutes from meetings with legal advisors, barristers, and other external contacts.
• Provide general administrative support, including managing casework tasks, preparing hearing bundles, and liaising with counsel and witnesses, often under strict deadlines.
• Handle inquiries via the central mailbox, draft correspondence, and manage routine telephone inquiries.
• Process invoices and purchase orders and maintain financial records using the organisation's finance system.
• Collaborate closely with other administrative teams, particularly those supporting the Independent Decision-Making Body.
• Assist in managing incoming communications and provide general support for the Unit, ensuring smooth day-to-day operations.
• Provide administrative support to the Senior Case Officer, Case Officer, and Director as required.

To be considered for the role, you will have the following skills, knowledge, and experience:

• Proven administrative experience, including managing mail, handling correspondence, drafting letters, managing records, and responding to telephone inquiries.
• Strong skills in both electronic and physical file management.
• Experience in effective diary management.
• Experience working in a regulatory, public service, or comparable sector, ideally within a professional body related to the legal profession.
• Familiarity with the legal profession or legal training, particularly understanding regulatory frameworks and case management processes.
• Experience updating databases and preparing case bundles.
• Knowledge of financial processes, such as invoicing and reconciliation
• Strong customer service abilities.
• Proficiency in IT, particularly Microsoft Office (Word, Excel, Outlook).
• High level of accuracy and attention to detail.
• Ability to work independently and manage tasks without supervision.
• Resilience and ability to work effectively under pressure.
• Strong written and verbal communication skills.
• Proactive and self-motivated with the ability to take initiative.
• Excellent organisational skills, with the ability to prioritise tasks and manage conflicting demands.

The successful candidate will be organised, detail-oriented, adaptable, and comfortable working both independently and as part of a team. They will have strong administrative skills and the ability to manage workloads under pressure, ensuring that all tasks are completed efficiently and to a high standard.

How to Apply:

To apply for the Senior Administrator role, please reply and upload your CV quoting reference SOH81490 and we can provide more information to you.

We eagerly await your response.

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.

Role: Deputy Director of Operations

Remuneration: Up to £60,000 GBP gross annual (dependent on experience)

Hours: Full-time, 35 hours per week

Duration: Permanent

Location: Hybrid working – there will be some attendance at our Manchester HQ office as required. Significant overseas travel required (up to 40%)

Are you an exceptional Humanitarian Operations leader looking for their next role?

UK-Med is a humanitarian NGO that has been responding to disasters for over thirty years. We prepare and equip medical teams, both in the UK and worldwide, so they are ready to respond when epidemics, conflict and natural disasters hit. We are core partners, providing the clinical component and key support structures of the UK Emergency Medical Team (UK EMT) in line with WHO standards.

Our Deputy Director – International Operations role will work with key internal and external stakeholders on UK-Med’s emergency responses and country programmes, and lead a team of talented operations managers to lead, co-ordinate and deliver our programmes with impact.

The role will also involve deployment to humanitarian responses and existing country programmes, supporting general operations. The successful candidate will also provide oversight of UK-Med deployments from HQ as required.

We offer a competitive salary and benefits along with a friendly working environment and the opportunity to make a real difference through an important role in our humanitarian programming.

How to apply

We strongly recommend that you read the Candidate Information Pack - Deputy Director of Operations before applying for this role.

To apply, please submit a current CV anda supporting letter (2 pages) that includes:

• A detailed explanation of your suitability for this post with specific reference to the essential criteria in the person specification
• Full contact details
• Where you saw this role advertised
• Where you are currently based.
• Your current or most recent remuneration / salary expectation for this role

Applications must be submitted through our online jobs portal no later than Monday 4th November 2024

Please note:

• Applicants must have an existing right to enter Schengen Zone countries in order to transit to Ukraine e.g. citizenship/residence of a Schengen Zone country, or an ETIAS eligible country 

UK-Med is committed to safeguarding of our personnel and beneficiaries and has a zero-tolerance approach to sexual exploitation and abuse. We conduct thorough vetting before any appointment is confirmed.

UK-Med is committed to the principles of diversity, equality, and inclusion. We strive to provide an inclusive and supportive environment where employees feel respected and supported to be able to fulfil their potential.