Administration Officer Jobs

Committees Officer 

Reports to:  Operations Manager 

Hours:  21 hours per week (flexibility to work remotely with one day per week with the team in our central London office)

Salary:  £28,000 FTE 

Other benefits:  Company Pension Scheme, Employee Assistance Programme 

To apply: please submit via Charity Jobs with your CV and a covering letter

About the Association for Laboratory Medicine 

The Association for Laboratory Medicine (LabMed) is the leading professional body supporting the practice and development of science in healthcare and laboratory medicine. 

We are a diverse and inclusive community of scientists, clinicians, innovators, collaborators and researchers. We celebrate the power of science and medicine, the importance of partnership and the value of knowledge in the pursuit of human health and wellbeing. 

We foster the highest standards in laboratory testing and patient care, provide trade union support for all our members, promote laboratory medicine to the wider community and support scientists and practitioners through scientific and training meetings, bursaries and awards. 

Purpose 

The work of the Association is managed through our committees and working groups. The purpose of the role is to ensure good governance through supporting the chair of each committee to plan their meetings including creating agendas and notetaking for their meetings.

You may also work with other functions within the Association including publications and operations to support specific projects and tasks that help ensure we meet the needs of our members.

What you will be doing: 

• Support all committees and working groups which includes working with chairs and other relevant members of staff to set meeting dates, agree agendas, collate and circulate papers and write meeting notes and actions. 

• Build a relationship with committee and working group chairs and ensure they are using a consistent approach to their meetings including recording any declaration of interests, identifying and advertising vacancies and using a committee work plan to track their work. 

• Support any face-to-face meetings by setting up the room and managing catering for the meeting

• Ensure all committees have up to date terms of reference and role descriptions for the Chairs 

• Ensure new Chairs and committee members receive the appropriate inductions

• Responsible for the process of updating the CRM, website and any other relevant notifications for any changes of committee’s members 

• Support the Operations Manager with tasks including checking expense claims and invoices and setting up of payments

• As we are a small staff team you will also be asked to support other team members with tasks outside of this job role from time to time.

What you need to have: 

• Proficiency in Microsoft 365 

• Be highly motivated and have a positive ‘can do’ attitude 

• A keen eye for detail 

• Ability to work effectively as part of a team

• Proactive, organised and methodical

• Ability to respond and adapt at pace in response to external change factors 

• Ability to manage several projects at any one time 

• Strong communication skills both written and verbal 

• Fantastic customer service ethic and high expectations of quality 

• Willingness to work flexibly 

Our values: 

LabMed is committed to encouraging inclusion, equality and diversity in our workforce. We are actively trying to increase the diversity of our staff team. We know that everyone is an individual, so please always tell us what we can do to support you.   

Our values are:    

We are innovative – promoting new scientific development to improve health and wellbeing. 

• We are inclusive – ensuring that we are open and accessible to everyone. 

• We care for people – helping the healthcare profession deliver better care and providing a healthy and fulfilling environment for our members and their teams. 

• We care for the planet – influencing how healthcare science can minimise our impact on the wider natural world. 

The Degrees Initiative is a UK-based NGO that builds the capacity of developing countries to evaluate solar radiation management (SRM), a controversial proposal for reducing some impacts of climate change by reflecting sunlight away from the Earth. 

The Operations Officer role offers a fantastic opportunity for the right candidate to advance while helping scale-up the organisation’s operations. They will get to work with some the world’s leading SRM experts both inside and outside of Degrees and play a central role in building an initiative that is changing the field of SRM. 

Joining a growing team, the Operations Officer will work closely with the Chief Operations Officer (COO) and the Executive Support Manager to support and improve the finance and operations of the charity. This role will be suitable for an operations generalist as it will involve a variety of projects and tasks spanning finance, HR, IT, operations and governance, including administrative support to help the rest of the team deliver its work. We are looking for someone dynamic, with a keen desire to help the COO improve and streamline processes across the organisation as it grows. Specific responsibilities will include, but are not limited to: 

• Working on a variety of operational projects such as ensuring compliance with GDPR regulations and improving our cyber security; 

• Organising and improving operational procedures, with an eye to using new software solutions where suitable; 

• Supporting financial administration by liaising with the external finance provider; 

• Managing payments, payroll, expenses, and processing supplier invoices and credit card reconciliations; 

• Assisting in the completion of the charity’s annual report, and other management and donor reporting;

• Supporting the day-to-day human resources and recruitment process for new roles; 

• Helping improve our hiring processes and HR recording keeping; 

• Managing the induction processes for new joiners including oversight of employee contracts and offer letters; 

• Maintaining the staff handbook and relevant HR processes and procedures; 

• Being the contact point with the charity’s outsourced IT provider; 

• Conducting routine administrative and documentation duties such as managing charity correspondence; 

• Maintaining systems for the retention, protection, retrieval, transfer and disposal of documents and records; 

• Managing the charity’s email inboxes, answering/forwarding/filing/deleting as applicable; 

• Maintaining regulatory filings and other compliance matters with HMRC, Companies House, the Charity Commission, etc.; 

• Liaising with the Board for administrative purposes, supporting the Executive Support Manager where appropriate; 

• Liaising with insurance providers to maintain adequate business insurance;

• Arranging travel for staff and other participants as required, including reimbursements; 

• Providing other administrative support, as necessary, to support staff. 

We are looking for candidates with a background in charity financial administration to join our busy small, committed team. You will ensure that financial records are kept up to date and you will administer the budget and produce financial reports regularly. The post holder works closely with the Director, Head of Fundraising and the Treasurer to produce accurate and timely accounts and updates and liaise with our payroll providers. 

 If you would like to find out more about the role, please download our application pack from our website Join the team | SeeSaw

We will be operating a rolling recruitment process and may bring the closing date forward if we find a suitable candidate. Please don’t wait until the final closing date to apply.  

To apply please send your CV and a covering letter explaining why you are interested in the role and how you meet the Person Specification. 

Our vision is that church buildings across the UK are well maintained, open to everyone, sustainable and valued. Join our team as a Fundraising Officer to help support our work in keeping the UK's historic churches open and in use.

Background

We're hiring a new Fundraising Officer to work within the Fundraising team. You will be the first point of call for all enquiries and donations from our Friends and supporters. You'll work to establish and maintain effective engagement with them, ensuring that they feel valued and appreciated. Working with the Fundraising Manager, you will process and bank payments and thank all donors.

You will also assist with our events programme, legacy administration and fundraising communications, including some graphic design.

This role is an excellent opportunity for a candidate who is interested in learning and developing experience in different aspects of fundraising. In return for the right candidate, we offer a competitive salary, attractive historic offices near Westminster Abbey, and a friendly team environment where your contribution will be appreciated and your skills can be grown.

To find out more about this role and apply, please visit our website via the Apply button.

Closing date: Noon on Monday 16 December 2024
Interview dates: Thursday 19 December and Friday 20 December 2024 in Westminster

About SHARe KNOWSLEY:
We are a vibrant and impactful charity dedicated to supporting people seeking asylum and refugees in Knowsley, Merseyside. Our mission is: ‘to help refugees thrive not just survive’ by empowering those who have faced unimaginable hardship in providing them with the tools, resources, and opportunities to rebuild their lives with dignity and hope. Through a range of vital services, we work tirelessly to ensure that the rights of refugees and people seeking asylum are protected, they get the necessary support, their voices are heard, and that their contributions are valued in society.

We are seeking a dynamic, compassionate, and visionary CEO who possesses a strong blend of strategic leadership and operational expertise to guide SHARe Knowsley into its next phase of growth. The ideal candidate will not only inspire and motivate teams but also bring proven managerial skills to effectively oversee day-to-day operations, ensure efficiency, and drive sustainable development.

If you:

• Believe everyone has the right to live their best life.
• Are passionate about supporting refugees and people seeking asylum to rebuild their lives.
• Have the commitment, the passion, and the management and leadership skills to lead an organisation that is making a real and lasting impact to the lives of some of the most vulnerable people in society.

Then we have an exciting opportunity for you to lead SHARe Knowsley through the next phase of our development and be at the heart of an organisation that truly makes a difference to the lives of some of the most vulnerable people in our community.

As Chief Executive Officer, you will have the chance to shape the future of SHARe Knowsley, expanding our reach and enhancing the support we provide to some of the most marginalised members of society. If you are a strategic leader with good managerial skills and a commitment to social change, we would love to hear from you.

Role Overview:
Reporting directly to the Trustee Board, as CEO, you will be responsible for providing strategic leadership, managing operations, and overseeing the overall development of SHARe Knowsley’s services. You will lead fundraising efforts and oversee the charity’s budget to ensure the long-term financial sustainability of SHARe Knowsley. You will lead a passionate and dedicated team of staff and volunteers, ensuring that our programmes are effective, sustainable, and aligned with our mission. You will also play a key role in building relationships with local partners, stakeholders, and funders, as well as advocating for the rights and needs of asylum seekers and refugees, promoting a positive and inclusive organisational culture.

Person Specification:
The ideal candidate will be an experienced leader with a passion for social justice and human rights. You will have a proven track record in a management and leadership role, preferably within the charitable or not-for-profit sector. Ideally, you will have experience of working within the refugee, asylum, or social care sectors. You should be a strategic thinker with strong financial acumen, excellent communication skills, and the ability to build partnerships and influence at all levels. A compassionate and values-driven approach to leadership, with a commitment to social justice and equality.

Job Details:

• Position: Chief Executive officer
• Location: Based in Huyton, and at times, at the drop-ins located in other parts of Knowsley; with an opportunity for hybrid working
• Hours: Full-time (37.5 hours weekly)
• Annual Leave: 25 days plus Bank Holidays and gratuity days over Christmas period

About us: 

Queen’s Park Community Organisation is a grassroots organisation and registered charity (1199226) targeting the most deprived areas in Bedford. We have four objectives, Welfare, Capacity Building, Recreation and Relief of Poverty. As a Bedford Charity, we empower local people to make a difference by building bridges between communities, schools and organisations via our 3 current programs:

· Advocacy and outreach service

· Building capacity & increasing building community resilience

· Youth program

Key Responsibilities:

· Make, answer and direct phone calls.

· Organise and schedule appointments and events

· Plan meetings and take detailed minutes.

· Write and distribute emails

· Put together Newsletter (Mailchimp)

· Design posters & Banners (Canva pro)

· Update website (training provided)

· Create post for social media (Facebook, X, Instagram and Tik Tok)

· Assist in the preparation of regularly scheduled reports.

· Keep database up to date

· Maintain contact lists.

· Act as the point of contact for internal and external clients.

· Take note of staff and Trustee meetings.

Terms and conditions:

· The post is based on a full time equivalent to 37.5 hours.  (Pro Rata)

· Evenings and weekends’ availability is crucial. Time off in lieu can be taken. No overtime is payable for this position.

· There will be 28 days holiday per annum plus public Bank Holidays.

· Generous employer pension contributions

· Please note that all jobs are offered subject to enhanced Disclosure and Barring Check.

Note this post is funded by the National Lottery and the Harpur Trust.

Hours: 16.5 hrs Monday to Friday or flexible working a possibility

Salary: FTE £23,698.40 (Pro rata £10,476.18)

Location: Home Based

Probation: 3 Months

Closing Date: 15th December 2024

Interview date: 7th January 2025

Reports to: Director

About the National Garden Scheme

The National Garden Scheme gives visitors unique access to over 3,300 exceptional private gardens in England, Wales, Northern Ireland and the Channel Islands and raises impressive amounts of money for nursing and health charities through admissions, teas and cake.

Thanks to the generosity of garden owners, volunteers and visitors we have donated a total of £70 million to nursing and health charities. Founded in 1927 to support district nurses, we are the most significant charitable funder of nursing in the UK and our beneficiaries include Macmillan, Marie Curie, Hospice UK, the Queen’s Nursing Institute, Carers Trust and Parkinson's UK.

The National Garden Scheme doesn’t just open beautiful gardens for charity – we are passionate about the physical and mental health benefits of gardens too and we fund projects which promote gardens and gardening as therapy.

About the Administrator

At the National Garden Scheme a small central office with a team of 13 is the hub for a wide range of activity involving hundreds of volunteers, thousands of garden owners and a large audience of beneficiary charities, suppliers, supporters and partners, and members of the public who want to visit gardens and engage with the charity.

The administrator is the first point of contact for many of these, being responsible for answering the main telephone line and managing the general email inbox. They are also responsible for managing the office environment on behalf of their colleagues.

In normal years, they also carry out the administration of certain annual events and projects including our annual lecture and presence at the Chelsea Flower Show. 

The right candidate ideally will have some experience as an administrator or receptionist and will be comfortable in a busy, hands-on and varied role. The key requirements are efficiency and excellent communication skills, this is a role for a meticulous, problem-solving people person. They will also be self-motivated, with the ability to work closely with colleagues in a small head office team, as well as with volunteers in the wider National Garden Scheme network. 

Key responsibilities

Receptionist and office administrator

• Manage the main telephone line, ensuring a polite and efficient first point of contact.
• Manage the central email account, responding directly or passing requests to colleagues.
• Manage and procure office supplies such as stationery.
• Manage incoming/outgoing mail, courier collections/deliveries and costs.

Administration of shows and other annual events

• Managing the booking of venues and ensuring that staff and volunteers are briefed on their role at the show/event. 

Administer National Garden Scheme merchandise

• The National Garden Scheme has a small range of branded merchandise such as aprons and tea towels whose primary purpose is promotion. Merchandise is managed by the Head of Marketing.
• The administrator is responsible for monitoring stock levels and placing orders when appropriate.
• They are also responsible for liaising with the fulfilment house over any queries to do with orders and dispatch.

Other duties include:

• Work flexibly as part of a small office team, providing appropriate support for different colleagues and undertaking tasks as necessary.
• Manage the Chief Executive’s telephone line when he is out of the office.
• Prepare with the Chief Executive the agenda for monthly team meetings and record the minutes.
• Attend national garden shows (e.g. Chelsea) and other events as required. 
• Protect and enhance the organisation’s public reputation when speaking on its behalf.

Benefits:

• 28 days holiday (inclusive of public holidays), subsequent increases up to 33 days.
• Permanent, full time role, 35 hours a week – 9am to 5pm with one hour lunch break.
• Attractive work environment - office is based in a National Trust property, Hatchlands Park, East Clandon, nr Guildford GU4 7RT

Person Specification

Skills

Essential/Desirable

Confident knowledge of Microsoft Office suite

E

Knowledge and experience of databases, preferably CRM

D

Experience as an office administrator

D

Experience as a receptionist

D

Personal Skills

Efficiency and reliability

E

Excellent interpersonal skills

E

Excellent oral communication skills

E

Accuracy and attention to detail

E

Ability to prioritise and work to strict deadlines

E

Car owner and driver

E

PLEASE APPLY ONLINE AND MAKE SURE YOU UPLOAD A SUPPORTING STATEMENT/LETTER WITH YOUR CV.

Under the direct supervision of the Resources Management Officer (RMO) and overall supervision of the Chief of Mission, and in close coordination with relevant team leads in the Country Office, the incumbent will perform HR and procurement duties in the IOM UK office.

Responsibilities and Accountabilities

Human Resources:

1. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; liaise with other units to maintain smooth running and expedition of work within the unit;

2. Process and follow-up administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;

3. Organize, follow-up and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;

4. Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.

5. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organisational chart and support timely submission of documents.

6. Support the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.

Procurement:

7. Assist to evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and resolve as required.

8. Support and follow-up on the maintenance and repair of office facilities, including preventive maintenance. Contribute to the establishment of maintenance agreements with competent service providers when it is feasible and determined to be cost effective.

9. In coordination with relevant parties, contribute to the timely submission of asset, procurement and other reports within IOM UK office to Regional Office and relevant HQ departments, as appropriate.

10. Contribute to the review of the procurement requests, identify service providers, and evaluate information regarding vendor's performance in terms of quality, prices, and timely delivery of goods and services. Maintain a pool of qualified vendors.

11. Assist in maintaining up-to-date inventories and tracking systems for fast-moving goods and for fixed assets.

12. Perform such other duties as may be assigned.

If you are interested in this opportunity, please visit our website to apply:

https://unitedkingdom.iom.int/careers

OCVA is seeking an organised and proactive Administrator to ensure the smooth running of our office and support our team. As our Administrator, you’ll often be the first point of contact, managing our main phone line, handling the admin inbox, and processing incoming post. You’ll look after the administration relating to our building, keeping on top of our facilities compliance, and provide support to the CEO and Board of Trustees, including scheduling meetings and taking concise and accurate minutes. We provide a regular programme of online and in-person training which you will work with the team to schedule, overseeing registrations and payments and ensuring everything runs smoothly on the day.

We are looking for someone who is organised, enthusiastic and quick to learn. You will enjoy working with all sorts of people, have great communication skills and be diplomatic, with an ability to take the initiative when opportunities arise. You will be confident with Microsoft Office and willing to learn how to use other programmes such as CIVI (our online database), Xero (for raising invoices), Microsoft Teams and Zoom (for online meetings).

We are seeking a compassionate and proactive HR & Office Administrator with great people skills to join our dedicated 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 globe and supporting great internal communications. They will play a crucial role in building, strengthening and supporting our office management as well as our human resources function, ensuring that our office and staff are well-supported, trained, engaged and aligned with our mission. Working closely with our CEO and Senior Management Team, the successful applicant will have the ability to develop and maintain administrative organizational systems, and be happy getting involved in a range of different work.

1. Office Management
   • Serving as the main contact for office supplies, building management and maintenance duties
   • Helping establish and maintain office procedures
   • Greeting visitors upon arrival and performing additional clerical functions as needed
   • Addressing and directing questions and requests from the public via phone or email correspondence
   • Dealing with correspondence, complaints and queries
   • Organizing the CEO’s calendar and scheduling meetings with employees and contacts alike
   • Preparing letters, presentations and reports
   • Ensuring health and safety policies are up to date
   • Ensuring adherence to company policies by all team members
   • Assisting senior management team when needed
2. Employee Relations
   • Supporting the human resources department to update employee procedures, processes and maintain the HR systems and report functions
   • Serve as a point of contact for employee queries and concerns, providing guidance where applicable
   • Support conflict resolution and mediation efforts, fostering a positive workplace culture.
   • Maintain and manage our HR databases and ensure accurate record-keeping on our HR software
   • Provide regular reports on HR metrics and key performance indicators with senior leadership and adjacent functions such as finance.
   • Coordinate mandatory training sessions related to safeguarding, health and safety, and other relevant topics.
   • Promote a culture of continuous learning and professional growth.

Role requirements

Able to work flexibly to meet the demands of the role to get the job done. This is an office based role with opportunity to flex to hybrid working following review

Skills required

• Reliability and discretion: you will often learn of confidential matters
• Adaptability and pragmsatism
• Excellent communication, negotiation and relationship-building skills
• Organizational & problem-solving skills
• IT skills
• Initiative and attention to detail.
• Right to work in the UK
• Ability to understand and speak the Punjabi language is a necessity
• Strong communication skills, with strong English written skills

Training Officer (Accreditation)
£30,500 pa plus excellent benefits
London Bridge, London
35 hours per week, full-time 

The Training Officer (Accreditation) is critical to the work of the College, as you will provide services to both trainees and Certificate of Eligibility for Specialist Registration (CESR)/portfolio applicants, supporting them in completing their training programmes and specialist registration.  

As Training Officer (Accreditation), you will develop a thorough understanding of the RCEM Curriculum and CESR processes, ensuring that all trainees and applicants receive high-quality support and advice in line with continuous developments and changes to College standards and GMC regulation. This is an important role for the College as you will contribute to the efficient regulation and support of specialist training in Emergency Medicine.

Responsible for facilitating and processing Certification for the Completion of Training (CCT), Specialist Registration and CESR applications, including formal notifications to the GMC and coordination of CESR panel reviews, you will provide documentation for GMC CCT Quality Assurance audits and maintain detailed records relating to the CESR process.

Reporting to the Training Manager, you will lead on the recruitment, induction, training and monitoring of CESR evaluators, developing strong working relationships with key stakeholders, including consultants, trainee doctors, Health Education regions, deaneries and lay members.

Degree qualified or with equivalent experience, you should have an extensive background in administering training programmes and complex processes, and have a strong understanding of Microsoft Office and the ability to learn new software packages. You should also be capable of collating and analysing complex data and be able to identify areas for improvement and make recommendations for change.

With excellent interpersonal, communication and organisational skills, you will be at ease drafting correspondence, reports, spreadsheets and other documents, ensuring accuracy and clear presentation.

An understanding of Data Protection and confidentiality along with knowledge of the CESR process is essential. Experience of event management and of servicing committees, including preparing agendas and taking minutes, would be advantageous.

The Royal College of Emergency Medicine was established to advance education and research in Emergency Medicine. The College is responsible for setting standards of training and administering examinations in Emergency Medicine for the award of Fellowship and Membership of the College as well as recommending trainees for CCT in Emergency Medicine. The College works to ensure high quality care by setting and monitoring standards of care and providing expert guidance and advice on policy to relevant bodies on matters relating to Emergency Medicine. 

At The Royal College of Emergency Medicine, you’re part of an ecosystem of support dedicated to caring for people in crisis. You’ll join a diverse team of high-performing, passionate individuals dedicated to a mission that matters - each with the courage to try new things, take the initiative, and hold themselves accountable. You’ll craft a career with real purpose, supported either by one of our structured career paths or by bespoke training investment that reflects your unique passions and ambitions.

You’ll find an organisation centred on culture and driven by the ethos of respect, integrity, collaboration and innovation that sits at the heart of our college values. Here, we’re continually striving to do things better, together. And you’ll benefit from systems designed to support you to be at your best, with investment in cutting-edge technology, learning, and empowering working practices. Whether we’re engaging directly with our members or developing our crucial support functions, we’re each an equally vital part of RCEM’s success. It’s a breath of fresh air, in service to a socially-critical mission. RCEM. Where a meaningful career is a rewarding career. 

At RCEM diversity, equality and inclusion is an integral part of our culture so it is important to us that this is reflected in everything that we do. We welcome applications from all individuals irrespective of age, race, gender, sexual orientation, ethnicity, religion or belief, disability, marital status or parental responsibilities to ensure we actively embrace an inclusive and representative culture that encourages, supports and celebrates our differences.

For further information and to apply, please send your CV and covering letter via the application button. Please draw upon your experiences in your life, education, work, or voluntary roles to address to the points outlined in the Person Specification which can be found on our website. 

It is essential that a comprehensive cover letter is provided in order to be considered for shortlisting. 

Closing date: 6 December 2024.

AIMS / PURPOSE OF THE POST

To manage the day-to-day administrative responsibilities and smooth running of the office including dealing with confidential and financial records.

MAIN DUTIES

• General office duties including, but not limited to, checking and responding to emails to the office email account, handling telephone enquiries and managing correspondence to the office.

• Providing office cover and being present in the office on Mondays to Thursdays. Must be competent and confident in the opening up and locking up of the building.

• Collating data on the client database as required for monitoring and evaluation purposes.

• Oversight of office inventory, including ensuring an adequate supply of stationery, printer ink, tea, coffee, refreshments etc.

• Responsible for the operation and basic troubleshooting of office equipment like printers and computers.

• Ordering supplies and resources for our play therapy service.

• Arranging staff meetings and taking minutes, when required.

• Looking after the maintenance and running of the office including health and safety requirements (such as regular PAT testing, fire alarm testing, emergency lighting testing etc).

• Maintenance and organisation of records and documents on our shared drive.

• Assisting with the recruitment, induction and training of staff and volunteers.

• Researching and sourcing information.

• Support with event organisation and fundraising activities when required.

• Support Trust House staff with particular projects when needed including providing cover 

Key skills and experience required:

• Experience of working in an administrative role. (Essential)

• Strong listening and communication skills, and excellent interpersonal skills with the ability to work with a range of people. (Essential)

• Good organisational skills with the ability to prioritise tasks and manage time efficiently. (Essential)

• Have a working knowledge of Microsoft Word, Excel and other applications. (Essential)

• Attention to detail in filing and collating information. (Essential)

• Ability to work independently and as part of a team. (Essential)

• Flexible and reliable. (Essential)

• Ability to use own initiative to identify and access relevant information and resources. (Essential)

• Ability to deal with sensitive and confidential information, maintain confidentiality and abide by all other Trust House policies and procedures. (Essential)

• Ability / confidence to use database / CRM systems (Desirable)

This job description is a guide to the tasks of the Administrator only. The post-holder is required to undertake such other tasks as are reasonably requested by the CEO and Management Committee.

This new role will be responsible for all aspects of administrative support for the operational success of the charity and the successful candidate will want to be part of a faith-based organisation, committed to the mission of the charity both in the UK and the Holy Land.

We have grown rapidly in the last two years and given the prominence of the Israel/Gaza/Lebanon conflict in our domestic media, we anticipate further growth as the charity becomes more prominent and the needs for essential support become greater. Therefore you will be working in a very busy, high growth environment, managing your time between several different tasks and priorities, which may change frequently. You will need to learn quickly, adapt to changing patterns of work throughout the year and, once trained, be capable of working without close supervision in a small flexible team.

The role will be required to help with regular office duties; you will need to be familiar with all aspects of administrative support for the operational success of the charity. You will need to be comfortable working in a faith-based organisation, talking to supporters and clergy across the UK and with our partners in the Holy Land.

P&C Administrative Assistant

About Internews

Internews is an international non-profit organisation whose mission is to empower local media worldwide to give people the news and information they need, the ability to connect and the means to make their voices heard.

Internews provides communities the resources to produce local news and information with integrity and independence. With global expertise and reach, Internews trains both media professionals and citizen journalists, introduces innovative media solutions, increases coverage of vital issues and helps establish policies needed for open access to information.

Internews programmes create platforms for dialogue and enable informed debate, which bring about social and economic progress. Internews’ commitment to research and evaluation creates effective and sustainable programs, even in the most challenging environments.

Internews operates internationally, with administrative centres in California, Washington DC, and London, as well as regional hubs in Bangkok and Nairobi. Formed in 1982, Internews has worked in more than 100 countries, and currently has offices in Africa, Asia, Europe, the Middle East, Latin America and North America.

About the role

The P&C Administrative Assistant will be based in our London office (two days a week), sharing time between general HR administrative and general office support duties. The role will support the People & Culture function on general HR and administrative tasks. 

Roles and Responsibilities

Human Resources

• Monitoring shared P&C inbox, addressing enquires in a timely manner.
• Collecting and maintaining various HR trackers and databases.
• Providing administrative support for the recruitment process, posting job adverts, contacting candidates, scheduling job interviews and collecting recruitment related documentation.
• Assisting in the new joiner induction and on-boarding processes.
• Updating and maintaining staff records.
• Ensuring data is stored in line with principles of GDPR.
• Completing pre-employment checks, including reference, right to work, and vetting checks.
• Supporting the probationary process for new joiners (including scheduling meeting, distributing relevant documentation and collecting completed forms and feedback.
• Performs other related duties as assigned

General Administration:

• As part of onboarding, facilitate the induction process for new joiners in the London office, including:
• Issuing access passes
• Coordinating with the TSS team on new joiner equipment
• Facilitate the DSE assessment process
• Act as a Health & Safety Officer and Fire Safety Officer for the London Office.
• Any other duties of an administrative nature

Person Specification

Essential

• Degree or equivalent work experience
• Excellent verbal and written communication skills
• Knowledge of basic principles of GDPR
• Methodical, accurate and organized with a keen eye for detail
• Proven ability to successfully communicate and mediate with both management and staff
• Good understanding of Microsoft Windows including MS Word, Excel and Outlook
• Good communication and interpersonal skills

Desirable

• Experience of using Microsoft Applications
• Experience of using Human Resources Information Systems
• Experience of working in an International NGO
• Proficiency in additional language would be advantageous
• Proven ability to successfully operate in multi-cultural environments

Recruitment Timeline:

Closing date for applications: Wednesday, 11 December 2024

Candidates must submit a CV highlighting relevant experience. The successful candidate will also be asked to provide three professional referees, one of whom must be from their most recent employer.

The above noted job description is not intended to describe, in detail, all the tasks that may be assigned but rather to give the job holder a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

This position will be located in the United Kingdom and therefore a successful applicant must obtain the Right to Work in the UK in order to commence their employment