Administrative Manager Jobs

Summary

• Plan, curate, and schedule daily content for our social media channels, ensuring a broad, high-quality mix of tailored content that meets our goals.
• Liaise with content producers on platform-specific, social-first content.
• Work with the Social Media Officer, coordinating and implementing social media community management, creating engagement and growing our following.
• Produce regular analysis of weekly online service figures.
• Develop relationships with influencers and micro-influencers to create social media content.

• Exceptional writing, copy-editing, and proofreading skills, ensuring clear, flawless communication without any errors.
• Excellent digital skills, including expertise in industry standard tools, particularly digital channel management software, social networks, evaluation and analytics tools, such as Sprout Social.
• Experience of working as a social media manager or equivalent role for a large, national or international organisation.
• Experience of running digital and social campaigns for large organisations.
• Comfortable and confident promoting the Church of England and faith in Jesus Christ in the digital public square.

Direct Marketing and Fundraising Officer

This is an exciting and dynamic role within our Fundraising and Marketing department, offering the opportunity to make a significant impact on our public fundraising efforts. The role has been designed to support the Direct Marketing Manager [Acquisition]  in managing and developing internal systems, coordinating projects, and providing essential administrative support to the team.

Please download the job description for full details

We are seeking a highly organized and proactive Direct Marketing and Fundraising Officer to join our Public Fundraising team. This role is integral to the smooth operation of our fundraising activities, particularly during appeals, where your coordination skills will be crucial.

Key Responsibilities:

Appeal Coordination:

• Assist the Direct Marketing Manager - Acquisition in keeping member agency fundraising directors and key suppliers up to date in the run-up to and during appeals.
• Update the fundraising and marketing team budget tracker, ensuring accurate financial tracking throughout the appeal process.
• Support the setup and management of Appeal Toolkits and Appeal Hubs, providing essential assets to staff, member agencies, and suppliers.
• Assist with the coordination and delivery of creative projects across all direct marketing channels, ensuring timely and effective execution.
• Work with the team to gather and report appeal results, providing updates to the Director of Fundraising and Marketing, Executive Team, and CEO’s office.

 Ongoing Responsibilities:

• Organize and manage review meetings with suppliers’ post-appeal, contributing to continuous improvement efforts.
• Monitor and update core and appeal budgets, processing invoices and ensuring financial accuracy.
• Support the Director of Fundraising and Marketing in organizing and managing the Fundraising Director’s Group meetings, including diary coordination, preparing presentations, and taking minutes.
• Provide general administrative support to the Fundraising and Marketing team, including setting up monthly team meetings, organizing agendas, and coordinating away days.

To be successful in this role, you will need:

• Proven experience in project coordination and administrative support, ideally within a fundraising or marketing environment.
• Excellent organizational skills, with the ability to manage multiple tasks and deadlines effectively.
• Strong communication skills, both written and verbal, with a keen eye for detail.
• Experience with budget tracking and financial processes.
• A proactive and collaborative approach, with the ability to work well within a team.

If you are passionate about making a difference, are eager to learn the fundamentals of direct marketing and have the skills to manage complex projects in a fast-paced environment, we would love to hear from you.

We are trialling 2 compulsory days per month "in the office", which is subject to change.

During an appeal, you will be contractually obliged to be in the office for 2 weeks, which are likley to include working during the weekend.

At the Belgrade Theatre Coventry we are seeking a highly organised and adaptable Personal Assistant to support our Creative Director. This role requires someone who is highly efficient in managing administrative and personal tasks. You will act as the right-hand person to the Creative Director, helping to manage professional responsibilities in order to enable smoother workflow in a creative and fast-paced environment. The role requires strong organisation and communication skills, as well as a good understanding of the creative industries.

Salary and Band: £26,000 – £29,000, depending on experience
Department: Producing
Contract: Permanent
Hours: Full time
Reporting to: Creative Director
Location: Belgrade Theatre, Coventry

What are we looking for 

Personal attributes
Key personal qualities

• Empathy and understanding: the ideal candidate must have an understanding of neurodiversity,
• Patience: demonstrate patience in dealing with a variety of tasks and possess the ability to manage stressful situations, calmly,
• Adaptability: able to respond to changing circumstances or of creative direction, providing structure while remaining flexible,
• Detail oriented: be highly organised with an eye for detail, ensuring that nothing falls through the cracks,
• Proactive: take initiative, allowing the Creative Director to stay focused on creative work.

The ideal candidate should possess the following: 

• Excellent written and spoken English skills,
• Experience in maintaining and monitoring complex diaries and travel arrangements,
• Experience working as a Personal or Executive Assistant, or similar administrative role within the arts industry,
• Excellent communication skills and thorough understanding of Microsoft Office,
• Be highly organised with the ability to multi-task and work to tight deadlines,
• Ability to remain calm under pressure and be a real problem solver,
• A can-do attitude with energy and a positive approach is needed, together with excellent forward planning and logistics skills.

For more information on this role and to apply, please visit the Belgrade Theatre website via the APPLY button and download the Candidate Pack. 

Deadline for applications: Fri 15 Nov, midday
Interviews: w/c 25 Nov 

Job Title: Senior Administration Officer

Salary: £22,567 per annum + £750 Home Working Allowance p.a. + £4082 London Weighting p.a. (if eligible)

Hours & Contract: 35 Hours per week - Permanent

Location: Homebased in East, North or West London, Herts or Essex with travel to in person events required at least once a month

As a ‘not for profit’ organisation, TACT puts the needs of our children and carers first and look to appoint individuals who are as passionate about fostering as we are. We are a homeworking organisation, and we pride ourselves on our flexible working opportunities, available from day one, an extensive wellbeing programme and our benefits package, all curated to nurture a healthy work life balance for all our employees so they can give an excellent service to our carers and the young people and children we care for.

As a foster care charity, TACT invests all surplus income into services, staff, carers, and child development. This means that we have been able to invest unique projects like TACT Connect, our unique and ground-breaking scheme for TACT care experienced young people and adults,  as well as our expanding TACT Education Service and our new Health Service. All our activities are built on our commitment to becoming a fully trauma informed organisation, in line with our key values and ethos.

TACT achieved 16th place in the UK Best Companies Work For survey results in 2023, with 91% of employees acknowledging that the organisation is run on strong values and principles and 94% stating they feel proud to work for this organisation.  

The Senior Administration Officer will be a key member of an effective and experienced admin team, and will bring an existing strong administration skill set. The Senior Administrative Officer will contribute to the work of a growing number of social workers to and foster carers in this area, making a difference to the outcomes for the children in our care. With a specific responsibility for all aspects of servicing the Fostering Panel Committee Meetings, the ideal candidate will have experience of administrating a regulated committee or board, and understand the need for excellent record keeping, minute taking, attention to detail with discretion and exceptional time management and organisational skills.

If you want to be valued as a professional, be appreciated at work and contribute to better outcomes for the children and young people connected with TACT, apply now.  

Overall Requirements of the Senior Administrative Officer role will include:

• Excellent familiarity with the Microsoft Office Suite - Word/Excel/PowerPoint/MS Teams
• Substantial administration experience - including systematic servicing of committees and minuting meetings
• Excellent attention to detail alongside excellent communication skills both online, in person and in writing
• Experience in administration of events - including negotiating arrangements with venues and similar third party providers
• Adept at working as part of a remote team, providing support and cover, while being self-motivated and able to work flexibly according to the business needs
• Skilled at dealing with sensitive information with empathy, discretion and confidence and having excellent customer service abilities
• Willingness to travel to face to face events such as team meetings, training and local events

TACT offer an excellent employee benefits package including:

• 31 days paid holiday plus 8 annual bank holidays.
• Flexible working arrangements (including compressed hours, flexibility around core hours, volunteer days policy).
• Family friendly policies.
• Homeworking ‘bundle’ including annual allowance, IT equipment and a loan for home office set up.
• Help@Hand Employee Assistance Programme (including CBT counselling, 24/7 remote GP appointments, physiotherapy, mental health support and second opinions on serious diagnosis).
• An hour a week of live, expert led activities through the Annual Employee wellbeing Programme.
• Menopause Policy and free Menopause Clinician Appointments.
• Stakeholder Pension Scheme (salary sacrifice).
• Fantastic learning and development opportunities for all roles.

The Senior Administration Officer may be homebased East, North or West London, Herts or Essex, and will be required to travel to face-to-face meetings in the East London area at least once a month and on other occasions for training and team wellbeing events.

A Standard DBS clearance is required for this role and will be processed by TACT on your behalf.

Closing Date: Midnight on Sunday 17th November 2024

Interview Date: Monday 25th November 2024 (via Microsoft Teams)

Safeguarding is everyone’s business and TACT believes that only the people with the right skills and values should work in social work.  As part of TACT’s commitment to safeguarding, we properly examine the skills, experience, qualifications, and values of potential staff in relation to our work with vulnerable young children.  We use rigorous and consistent recruitment approaches to help safeguard TACT’s young people.  All our staff are expected to work in line with TACT’s safeguarding policies.

We reserve the right to close a vacancy earlier than advertised if the volume of applications is excessive, you are therefore advised to apply at your earliest convenience.

TACT does not accept unsolicited CVs from external recruitment agencies, nor the fees associated with them.

Job Description: Finance and Administration Officer

Position:Finance and Administration Officer

Salary: £22,000 per annum

Location: Home based with regular travel to Birmingham

Contract: Permanent, full time contract with 3-month probationary period

Reporting to: Senior Leadership Team

Kids Club Kampala is a UK charity with a Christian ethos that works to transform the lives of children in the slums of Kampala in Uganda. We help children and families in Uganda to survive and to thrive by providing for both their immediate needs and strengthening their futures through community outreach, protecting, educating, and skilling. We work in partnership with our team in Uganda who passionately lead and implement our projects which are a life line to some of the most vulnerable children in the world. 

About the Role

We are looking for a committed and detail-oriented Finance and Administration Officer to help manage the day-to-day financial and administrative functions of our growing charity. As part of our friendly, supportive team, you’ll play a crucial role in keeping us organised and driving the charity forward during this exciting stage of our development.

This role is home-based, with monthly travel to Birmingham for team meetings.

We are an inclusive organisation, and we strive to create a welcoming environment for everyone. We encourage applications from non-graduates and people from diverse backgrounds. If you’re committed to making a difference and driving change, we’d love to hear from you.

Please note that you must be eligible to work in the UK in order to apply. For any further enquiries about this vacancy please get in touch.

Job Description

Financial Administration 

• Bookkeeping: Maintain accurate financial records, including processing receipts, invoices, payments, and expenses.

• Budgeting and Reporting: Assist in the preparation of budgets, financial forecasts, and reports for internal management and external stakeholders.

• Grant Management: Track income and expenditure related to grants and restricted funds, ensuring compliance with donor requirements.

• Accounts Payable/Receivable: Manage payments to suppliers and reconcile incoming donations and funds.

• Bank Reconciliation: Reconcile bank accounts on a regular basis to ensure the accuracy of financial statements.

• Gift Aid Claims: submit regular gift aid claims to HMRC and ensure declaration forms are up to date

Administrative Duties:

• Donation processing: Timely and accurate processing of donations including creating receipts and data management.

• Office Management: Oversee general administrative tasks, including managing office supplies, correspondence, file management and documentation.

• HR Administration: Support the HR function with staff records, leave tracking, and recruitment documentation.

• Board and Committee Support: Assist with preparing financial reports, minutes and other documentation for Board meetings and other key committees.

• Database Management: Maintain accurate donor and client databases, ensuring data protection compliance.

Who You Are

We welcome applicants from all backgrounds, whether or not you have a degree. If you meet most of the following criteria, we encourage you to apply.

Essential Skills and Experience

• A strong commitment to our mission and values.

• Excellent organisational and time management skills.

• High attention to detail and accuracy.

• Experience in financial administration.

• Proficiency in Microsoft Office, particularly Excel.

• Strong problem-solving and analytical skills.

• Ability to work both independently and as part of a team.

• Adaptability and the ability to prioritise tasks in a fast-paced environment.

Desirable Skills (but not essential – we’re happy to support your development!)

• Experience with financial software (e.g., QuickBooks, Xero, Sage).

• Previous experience in payroll management.

• Knowledge of charity accounting practices, grant management, and fund accounting.

• Ability to explain financial information to non-financial colleagues.

• An interest in the charity sector and/or international development.

What We Offer

• Annual Leave: 25 days of annual leave pro rata, plus 8 public holidays and an additional day off for your birthday.

• Flexible Working: Fully remote working with flexible hours.

• Pension: 5% employer pension contributions.

• Professional Development: Individual training and development plan, with ongoing investment in your growth.

• Project Visit: Option to visit Uganda after your first year of employment.

• Team Wellbeing: Monthly team meet-ups, an annual wellbeing day, and a Christmas get-together.

• Training Days: Annual training days and a dedicated training budget.

How to apply

To apply, please email your CV along with a covering letter, detailing why you are applying for the job and how you meet the person specification before the closing date of Friday 8th November 2024. Interviews will be held via video conference the week of the 18th November 2024.

If you have any questions or need further information about the role, please feel free to reach out.

Our Commitment to Diversity and Inclusion

At Kids Club Kampala, we are committed to building an inclusive organisation where diversity is celebrated, and everyone feels they belong. We actively encourage applications from people of all backgrounds, particularly those from underrepresented groups. Please note, you must be eligible to work in the UK to apply for this position.

Job Title

Business Support Manager (Maternity Cover)

Job Reports To

 Assistant Director of Operations

Business Unit/ Department

 Administrative/Operations

Dimensions of Role

Full time – 35 hours per week (Office based with the option of working from home on Fridays)/ Fixed Term 12-month maternity cover

Working Relationships

· With the Executive & Administrative team

· With the Chair and Board of Trustees

· With those we support, within the Rank network

Purpose Statement

The postholder will be a key member of the central administration team of the Rank Foundation. 

Key Accountabilities

Secretariat support to governance committees:

- Drafting agendas, production and dissemination of papers for Committees and Board meetings to trustees

- Attendance to governance meetings, minute taking, and following up on actions

- Organising RFL annual governance schedule of meetings

- Liaising and acting as point of contact for trustees

- Arranging meetings for Execs and Trustees

- Drafting and issuing comms as needed by the Chair, Trustees and Execs

- Maintaining governance records and register of trustees’ interests up-to date

- Assisting with audit queries as and when required

- Managing the periodic review of Committees’ Terms of References

- Planning induction programme of new trustees

- Undertaking regular reviews of policies, staff handbook, trustee hanbook and ensuring currency and developing new ones as required

- Supporting with implementation of  EDI strategy and the Foundation’s vision

- Occasional out of office hours meeting attendance as/ when required

HR

- Facilitating recruitment activities including posting and monitoring job ads, shortlisting of candidates, recommending list for interview and liaising with candidates

- Onboarding of resources: references, right to work checks, drafting of contracts and offer letters, planning of induction programme, sourcing of IT kit/required equipment, arranging IT induction

- Offboarding of resources: ensuring resources are removed access to SharePoint, emails and laptop wiped. Monitoring of dormant inboxes.

- Management and administration of Breathe (HR Platform)

This job description is not necessarily an exhaustive list of tasks but is intended to reflect a range of duties the post-holder will perform.

Skills, Knowledge & Expertise

Knowledge Qualifications & Experience

· Previous experience in an executive support role and working with Board of Trustees

· Previous experience of minute taking

· Previous experience of HR support

· Proficiency in Microsoft packages (essential)

· Understanding of the charitable and philanthropic sector (desirable)

Skills/ Abilities

· A positive team member

· Excellent organisational skills and attention to detail

· Willingness to help colleagues, ‘can-do’ approach

· Adaptable, flexible, and willing to learn/develop skills

· Ability to manage multiple tasks, work to deadlines and prioritise effectively

· Excellent communication skills by phone and email, experience of engaging with stakeholders at all levels

· Ability to organise events and ensuring arrangements are communicated to all stakeholders

· Ability to handle sensitive information and discretion

Confidentiality

· Paramount that the postholder works in a highly confidential way

Pathway’s Communications Manager role is pivotal to successfully delivering our mission: To improve health and healthcare provision for people experiencing homelessness, and other marginalised groups. The successful candidate will work across Pathway and with our partners to champion the needs of inclusion health populations, promote our evidence-based policy work, demonstrate our impact, and support networks of professionals working in inclusion health.

Pathway supports hospital-based teams caring for people experiencing homelessness, manages the Faculty for Inclusion Health, a network of healthcare professions working to ensure the fundamental rights of marginalised people to be treated with dignity and compassion, supports the development of good practice, and influences policy.

We are focused on expanding our network of hospital-based teams, and stepping up our policy and campaigning work, making the case of the importance of healthcare provision for marginalised groups. The next year sees some planned high-profile events which will provide excellent opportunities for a charity comms professional looking to put their stamp on some important work. Our partnership with Crisis puts us in good stead for the future, and provides excellent opportunities for joint working. 

You will be responsible for ensuring accurate processing and recording in accounts and administrative matters, processing invoices and performing bank reconciliations. You will also work with colleagues in The King’s Foundation ensuring compliance with policies and procedures of The King’s Foundation.

This role offers the opportunity to grow and develop within The King’s Foundation. As you become more familiar with our financial processes and systems, there will be opportunities to take on greater responsibility, including involvement in more complex financial tasks and projects. You will have the chance to work closely with senior members of the finance team, gaining valuable experience and insights into the wider financial operations of the organization.

Role:  Finance Manager

Part-time 22.5 hours per week

Benefits:

· Pension: 12% employer’s & 5% employee’s contribution (after 3 months’ service)

· Annual Leave: 36 days (incl. public holidays) + an extra day for your birthday

· Death in Service benefit: 3 times annual salary

· Optional Private Medical Insurance plan

· Access to Blue Light Card

· Learning and Development opportunities

Scotland’s Charity Air Ambulance (SCAA) exists so nobody in Scotland suffers or dies because medical help cannot get there in time.

People can get sick or have accidents anywhere and anytime. But in Scotland there are places where urgent medical help cannot reach people. Or help gets there too late. And when lives are at risk every minute matters.

As a charity we rely on donations from the Scottish public, companies and communities to ensure that urgent medical help gets to the patient when it is needed, wherever they are and at whatever time of day.

SCAA is seeking to appoint an experienced, qualified, professional Finance Manager with strong analytical skills, capable of producing and presenting financial information in a succinct and straightforward manner. The preferred candidate will have experience of producing management accounts and other management information relating to organisational performance, cashflow, investment reporting and budget analysis.

Excellent analytical, interpersonal and communication skills are essential. The appointed individual will be expected to liaise effectively with colleagues, Executive Team Members, Trustees and other colleagues within the Charity. They will also develop and strengthen relationships with banks, insurers, investment managers, auditors and other professionals. The person will be expected to produce and present a range of financial information, query and challenge any unusual and misleading information and to support his/her colleagues in the office as required to further the objectives of the charity.

This is a growing charity, and you will have a broad remit, and we are looking for a fully Qualified Accountant holding a CA, ACCA, CIMA, ACA or equivalent membership with experience ideally gained in charity accounting, external reporting and internal management accounting.

The successful candidate is likely to be operating in a similar role in the Private, Public or Third sectors and looking for a new challenge.

Application notes

To apply please email your CV and a covering letter outlining your suitability for the role, your relevant experience, and your motivations for applying.

To find out more about the role you can also contact Simon Phillips on 0300 123 1111 or by email at the address shown above with any questions.

Application deadline is 6pm on 6th November 2024.

Interviews will take place on 20th November 2024.

Finance and HR Administrator
Contract: Permanent, full-time (subject to successful completion of a probationary period of three months)
Salary range: £26,000-£30,000 per annum, depending on experience and qualifications
Based: South Kensington, London, Hybrid.

About the Role

We are seeking a full time Finance and HR AdministratorHuma to support timely processing of financial transactions, accurate accounting, consistency of financial records, supporting the year-end close as well as supporting the HR advisor with administrative tasks.

As the Finance and HR Administrator, you will become an integral part of our dedicated team, ensuring the smooth functioning of the HR and financial operations.

Duties and responsibilities

• Accounts receivable: review and issue of sales invoices, processing and uploading, and debt recovery, and follow-up invoicing queries.
• Processing direct debits and credit card expenses.
• Cash and bank reconciliation and updates of bank and deposit balances.
• Recording receipts: subscriptions, legacies, grants, gift aid & investment income.
• Reconciliation of receipts in the financial system and the CRM system.
• Ensuring accurate VAT coding and assist in the preparation of VAT returns.
• Support balance sheet account reconciliations.
• Support for ad hoc general accounting tasks as required.
• Manage the onboarding and offboarding process for employees including handling onboarding communications, HR system setup, stakeholder notifications, and IT ticket requests.
• Maintain and update the HR system, ensuring all employee records are accurate and up to date.
• Prepare internal correspondence and communications as needed.
• Oversee the HR and Finance inboxes, managing enquiries.
• Coordinate internal staff training sessions, ensuring smooth scheduling and communication.
• Maintain personnel files and general HR record-keeping.

About us

Founded in 1830, we are the UK's learned society and professional body for geography. Discover our history and find out how our work and people contribute to the advancement of geography worldwide.

As a charity, learned society and professional body we serve an exceptionally wide range of public and professional audiences, including our 16,000 members. We reach millions of people each year through our work to advance geography and support geographers.

The Society offers professional accreditation to members through Chartered Geographer status. 

Benefits

There are a range of benefits at the Society which include the following:

• 35-hour working week with core working hours between 10.00am and 4.00pm.
• Flexible working arrangements are available with a mix of office based and home working.
• 25 days annual leave per annum, pro rata, plus public bank holidays.
• Society closure between Christmas and New Year, in addition to the basic annual leave allowance.
• Pension scheme - 3% employee, 7.5% employer.
• Group Life Assurance at four-times basic annual salary.
• Corporate eye care vouchers.
• Cycle to work scheme.
• Free 24-hour Employee Assistance helpline with available counselling support.

Closing date: 11.59pm on Sunday 3 November 2024.
Interviews are planned to take place on Monday 11 November 2024.

Interested?

If you would like to find out more, please click the apply button. You will be directed to our website to complete your application for this position.

The Society is committed to equal opportunities and values diversity in its workforce.

No agencies please.

Outdoor and Sustainability Education Specialists (OASES) are looking to recruit an Administration Officer, for a 30 hours per week post, working with the OASES team.

This is an exciting time to join the OASES Team as we grow and develop our work, reach and impact. We are a friendly team, passionate about sustainability and the benefits of engaging with the natural world. We are looking for an Administration Officer who shares our vision to ‘Creating a more sustainable world where all children can thrive’.

The post holder will be responsible for the day-to-day running of the OASES office, administration and equipment.

The successful candidate will be organised and proactive and will work well with the OASES team. They will have good ICT skills, specifically to help maintain OASES promotion, including website, social media and email accounts/mailouts. They will help the OASES team to get out, maintain and put away equipment and create/print/laminate and cut out resources.

The ideal candidate will provide excellent front of house service and will be friendly and welcoming to visitors and callers.

Enhanced DBS disclosure will be required.

Closing Date: Wednesday 6th November 2024, 12 noon.

Interviews / Practical Task: Tuesday 12th November 2024

Somerset Wildlife Trust requires a talented Administrator to join the busy People, Culture & Resources Team.

Governance and Business Administrator
Salary: Salary Staff Grade 3 £26,652
Contract type: Permanent
Working hours: Full-time - Part-time hours could be considered
Location: Taunton, Somerset, with opportunity for hybrid working

This is a key post within the Trust communicating with key stakeholders and Teams. This is a fantastic opportunity for career development, joining a team of passionate people committed to working together to achieve more for nature in the beautiful county of Somerset.

The role will provide effective governance organising and facilitating Trust Council and committee meetings. Responsibilities will include scheduling meetings, preparing agendas, and taking minutes for board and committee meetings. The Senior Governance and Business Administrator will be maintaining records, advising on governance procedures and liaising with stakeholders.

As Business Administrator within the PCR Team, the role will provide office support, answering telephone calls, emails, handling correspondence and maintaining records. The role will develop and maintain relationships with Trustees, external contacts and other stakeholders. Also, the role will implement techniques and processes to enhance productivity and efficiency.

We offer fantastic benefits of working for the Somerset Wildlife Trust including:

• 7% employer pension contribution
• Life insurance
• Flexible and agile working
• Wellbeing support – Employee Assistance Program
• Diversity networks through RSWT/TWT
• Paid volunteer days
• Continuous Professional Development opportunities
• 33 days of holiday (25 + bank holidays)
• Staff social calendar and events
• The opportunity to make a real and positive difference to nature, communities, and the climate.

Closing date: Monday 11 November 2024

Interested?

If you would like to find out more, please click the apply button. You will be directed to our website to complete your application for this position.

Somerset Wildlife Trust have an Equality, Diversity and Inclusion Plan and are committed to continuing to improve the equality, diversity and inclusion of every aspect of our work; we know we need to engage with everyone to live our values and achieve our goals. We welcome applications from everyone and are happy to discuss any accommodations or arrangements that would make the recruitment process better for you, and the working environment should you be employed.

No agencies please.

1-year fixed term contract, maternity cover

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

Accountable to: Director of Operations & Membership Systems

PLEASE SUBMIT COVERING LETTER ALONGSIDE CV FOR YOUR APPLICATION.

Key Responsibilities:

Facilities and office administration

· Lead on all first aid and fire compliance duties

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

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

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

· Stationery, refreshments and printing replenishing and ordering

· Courier and postage bookings and arrangements

· Maintain a supplier contact list

· Processing, collating and reconciling credit card expenses

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

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

Events and Travel Administration

· Manage event registrations.

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

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

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

· Identify and negotiate bulk accommodation for FPH events/conference

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

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

Zoom administration

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

· Log relevant meetings in the booking’s spreadsheet

· Host zoom meetings and provide support as required 

Membership Programme

· To provide administrative support to the membership team when required

· Assist with incoming membership queries/request

Workforce Programme (Revalidation & CPD) 

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

· monitoring and delivering the revalidation service

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

· maintaining and updating the list of FPH revalidation appraisers

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

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

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

· monitoring and delivering the annual programme

· maintaining and updating the CPD database

· processing annual CPD returns

· arranging annual training of CPD advisers

· supporting members in using the online CPD Diary

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

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

· organising and servicing meetings as required

· preparation of papers

· minute-taking and follow-up of action points

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

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

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

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

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

Person Specification

Skills and abilities

Excellent organisation and problem-solving skills = Essential

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

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

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

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

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

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

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

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

Experience & Qualifications

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

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

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

Degree qualification or equivalent = Essential

Experience of working in a operations or facilities team = Desirable

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

Experience of working in a membership organisation = Desirable

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

Living in Oundle, Thrapston and the surrounding villages of North East Northamptonshire is very special. Volunteer Action is a local charity supporting local residents who may be elderly, unwell, disadvantaged or have disabilities. By providing services to these valuable members of the community, our aim is to maintain independence and improve the quality of their lives.

We are hiring an Operations Manager at Volunteer Action - 30 hours per week - £30k FTE.

If you are Interested in this role, some general criteria are:

General Operations Management experience (desired)

Strong communication skills

An understanding of budgetary management to support the development of the charity.

Confidence in using software packages such as the Microsoft suite.

Ability to use social media for promotion and marketing

A positive 'can do' attitude.

Job Title: Operations Manager

Accountable to: Chief Executive and Charity Manager (CE)

Job Purpose

This is a hands-on role, the purpose of which is to work with the staff to ensure that the Volunteer Action (VA) services are fully operational and delivering customer service excellence.

To co-ordinate and develop the volunteering programme to meet the demands of the services provided by VA to meet the Charity’s aims.

To support the development and management of all external communications, marketing and fundraising activities.

To work closely with the CE and deputise as and when required.

Key Responsibilities

Operations

a) Day to day supervision of office volunteers, including rota production

b) Ensure the databases are used accurately, kept up to date and maintained within GDPR guidelines

c) Ensure that day to day activities are executed professionally and economically

d) Ensure all administrative functions are completed effectively and in a timely fashion

e) Ensure all mandatory documentation is completed and accurate records are maintained

f) Identify and introduce continuous improvements to working procedures

g) Identify, develop and deliver training for staff and office volunteers as required

h) Ensure the office is manned optimally to meet the changing demands of the service including providing cover for holidays etc as required

i) Work with the team to ensure a co-ordinated message and optimise growth of all the Charity’s services, stepping in to assist where necessary

Volunteers

a) Actively source new volunteers, ensuring volunteering opportunities are available in line with VA’s aims and objectives

b) Ensure all information and application packs are up to date and accessible

c) Support the recruitment and training of all volunteers, actively maintain good relationships, monitor performance, obtain feedback and ensure appropriate recognition

d) Ensure compliance with Disclosure and Barring Service regulations, GDPR, Equality and Diversity policies

Information, Communication and Marketing

a) Support the production of content and assist in the distribution of the monthly communication to volunteers and the annual VA Newsletter arranging mail-outs to clients as required

b) Encourage use of our other services when communicating with members

c) Provide presentations as required to other organisations about volunteering programme

d) Attend or arrange events to promote the volunteering programme in the local communities (These meetings may be out of office hours)

e) Manage external communications, including website and social media

Deputising for the Chief Executive and Charity Manager

a) Work with, and send information to, other organisations who work with our client group on an ongoing planned basis, ensuring that the referral pathways are open and accessible

b) Represent VA at relevant meetings, including developing partnership working with organisations that have a common purpose or work with the client group

c) Support the CE in the preparation of evaluation documents and impact reports

d) Monitor and identify gaps in service and seek ways to bridge the gaps

e) Understand the funding mechanisms and support the CE in bids and fundraising events

f) Undertake any other tasks and duties that may reasonably be required in relation to the service