Administrative Assistant Jobs

Executive Assistant to the Director and Business Support

Are you seeking a new challenge using your executive assistance and business support skills, looking to step up in your career and wanting to make a difference as part of a small team in a fascinating and collaborative environment?  This role at Greenwich Hospital could be for you.

About Greenwich Hospital

A unique Crown body, Greenwich Hospital supports the Royal Navy community by awarding grants to support education, welfare and acute need.  As a leading funder working to support the Royal Navy community, our funding and partnerships deliver positive change for those who need it and empower people to thrive.

The role

This is an exciting time to join Greenwich Hospital as we work through a significant change agenda.   With responsibility for supporting the Director of Greenwich Hospital (DGH) and the Senior Leadership team, as well as providing other business support, this is a varied and rewarding role.  You’ll be working closely with other team members to ensure a positive, joined-up and dynamic working environment representing the office of the DGH externally with a wide variety of stakeholders within the Royal Navy, Ministry of Defence and the Naval charity sector.  This is a key role within the Greenwich Hospital team and an opportunity to significantly contribute to our work. 

• Full-time (35 hours per week)
• Circa £40,000 - £45,000 per annum, depending on experience
• Hybrid, including at least 3 day per week in London
• Very generous annual leave allowance

Further details including the job description and how to apply can be found on our website.

Greenwich Hospital aims to be an equal opportunities employer and welcomes applications from all sections of the community, including former members of the Armed Forces.

Deadline for applications is midnight on 1 January 2025.

Shortlisted candidates will be invited to interview in person in London on 7 January 2025

We reserve the right to close this vacancy early and bring forward the interview date, if we receive enough suitable applications to take forward to interview prior to the published closing date.

This is an exciting opportunity for an experienced Executive Assistant looking for an organisation with purpose, where your work makes a difference to vulnerable children every day.

As a key member of the senior team, this multi-faceted role will provide opportunities to be involved in all aspects of the work of the CEO office, including leading on specific projects, assisting in the organisation of special events and involvement with our work in India, Tanzania and the UK.

You will be the primary contact for internal and external communications with the CEO and our Trustees, whilst also meticulously administering and overseeing our governance responsibilities and processes. You will provide professional and confidential business support to the Group CEO, Directors and Board of Trustees, giving you a unique opportunity to immerse yourself in all areas of the charity.

JOB PURPOSE

• To provide professional and confidential business support to the Group CEO and UK leadership team, ensuring key initiatives are delivered by coordinating internal and external stakeholders.
• To support the leadership team and Group Board of Trustees to efficiently and meticulously perform our governance responsibilities.

KEY RESPONSIBILITIES

Executive support to the Group Chief Executive Officer (CEO):

• Proactively manage and coordinate the diary of the CEO by prioritising and arranging internal and external meetings, ensuring they are fully prepared for all internal and external engagements.
• Oversee the management of the CEO Outlook mailbox, dealing with incoming emails, categorising and filing these
as appropriate, responding on behalf of the CEO and triaging or delegating to other team members where relevant.
• Organise domestic and international travel arrangements, including liaising with internal and external contacts to arrange
meetings. Ensure that time is prioritised effectively and appropriately with reasonable timings and rest periods.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Ensure that papers and briefings are given to the CEO for meetings and that any instructions/directions are obtained prior to the meeting.
• Provide timely and relevant information to support decision making and planning, dealing with people at the most senior level both internally and externally and appropriately representing Railway Children at all times.
• Collate, prepare and disseminate information and data as required by the CEO (for internal and external correspondence,
papers, PowerPoint presentations, reports, and providing appropriate information for meetings and events).
• Undertake desktop research as necessary to support the CEO’s preparation for meetings and presentations.
• Project manage special projects for the CEO when required.
• Monitor and triage relevant social media channels and codraft content with the CEO to increase profile and visibility.
• Ensure all administrative tasks are completed on behalf of the CEO including, but not limited to, expenses and annual leave requests.
• Act with the highest levels of integrity, confidentiality and discretion at all times.

Leadership Team Executive Assistance:
• Coordinate, plan and minute leadership team meetings. Develop agendas and papers and ensure that key discussions and actions are followed up.
• Assist in the organisation of all staff away days including room bookings and catering, agenda organisation and logistical support on the day.
• Assist the Leadership Team in the effective implementation of our annual planning process under the direction of the Group CEO.
• Oversee the management of leadership team diaries and support with national and international travel arrangements.
• Provide administrative support and initiate planning for key strategic meetings, including venue bookings and logistics.
• Support the Group Director of People & Culture in the administration of HR matters in line with GDPR guidance, including recruitment, trustee engagements, DBS checks and employee communications.
• Coordinate Performance Management Review meetings and paperwork on behalf of the leadership team.
• Assist with the administration of procurement processes as required.
• Collate, prepare and disseminate information and data as required by the leadership team. Accurately review, proofread and assist with materials ensuring accuracy and completeness.

Group Board & Governance

• Work closely with the leadership team to ensure that there is appropriate co-ordination of Board, sub-committee and leadership team meetings and an effective flow of information.
• Plan and coordinate Group Board and sub-committee meetings including scheduling dates, organising agendas,
minuting meetings and circulating papers.
• Support the Head of Safeguarding and Quality Assurance with core policy documents, liaising with the leadership team to
review dates and ensure updated policies are scheduled for approval at Group Board and sub-committee meetings.
• Manage production and circulation of Board papers. Liaise with the leadership team to ensure reports are received to
deadlines, providing editorial inputs to ensure reports are of the highest quality before review by the Chief Executive.
• Proof-read and distribute Board minutes, ensuring timely follow up on any actions.
• Assist the Group Director of People and Culture in the recruitment and rotation processes for Group Board members.
• Liaise with our CEO, Trustees and legal partners to undertake the administration of our governance responsibilities.

General duties

• Uphold and work within Railway Children’s policies and procedures.
• Conduct yourself in accordance with the rules of the Child and Adult Safeguarding Policy and Code of Conduct in your personal and professional life – which includes reporting suspicions of child abuse or any other breach of these policies.
• Actively promote and embody Railway Children’s core values across the organisation.
• Travel to Railway Children’s field operations as and when required.
• Undertake any other duties, as appropriate to the post, as delegated by the line manager.

Over the last few years, NHYC has grown to a team of over 70 staff.  This role will add capacity to our current Admin Team, supporting the organisation with increased demand around finance, admin and resources. You will work as part of a small, yet critical team to ensure the organisation and our services run smoothly.  You should be well organised, a great communicator, and experienced in or willing to learn financial procedures.
This is an entry-level role. You do not need significant prior experience. We are looking for someone open to learning new skills, passionate about our mission, and willing to get stuck in to support the wider team.
The role is based at our day centre in Camden.
 

• Salary £27,144 – £29,952
• Deadline: 9am, Friday 29th November 2024
  *Please note that we may close earlier if there are a high number of applications

Job title: PA & Assistant Company Secretary

Ben is the automotive industry charity dedicated to individuals who have worked in or work in the automotive industry and their family dependants. We are committed to provide health and wellbeing support for life to empower our automotive family to live their best life and be there for those who are struggling or in crisis.

Job Overview

The PA & Assistant Company Secretary will help to ensure that Ben operates within its charity regulatory framework and adheres to best practice in charity governance. This role will be a central administrative and secretarial point of contact for the CEO primarily, liaising and providing support to Ben’s Board of Trustees, maintaining governance documentation, ensuring compliance with relevant legislation supporting the overall governance framework and administration requirements and statutory obligations of the charity.

Key Responsibilities

PA to the CEO

• Diary Management: Proactively manage the CEO’s calendar, schedule meetings, and prioritise appointments.
• Correspondence Handling: Screen and manage email, telephone, and other correspondence on behalf of the CEO, ensuring timely responses.
• Meeting Support: Organise and coordinate internal and external meetings, including preparation of agendas, presentations, and minutes.
• Administration Support: Provide ad hoc administrative support to the CEO and wider senior leadership team when necessary (including support for personal and credit card expenses).
• Travel Arrangements: Book travel, accommodation, and logistics for the CEO and senior management team as required.
• Documentation & Filing: Maintain confidential files, documents, and records, ensuring they are well-organised and accessible.
• Liaison: Act as the first point of contact between the CEO and stakeholders, both internally and externally.
• Project Support: Assist with special projects and ad hoc tasks as requested by the CEO.

Assistant Company Secretary

• Board Support: Assist with the organisation of Board and Committee meetings, including preparation of agendas, distribution of board packs, and taking accurate minutes.
• Governance: Support the Company Secretary in ensuring that the charity complies with its governing documents, legal requirements, and regulatory obligations (e.g., Charity Commission, Companies House).
• Document Management: Maintain statutory records such as the charity’s register of trustees, members, and other company documents.
• Filing & Compliance: Support the filing of statutory returns, annual reports, and other regulatory submissions.
• Policy Monitoring: Help to monitor governance policies and procedures, ensuring that they are updated in line with best practices and legal developments.
• Trustee Liaison: Provide administrative support to trustees, ensuring they are informed and prepared for meetings.

• Event Coordination: Assist in organizing charity events, fundraising activities, and other organizational initiatives.

Person Specification

Essential Skills & Experience

• Proven experience as a PA or Executive Assistant, preferably within a charity or non-profit organization.
• Knowledge or experience of charity governance, legal compliance, or secretarial duties.
• Strong organizational skills with the ability to multitask and prioritize a varied workload.
• High degree of professionalism, integrity, and confidentiality.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong minute-taking and document preparation abilities.
• Ability to work independently and collaboratively within a team environment.

Desirable Skills & Experience

• Previous experience as an Assistant Company Secretary or knowledge of corporate governance.
• Understanding of UK charity law and governance standards.
• Qualification in business administration, legal studies, or related field.

Personal Attributes

• Proactive and self-motivated with a keen eye for detail.
• Diplomatic and professional when dealing with internal and external stakeholders.
• A positive, ‘can-do’ attitude with flexibility to adapt to changing priorities.
• Commitment to the mission and values of the charity.

Are you passionate about social justice and have a heart for young people?

You’re in the right place.

Citizen Church, launched in 2020, and is a Church in Wales church with three campuses in South Wales, and part of the Holy Trinity Brompton network.

Citizen’s vision is to play its part in the evangelisation of the nation, the revitalisation of the church and the transformation of society. Their mission is to break the stereotypes of church, to breach loneliness, to bring people home and to build the kingdom in Cardiff, Wales and beyond. Citizen has partnered with Resurgo to deliver the Spear programme in the heart of South Wales.

They are looking for a new Assistant Coach, to work alongside the Centre Manager, as part of the team at Citizen Church to deliver the Spear Programme, equipping and empowering unemployed 16–24 year olds to overcome barriers to employment and turn their lives around by moving into sustainable work or further education.

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The important stuff 

Salary: £21,500 p.a. pro rata for part-time role (£10,750) 

Hours: Part time, 2.5 days per week, between 9.30am – 5.30pm, Tuesday – Thursday (with some flexibility and occasional evening or weekend work for events such as Spear Celebrations)

Location: Citizen Church, Cardiff

Closing date: Friday 13th December, 9am (We are interviewing on a rolling basis and might close the application early if we find the right candidate)

Application: Please click 'Quick Apply' to submit your application for this role.

Download the application pack below for more information.

Personal qualities we’re looking for

• An active Christian, able to personally represent the values and beliefs of Resurgo and Citizen Church
• A commitment to grow and learn spiritually and as a Christian leader, and a desire to learn and understand coaching techniques
• Passion for social justice and for working as part of the church to transform communities, especially supporting young people in employment or education
• High emotional intelligence, a sense of humour and fun!
• Confident communication and interpersonal skills, both over telephone and face to face; particularly a confidence in group facilitation
• An ambitious and self-motivated individual with the ability to prioritise workload, exercise initiative and work well under pressure.

Key Responsibilities

Spear Programme

• Lead group sessions of up to 10 young people, using coaching skills to transform their mindsets, and to maximise their potential in stepping into the world of work
• Prepare and deliver coaching sessions on a weekly basis and find creative ways of developing ongoing relationships with Spear Trainees. This includes running application workshops with past Trainees as well as maintaining records and reporting on statistics.

Relationship management

• Build and manage relationships with a variety of stakeholders, including referrers, local businesses, and other organisations
• You will support with job fairs, mock interview days and welcoming external visitors to the centre

Church Community

• The Spear Coach is directly employed by Citizen Church, meaning you are part of a vibrant church staff team and submerged in an exciting faith community
• Help to raise the profile of the Spear programme within Citizen Church and build a network of supporters and volunteers from the congregation
• Other ad hoc church responsibilities from time to time.

Personal Assistant (P.A.) to Global & UK Communications Director

Contract: Permanent, Full Time, 35 hours per week

Salary: £39,358 - £41,325 with excellent benefits

Location: London, UK

Hybrid Working: A minimum of 40% of working time is spent face to face, either in London office, or as a result of external engagement or travel for WaterAid. WaterAid is located at Canary Wharf, London and this will be your location and contract base.

About WaterAid:

Want to use your skills in administration, project management and communications to play a vital role in making clean water, decent toilets and good hygiene normal for everyone everywhere?

We need passionate, creative and dedicated people. In return, you will be encouraged and empowered to be yourself at your very best. Together, we will make a bigger difference. Join WaterAid as PA to the Director of Communications to join a team that is united to drive powerful and purpose driven impact in our communications that will lead to change for millions of people.

About the Team:

Join our Communications Team at WaterAid, where five dynamic disciplines unite to create powerful, purpose-driven impact! Our team spans Brand and Strategic Communications, Digital Content Experience, Creative Content, Strategic Planning, and Media & Talent, each bringing unique skills to amplify our mission. We're all about collaboration, creativity, and bold thinking, working together to drive change and share stories that inspire action. If you're passionate about teamwork and want to be part of a positive, strategic, and open environment, we'd love to hear from you.

About the Role:

As our organised and proactive PA to the Global & UK Communications Director, you will support the strategic and operational management of the Communications Department and ensure its smooth operation. In this role, you will provide seamless support to the Global & UK Communications Director and enhance the coordination across the Communications department. You'll coordinate critical projects, streamline processes, and foster a collaborative team environment, working independently and across teams to champion the department's impact across WaterAid. You'll also ensure efficient project management and information flow, helping the team operate at its best.

You'll also:

• Act as a trusted advisor to the Director on departmental actions and communications, enhancing responsiveness and accountability
• Manage the Director's calendar and communications to prioritise key tasks and deadlines
• Coordinate inputs for presentations, reports, and key documents for senior management and board meetings
• Organise departmental meetings, away days, and training sessions, ensuring smooth logistics and follow-up on actions
• Lead the development of a robust internal communications plan to showcase the department's impact across WaterAid

About You:

• Proven and substantial experience as an executive assistant or administrator for senior leaders in a complex organisation, demonstrating a high level of personal responsibility
• Strong organisational and project management skills, with the ability to handle multiple priorities and meet deadlines effectively
• Excellent collaboration and relationship management skills, balancing the needs of multiple stakeholders and managing priorities in a fast-paced environment
• High attention to detail and accuracy in producing written materials, including reports, presentations, and email correspondence
• Proficiency in Microsoft Office tools, including Word, PowerPoint, Excel, Outlook, SharePoint, and Teams

Although not essential, we also prefer you to have:

• Experience in a charity, marketing, or communications environment
• A genuine interest in international development and WaterAid's mission
• Formal training in project management

Closing date: Applications will close at 23:59 on December 01, 2024. Availability for interview is required week commencing 9th December online, and for second round interviews if successful week commencing 16th in person, at our Canary Wharf Office.

How to Apply: To see the full job pack, please click 'Apply'. Please apply by submitting your CV and a cover letter into one document in either Word Document or PDF format.

Pre-employment screening: In order to apply for this post, you must be able to demonstrate your eligibility to work in the UK. All our vacancies require a basic Disclosure and Barring Service (DBS) check to comply with our Safer Recruitment policy.

Our Benefits:

• 36 days' holiday (including 8 Bank Holidays)
• Option to buy an extra 5 days annual leave
• We offer a generous pension plan with employer contribution of up to 10%
• Wide range of flexible and agile-working arrangement
• Season Ticket Loan
• Free annual eye tests
• Pay as You Give charitable giving scheme
• Enhanced Maternity and Adoption/Surrogacy pay, Shared Parental Leave and Paternity Leave
• Sabbaticals
• Volunteer Day

Our Commitment:

Our People Promise:

We will work with passion and focus to ensure safe and sustainable water, toilets and hygiene are available to everyone, everywhere. WaterAid is a place of purpose - where people have a real commitment and shared responsibility for the impact we have. We are a global community with diverse backgrounds and perspectives, motivated by inspiring, stimulating work. We are determined to put the wellbeing of our people first, to be a place where people feel safe and able to contribute their voice and truly live our values.

Equal opportunities:

We are an equal opportunity, disability-confident employer and are dedicated to achieving the highest standards of diversity, equity and inclusion. We welcome applications from people of all backgrounds, beliefs, customs, traditions and ways of life. This includes, but is not limited to, race, gender, disability, age, sexual orientation, religion, national or social origin, health status, and economic or social situation.

Safeguarding:

We are also committed to protecting everyone we come into contact with. We have a zero-tolerance approach to abuse of power, privilege or trust across our global work, and any form of inappropriate behaviour, discrimination, abuse, bullying, harassment, or exploitation. Safeguarding the people and communities we work with, our staff, volunteers and anyone working on our behalf is our top priority, and we take our responsibilities extremely seriously. As a safeguarding measure, WaterAid carries out background checks on all potential employees. This is done following the conclusion of recruitment and prior to assuming full employment.

In 2017, we pioneered the UK's first interest-free loan programme specifically designed for refugees, offering a dignified and independent pathway to integration. This programme supports individuals by funding essential costs such as UK training, licensing, exams, certifications, housing, and family reunification. Our mission is to empower people to rebuild their lives and thrive in a safe environment.

Since 2017 we've lent over £2.5million with a repayment rate of over 98%. 

Now we're on a mission to scale our impactful loan programme, and we're looking for an exceptional Financial Administrator to be part of our journey.

• Are you detail-oriented and passionate about numbers?
• Do you love helping people and making a difference?
• Enjoy picking up the phone and talking to people?
• Want to work remotely in a small, dynamic team with a big impact?

About the Role:
As our Finance Administrator, you'll play a key role in managing loan applications and ensuring smooth financial processes. This full or part-time, flexible position allows for remote work, with very occasional meetings in London.

Key Responsibilities:

• Overseeing the full loan lifecycle, from initial application to repayment.
• Maintaining accurate records in our CRM and lending software.
• Providing clear communication and support to clients throughout the loan process.
• Collaborating across the team and with our partners, Moneyline, to ensure a seamless client journey.
• Keeping databases up to date and ensuring all documentation is organised.

What We're Looking For:

• Significant administration experience, ideally in finance or loan administration.
• Exceptional attention to detail, strong numeracy, and excellent communication skills.
• Proficiency in Microsoft Office; experience with Salesforce and HES programs is a plus.
• Self-motivated, highly organised, and capable of managing multiple tasks independently.

Why Join RefuAid?
Work in a supportive, inclusive environment where your efforts will have a tangible impact on the lives of refugees. We offer a flexible working schedule and the opportunity to contribute meaningfully to a cause you can be proud of.

We have an exciting opportunity for a skilled Administrator (known internally as a Service Delivery Assistant) to join our Domestic Abuse team in London, working 37.5 hours a week. This role is a hybrid model of working, you will work from home and our London office.

Do you want to make a difference every day? Do you want to support our service to contribute to change & improvement for those who need it?

Do you have excellent administrative skills? Can you work effectively with a focus on customer service and care?

If yes, then we'd love to hear from you…

What we offer:

At Victim Support we believe in attracting & retaining the best people and offer a competitive rewards & benefits package including:

• Flexible working options including hybrid working
• 28 days annual leave plus Bank Holidays, rising to 33 days plus Bank Holidays
• An extra day off for your birthday
• Pension with 5% employer contribution
• Enhanced sick pay allowances, maternity & paternity payments
• High Street, retail, holiday, entertainment & leisure discounts
• Access to our financial wellbeing hub & salary deducted finance
• Employee assistance program & wellbeing support
• Ongoing training & support with opportunities for career development & progression
• Bonus on completion of probation

About the role:

As an Administrator (Service Delivery Assistant), you will:

Provide a high quality and responsive administrative function for the service. Acting as the first point of contact for enquiries into the service. Supporting the Head and Deputy Heads of service with general administrative duties such as updating and maintaining database and case management systems and collating data reports.

May also include responsibility for external communication, social media, updating directory records for other services. Updating local websites with relevant information and also taking minutes from team meetings.

You will need:

• Understanding and knowledge of an active commitment to promoting equal opportunities, inclusion and diversity
• Ability to work without direct supervision, prioritise work load and deal with competing or conflicting demands/ needs and interests in a structured, organised and methodical manner
• Understanding of confidentiality and safe working practices, in accordance with safeguarding and data protection legislation
• Excellent IT and administrative skills & experience including the use of Microsoft Excel & Office packages
• High resilience and the ability to work under pressure

Please see attached Job Description and Person Specification for further details.

About Us:

Victim Support (VS) is an independent charity providing a range of specialist services to people who have been affected by crime across England and Wales. We work towards a world where there are fewer victims but who have stronger rights, better support and a real influence in the Criminal Justice System. Everyone at VS is driven by our Vision Ambitions and Values to play their part in making a difference for those who experience crime and traumatic events. Working for VS gives you the opportunity to play a key role in a national charity providing high quality services to victims and witnesses and being a vital force for change.

Victim Support are committed to recruiting with care and to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Background checks and Disclosed Barring Service checks may be required.

Victim Support strives to represent the diverse communities we serve and are passionate about creating an environment where all staff and volunteers feel respected and heard. Being a diverse organisation with an inclusive culture is integral to us being able to meet our aim of ensuring that anyone who is a victim of crime gets the support they need.

As part of our commitment to the Race at Work Charter we particularly welcome applicants from Black, Asian and minority ethnic communities. VS is also a Disability Confident Employer and we provide a Guaranteed Interview Scheme for candidates that are disabled and meet all essential criteria for a role.

If you have a disability, a learning difficulty such as dyslexia or a medical condition which you believe may affect your performance during any aspect of our selection process, we'll be happy to make reasonable adjustments to enable you to perform at your best.

How to Apply:

To apply for this role please follow the link below to the Jobs page on our website and complete the application form demonstrating how you meet the essential shortlisting criteria.

We look forward to hearing from you.

We reserve the right to close this vacancy early, if we receive enough suitable applications to take forward to interview prior to the published closing date.

JOB DESCRIPTION

Job Title: Assistant Finance Manager
Reporting to: Finance Manager
Hours: 21 hours per week worked over 3-4 days
Salary range: £19,796 (£33,000 full time equivalent) - £20,997 (£35,000 full time equivalent)

Principal Location: Hybrid working. In-person at least once per week at the centre, London Kings Cross, and remotely.

ABOUT US: THE GESTALT CENTRE

We are the Gestalt Centre, an established therapy not-for-profit organisation, supporting the mental and psychological well-being of individuals, groups, and organisations. We are a dynamic charity that runs, accommodates, and supports a number of counselling, psychotherapy, personal and professional development courses, and a range of therapeutic practices that enhance mental and psychological wellbeing.

As Gestalt Centre, our relationship with people who work for the centre starts from a place of trust. We see our structure as an organisational shape that we use to organise ourselves. What matters for us is how we all work together. We prioritise collaboration and ‘horizontal’ consultative decision making with individual and collective responsibility and accountability.

OUR VISION is a world were meaningful and fulfilling relationships lead to wellbeing and positive change in people’s lives.

OUR PURPOSE is to promote the mental and psychological well-being of individuals, groups and organisations through Gestalt education, training, and practice.

Gestalt is a life-changing approach to life, counselling, and psychotherapy. It enables people to develop meaningful relationships, navigate change and lead fulfilling lives by creatively utilising their own resources, skills, and strengths.

Gestalt Centre Values in Practice

Diversity, equality, inclusion, and anti-discrimination: We value equity and inclusion and welcome diversity and difference in backgrounds, identities, cultures, and voices. We also commit to anti-discriminatory action and encourage personal and collective awareness, reflection, and learning. It is integral to who we are and how we work and study together.

Kindness and respect for each other and the space we cohabit. Our relationship with people who work, learn and access therapy at the centre starts from a place of respect and kindness. This way we create a space where we can show up, work, and learn authentically and meaningfully. Feel seen, heard, and included.

Collaboration and mutuality: We work and study together, collaboratively and with respect and appreciation for each other. Every person matters and so does the collective.

Community, awareness, and personal responsibility: We are a community of staff, students, practitioners, and clients; working, studying, and accessing therapy at the centre. Individually and collectively, we are responsible for our presence and behaviour. Also responsible for our community and the space we inhabit.

ABOUT THE JOB

Job Purpose 

We are looking for a passionate and driven individual to join our tight knit team and make a real impact. A key member of the finance team, working closely with and supporting the Finance Manager, in a welcoming and supportive environment with opportunities to learn and grow on the job.

The role offers the chance to work across several finance functions, including management accounting, supporting year end audit, Accounts Payable and Accounts Receivable and so it provides a great opportunity to experience the full breadth of finance work in a charity across all functions in a varied and interesting role.

Key Responsibilities

Day-to-day finance processes

• Assume responsibility for managing the finance inbox; answering queries from colleagues; students, commercial customers, and suppliers.
• Ensure supporting information for transactions is correctly stored in electronic format on Teams such as bank statements, remittance advices, credit statements.
• Assist the operations and administration teams as and when required, including with the preparation of internal reports.
• Other ad hoc support to the finance team as may be required including administrative duties.

Accounts Receivable

• Ensure that all income from a variety of different sources is correctly and accurately recorded in the finance system on a weekly basis.
• Income and customer account reconciliations and revaluations.
• Any other responsibilities relating to Accounts Receivable.

Accounts Payable process

• Work with the bookkeeper to ensure accurate and timely recording of all approved supplier invoices, requisitions, staff expenses and other expenditure in the accounting system and that all supporting documentation for all transactions are uploaded.
• Whilst the bookkeeper is responsible for making all payments, the Assistant Finance Manager has a key role in liaising with the bookkeeper and the Finance Manager, to jointly ensure that all invoices are paid on time.
• Providing cover and setting up payments when the Finance Manager is not available.
• Determine most efficient payment platform to process international payments and ensure these are recorded in the finance system at the correct conversion rate.
• Work closely with the bookkeeper to ensure accurate and timely recording of all approved supplier invoices, requisitions, staff expenses and other expenditure and that all supporting documentation for all transactions are uploaded.
• Carry out monthly Creditor account reconciliations ensuring that all balances are valid and backed up with appropriate supporting documentation.
• Assist with the set up all payroll payments in time for the monthly pay day. This involves ensuring correct amount (which may differ from the salary of the individual’s employment contract) and method of payment across all HQ staff.

Budgeting, management accounting and forecasting

• Assist the Finance Manager and CEO with the preparation of the annual budget, quarterly management accounts and forecast.

Year End Audit

• Assist the Finance Manager with answering queries form auditors and completing balance sheet reconciliations.

Systems and Processes

At the Gestalt Centre we’re in the process of updating and embedding new systems and processes and this role will assist that work. For example, we have recently implemented new educational management and room booking systems and this role will be involved in supporting the integration of the finance and education management software.

Please note that this is not an exhaustive list of responsibilities.

PERSON SPECIFICATION

Education / Qualifications

Essential:

• 5 GCSE at Grade C or above including English and Maths.
• Post-GCSE qualification such as A-Level or T-level or Degree educated.
• AAT qualified, or part qualified CIMA/ACCA accountancy qualification.

 Experience and Knowledge

Essential:

• Sound understanding of double entry book-keeping including month end adjustments.
• IT Literate with strong Excel skills.
• Familiar with using Teams.
• Experience of working in a similar role.
• Experience of using databases.

Desirable:

• Experience using QuickBooks or any other cloud-based accounting system.
• Charity or third sector experience
• Knowledge of charity accounting and the Charity SORP.

Qualities and Skills

Essential:

• Excellent organisation and planning skills and experience, including balancing competing complexities of a busy role and prioritising effectively, forward planning and working to tight deadlines.
• Excellent numeracy skills, attention to detail and strong written, verbal and presentation skills
• Excellent communication skills, including conveying information clearly and adjusting approach, manner, and language to suit varying situations.
• Pro-active communication style, including keeping team-members informed and updated, as necessary.
• Flexibility and proactive problem-solving, always working with kindness and respect.
• Ability to work under pressure and to tight deadlines.
• Able to plan and organise own work effectively and to work well in a dynamic busy setting.
• Excellent interpersonal skills and able to work collaboratively with colleagues across teams and with external contacts and also independently on own initiative.
• Be willing to participate in and support the development of new processes and procedures.
• Fast learner whilst not afraid to ask for help.
• Commitment to Equal Opportunities and Equality, Diversity, and Inclusion.
• Experience working effectively and appropriately with confidentiality and data protection in mind and in line with organisational policies and practice.

ALDER HEY CHILDRENS CHARITY  

Job Title: Corporate Partnerships Assistant 

Reporting To: Corporate Partnerships Manager  

Salary: £25,307 - £29,634 (pro rata £18,984 - £22,229)  

Hours: 28.13 hours per week* (Flexible Working)  

Duration: 14 months Fixed Term Contract (January 2025 – March 2026) 

Location: Alder Hey, Liverpool (Hybrid)  

About us  

Alder Hey Children’s Charity raises vital funds to help make Alder Hey Children’s Hospital a truly world-class, patient-friendly hospital for the 450,000 patients and families we care for every year.  

The charity helps to fund a range of activities and projects that are designed to enhance and improve the lives of our amazing young patients. This includes the funding of specialist medical equipment to ensure our brilliant surgeons and clinical staff have the most up to date and cutting edge technology available and funding hi-tech distraction equipment designed and proven to reduce pain and anxiety in our patients. We also fund a range of programmes and special projects such as our ward musicians, our on-site magician and the play specialists we have on every ward.  

We have recently closed our Surgical Neonatal Appeal, having successfully raised our £3m target towards a brand new, state of the art Surgical Neonatal Intensive Care Unit (NICU) at the hospital. This year we will be fundraising towards a new Same Day Emergency Care Centre, providing an unrivalled experience for our patients and their families.  

About the role:  

This is an exciting opportunity to join a busy corporate partnerships team. The postholder will work closely with the Corporate Partnerships Manager and wider Charity team to deliver the corporate strategy.  

Areas of support include management of incoming enquiries, team support for events, administration tasks for the team and supporting corporate partners.   

Key Responsibilities will include:  

• Income Generation & Stewardship  

• Provide administrative support for the Corporate Partnerships Team including  

• processing and sending out of personalised thank you letters  

• dealing with incoming enquiries in conjunction with our operations team  

• securing auction/raffle prizes  

• ensuring the charity’s supporter database is kept accurate and up to date  

• Help ensure relevant pages on the charity’s website are kept up-to-date and work with the wider team to enhance those pages.  

• Support the development and enhancement of supporter journeys.  

• Co-ordinate diaries and facilitating the organisation of meetings and events.  

• Supporting the team with events such as Dragon Boat festival, Golf Day and Christmas Light Switch On and hospital tours for donors/potential donors.  

• Support in the development of marketing assets both digital and non-digital. This could include including copywriting, editing, and proofreading.  

• Monitor marketing resources, such as leaflets, to ensure stock levels are maintained.  

• Some management of low value corporate partnerships as agreed with the Corporate Partnerships Manager.   

• Assist with the arrangements to ensure that all donors receive outstanding stewardship to establish long term commitment to the Charity.  

• Attend presentations and charity days to speak about the charity from time to time.  

• Undertake other duties which may be designated from time to time by the Senior Team to achieve the Charity’s objectives, including representing the department on occasions, functions and events as required.  

• Be an outstanding advocate for Alder Hey Children’s Charity in line with the core values of the organisation.  

• Be an active and supportive member of the Alder Hey Children’s Charity team, contributing to the team’s development and working collaboratively with colleagues and volunteers. Attend and support on events run by the fundraising teams where required.  

• Gain and maintain in-depth knowledge and understanding of the charity’s work, priorities and future plans and act as a spokesperson for the Charity when required, including representing at external events as appropriate.  

• Any other reasonable duties as required by your line manager.  

Our Values  

Here at Alder Hey Children’s Charity, our values guide the way in which we work. By being courageous, working together, being passionate about our work, and making sure that we are creative in what we do, helps us to deliver the support necessary so that our Hospital can continue to deliver the very best care for our young patients and their families. Our values are:  

Courage: we try new things and take risks to innovate and drive forward new ideas. We have the courage to speak up and take a stance. We are accountable, responsive and responsible. We are unstoppable.  

Together: we work together as one team, sharing our knowledge and learning. We work in partnership with patients, families, supporters and colleagues. We are respectful, celebrate diversity and empower each other to achieve our aims.  

Passion: we are passionate about what we do and why we do it.  We work together to share and grow. We inspire others.  

Magical: we are fun, creative and child led. We create special moments, provide little extras and go further for our brave young patients.    

*The charity is currently conducting a four-day working week trial, due to end on 31st March 2025. This means that, for example, staff previously working 37.5 hours a week are now working 30 hours a week to enable a four-day working week. The trial is monitoring the benefits of a four-day working week against productivity. We are confident that by embracing a more flexible and balanced approach to work, we can continue to create a thriving and fulfilling work environment while driving growth and success for our charity. Next steps will be agreed before the 31st March 2025, based on an assessment of the trial period; the four-day working week trial may be ended, extended or adopted permanently.  

This fixed term contract is for 14 months at 28.13 hours per week. As part of our 4-day working week trial (working week Monday to Thursday) working hours required will be 22.5 hours per week if you opt to sign up to the trial and its associated conditions. If the trial was to end after 31st March 2025, the working hours required would return to the contracted weekly hours for this role of 28.13 hours per week. As part of our staff charter, we have a flexible working policy and can consider accommodating a flexible working pattern such as school working hours if requested.  

How to apply  

You can apply by clicking the link below. Applications must include your CV and a covering letter which answers the following questions:  

• How do you meet the person specification? If you don’t exactly meet all of the role requirements but have transferable skills, please do consider applying and provide details as part of your answer.   

• Why do you want to work for Alder Hey?  

Closing date: Sunday 8th December 2024 

Interview date: Monday 16th December 2024 

Second Interviews: Thursday 19th December 2024 

Note: This job description is intended to outline the general nature and level of work performed by employees within this role. It is not exhaustive and may be subject to change or modification as required by the needs of Alder Hey Children's Charity.  

Alder Hey Children’s Charity will make every endeavour to make any reasonable adjustments for applicants who require assistance in carrying out their duties due to a disability. Alder Hey Children’s Charity is committed to equal opportunities and positively welcomes applications from all sections of the community. Alder Hey Children’s Charity is committed to safeguarding children and vulnerable adults.   

The post holder may be required to complete an enhanced DBS disclosure check.  

About James’ Place 

James’ Place Charity was set up by Clare Milford Haven and Nick Wentworth-Stanley in 2008 after their twenty-one-year-old son, James, died by suicide ten days after a minor operation. James had no history of mental illness or depression and had sought urgent help for anxiety and suicidal thoughts, but didn’t find it.   

James' Place was set up to make the experience of finding help as easy as possible. James’ Place offers men who are experiencing a suicidal crisis a brief, intensive, therapeutic intervention in a safe environment. Men who walk through the door at James’ Place will be in a space where they feel valued and respected. 

The first James’ Place opened in June 2018 in Liverpool, the first of its kind in the UK, and has to date supported more than 2,300 men experiencing suicidal crisis through our innovative and safe therapeutic intervention. We provide a calm and peaceful environment both inside the centre and in our landscaped garden, accessible to men who visit us as well as their friends and families.

In 2022 we opened a new centre in London and in early in 2023 we launched an appeal to raise over £10m to fund three more centres across the country. Our third centre opened in Newcastle at the beginning of 2024, and we are currently raising funds to open a James’ Place in Brimingham. 

The Fundraising and Communications team 

We are a small team with big ambitions. The team comprises a Head of Fundraising and Communications, two Fundraising Managers, a Senior Communications Manager and a Senior Outreach Officer. We are recruiting two roles to the team: a Fundraising Executive and a Fundraising and Communications Assistant.

Fundraising Executive

We are looking to recruit a Fundraising Executive to support our fundraising and communications activities and be part of our small and dedicated team. This role is a new post in the team, so it is a great time to join the charity as we invest in our fundraising and communications team to maximise our income and realise our ambitions. 

About You

Having previously worked in the charity sector, you will be passionate about our cause and committed to supporting us in raising the money required to meet our ambitions.

With an eye for detail, strong analytical and organisational skills, you will be able to undertake research on prospective corporate, major, trust and public donors and produce high quality written reports to support funding bids.

Using your ability to build effective relationships and work collaboratively, you will support fundraisers by providing them with timely and accurate information and manage a portfolio of smaller trusts and foundations, which will also include stewardship.

Please take a look at the Job Description and Person Specification and get in touch if you have any questions.

Fundraising and Communications Assistant

In this varied and interesting role, you will:

· Manage the receipt, recording and acknowledgement of donations received by the London centre and national fundraising activities, working with other centre staff on the development of administration procedures.

· Ensure the CRM database is kept up to date and support the fundraising team to produce high quality reports.

· Support the Events Manger in the delivery of fundraising and engagement events across the organisation.

· Support the Fundraising Managers in arranging meetings and visits with donors and prospective donors.

· Use digital media strategy tools to generate relevant and varied digital content across chosen channels.

· Create regular communications, reports and updates for fundraisers to tailor for their individual donors.

About you:

You will be a self-starter with a desire to make an impact and a connection to James’ Place, you will bring your passion, previous administrative experience and a proactive approach, to enable our fundraising team to be as efficient as possible.  Using your knowledge and understanding of a range of social media platforms and your keen interest in learning about new digital innovations, you will support us in creating digital content across our chosen channels. You will work with our CRM software, Salesforce, to ensure our records are up to date, accurate and provide useful reports.

These are exciting opportunities for someone looking to take progress their career in the charity sector at a vibrant and growing organisation, working for a vital cause where you can have a huge impact. You will have an excellent opportunity to build and broaden your understanding of fundraising and gain experience, as well as supporting challenge fundraisers and working with a wide range of key stakeholders.

We are recruiting a Data and IT Assistant apprentice to capture and measure the impact of PAPYRUS’ services and provide IT support to our team. 

What you will do: 
• Support the Data Manager to capture, cleanse and present data on PAPYRUS’ activities. 
• Provide first line IT support to colleagues and liaise with our third party IT provider where necessary. 
• Assist with the setup of equipment for new starters and keeping a log of PAPYRUS issued equipment. 
• Manage PAPYRUS CRM systems to maintain data accuracy and ensure good data capture and management practices are followed. 
• Prepare and share impact reports with the team. 
• Support the wider team with any GDPR or Data Protection queries. 

To be successful in this role you will have: 
• English and Maths GCSE or equivalent grade C or above
• Previous experience providing dedicated administration support. 
• Ability to deal with sensitive information with discretion and to maintain confidentiality
• Experience of working effectively within a team environment and assisting colleagues 
• Excellent verbal and written communication skills including the ability to write reports. 
• Competent user of Microsoft 365 systems. 

Please visit the careers site for the full job description and person specification for the 
role. 

The apprenticeship programme is due to start in February 2025, provided by Apprentify - an industry-led apprenticeship provider. The successful candidate will learn and work on the job at PAPYRUS whilst receiving 20% off the job training from industry experts, which will be led through virtual classrooms. This course currently has a 100% pass rate.

The qualification will include:• Data Technician Level 3 

Salary: £24,404 per annum (SCP 4) progressing by increments to £25,183 per annum (SCP 6) 

Hours: 36 hours per week 

Location: Warrington 

Contract: 13-month fixed term contract with a view to be permanent after completion of apprenticeship

Benefits: You will receive 28 days annual leave plus Bank Holidays (pro rata for part time workers), hybrid and flexible working arrangements, an attractive pension scheme, Simply Health membership and enhanced sick pay. Please visit our website for more details. 

Closing date: 8th December 2024

We reserve the right to close the vacancy earlier if we receive sufficient applications so, please submit your application as soon as possible. 

PAPYRUS is committed to the principle of equal opportunity in employment and its recruitment policies are designed to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, disability, gender re-assignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. 

PAPYRUS is committed to safeguarding all children, young people and adults at risk that interact with the organisation. The organisation recognises its responsibility to safeguard the welfare of these vulnerable groups by a commitment to procedures to protect them. The charity expects all staff and volunteers to fully support and promote these commitments.

Join our team as American Friends Fundraising Assistant, where you'll play a vital role in driving philanthropic support from our American donors. This is an exciting opportunity to be part of an international mission, grow our impact and support life-changing work.

About this job:

As an American Friends Fundraising Assistant, you will:

• Manage administration of donations, ensuring all donors are thanked promptly and personally for their donation.
• Support creative cultivation and excellent stewardship of American donors and prospects.
• Assist the team with travel arrangements, stationery orders, organising team meetings and a variety of logistical arrangements.
• Work with the Prospect Research team to identify American prospects.
• Coordinate fundraising materials for the team, including updating brochures and producing communication materials in collaboration with creative agencies where necessary.

About You:

With strong organisational skills and an ability to work on number of projects simultaneously you will be a skilled communicator able to connect with different audiences. A skilled researcher you will be proactive and able to work independently and have a good writing skills.

About Dogs Trust:

We love dogs. That’s why we do whatever we can to make sure every four-legged friend gets the love they deserve. We’ll never put a healthy dog down, so our work is focused on helping dogs in need, supporting owners every step of the walk, and creating a better world for dogs in the future. It’s what we’ve been doing since 1891 and how we’ve grown to become the UK’s leading dog charity, helping 12,000 loyal friends find their forever homes every year.

About the team:

Internationally, Dogs Trust has recently united with Worldwide Veterinary Service and Mission Rabies to champion dog welfare globally and take the decisive step forward in the fight against rabies, one of the deadliest zoonotic diseases in the world. Dogs Trust USA is a registered 501 c 3 with the IRS and has a small founding of US supporters.

We’re a community hub in south Islington providing services, activities and events for local residents of all ages. We run after-school clubs, employment support, gardening for older people and much more. Our large, modern community centre on Central Street is a great backdrop for our varied activities, and we have several outdoor spaces for visitors to enjoy.

We're looking for someone to provide effective and confident administrative support to the Business Engagement team, and ensure the smooth running of the Business Engagement Programmes. In particular the work of the PC Pals Digital Inclusion Programme and other ongoing corporate-led programmes. The Administrator will support the Business Engagement team to develop sustainable relationships with local businesses to establish long-term projects and ad hoc events utilising corporate volunteers that meet the local community's needs.