Communication Assistant Jobs

About the Role

Medical Aid for Palestinians (MAP) works for the health and dignity of Palestinians living under occupation and as refugees. MAP is the leading UK charity delivering health and medical care to those worst affected by conflict, occupation, and displacement, in the occupied Palestinian territory and Palestinian refugee camps of Lebanon.  

To ensure individual supporters are treated in a responsive and respectful way.  Also, to support the Fundraising team with the maintenance of records / transactions and assist with the management of MAP's fundraising database: Microsoft Dynamics.  

About You

As a Supporter Care & Database Assistant you will be the first point of contact for our supporters, community groups, organisations, media representatives & others who get in touch with MAP directly by phone, email and by post.
You will ensure that data entry into our fundraising database: Dynamics, is accurate and kept up to date, to enable us to steward our supporters effectively.
You will also be responsible for banking donations received at our London office and thanking our wonderful donors.
We’re looking for someone who is passionate about providing excellent customer service and is a clear communicator. You’ll understand how important it is for MAP to engage with our supporters effectively to ensure lasting relationships. 

Duties and key Responsibilities

  Be responsible for responding to supporter enquiries by telephone, letter and email, within our service level agreements.      as well as handling outbound supporter care calls and other communications.

• Process donations from multiple income streams, ensuring supporters are thanked according to internal guidelines.

• Maintain supporter and organisational records in our database. 

• Using data securely and with best practice data protection principles in line with GDPR.

• Help MAP to maximise return from the Gift Aid scheme by ensuring declarations are added correctly and updated where necessary.

• Develop & maintain effective working relationships with colleagues in & outside of fundraising.

• Carry out ad-hoc tasks when necessary, as discussed & agreed with the Supporter Care & Database Manager.

Other responsibilities

• To assist with the banking of cheque and cash donations received at head office.

General Responsibilities

• Support the mission, ethos and values of MAP

• Support and promote diversity and equality of opportunity in the workplace

• Work collaboratively with others in all aspects of our work

• Represent and be an ambassador for MAP

• Maintain and improve competencies through continuous professional development

• Abide by organisational policies, codes of conduct and practices

• Treat with confidentiality any personal, private, or sensitive information about individual organisations and or clients or staff and MAP data.  

Person Specification

Experience

• Experience of supporter or customer care

• Experience of customer relationship management (CRM) databases

• Experience of using Dynamics is desirable

• Experience of transaction processing, e.g. credit cards, cheques

Skills and abilities

• Good interpersonal skills and an excellent team player. Someone who is open, able, and willing to deliver beyond a personal brief

• Ability to work well under own initiative, meet deadlines and have a good attention to detail

• Interest and ability to learn technical skills relating to the functions of the fundraising database.

• Good communicator with an ability to share information in clear and concise language

• Strong attention to detail

Education/training

• Able to use a computer with confidence, advanced MS Office desirable 

Personal attributes and other requirements

•Commitment to a zero-tolerance policies on sexual exploitation & abuse/safeguarding. 
•Commitment to anti-discriminatory practices and equal opportunities.
•Commitment to the values and ethos of MAP (Solidarity, Dignity, Impact & Integrity).

• An ability to apply awareness of diversity issues to all areas of work

• Ability and willingness to work weekends/evenings on occasion to support events and other charity activities in the UK, and to travel overseas where necessary. 

Note: We encourage all interested applicants to apply even if they don’t meet all criteria in the person specification 

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.

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.

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.

The Senior Marketing, Communications and Public Affairs Manager will drive growth and retention, provide strong advocacy for the library, information, and knowledge management profession, and ensure effective, joined-up marketing, communications, and public affairs activities. Working closely with the Business Development Director, you will play a pivotal role in achieving CILIP’s goals and demonstrating strong advocacy for our profession.

Full Time 35 hours per week | Fixed Term 12 months | Hybrid | Closing Date 28th November 2024
Salary: £50,085

Job Reference: SMC01 (Please quote this on any correspondence)

An exciting opportunity to make a major contribution to the success of the leading professional body for librarians and information professionals.

The Chartered Institute for Library and Information Professionals (CILIP) is a London-based charity with a friendly, hardworking team supporting our members in the UK and internationally.  We are the only independent voice for the UK’s information profession. We are guided by our Royal Charter to develop and improve library and information services.

The ideal candidate will have extensive experience in leading, developing, and managing high-performing teams within a marketing and communications context. They will possess a creative flair, strong editorial judgment, and an eye for detail, capable of developing compelling copy and engaging ideas. The successful candidate should have a proven track record in developing and implementing effective marketing and communications campaigns, including digital campaigns, and have experience working with national and international media. They should also demonstrate strong networking skills, political awareness, and the ability to engage and influence a wide range of stakeholders. Experience in the membership sector, charitable context, or information, knowledge, or library sectors would be advantageous.

Responsibilities of the role include:

• Develop and execute integrated marketing and communications strategies across all channels to support CILIP’s objectives, particularly focusing on member retention and recruitment.
• Oversee media and public affairs activities, including planning proactive PR campaigns, managing crisis communications, and maintaining CILIP’s reputation as a thought leader.
• Engage and influence key stakeholders through effective public affairs strategies, growing CILIP’s profile, and positioning CILIP strategically on key policy issues.
• Ensure consistent use of CILIP’s brand guidelines and collaborate with the Editor-in-Chief for a unified content strategy.
• Monitor and report on the effectiveness of marketing and communications initiatives, making data-driven improvements to enhance performance.

About CILIP

The Chartered Institute for Library and Information Professionals (CILIP) is the UK’s library and information association. We promote education, literacy and prosperity for all by raising standards in libraries, information and knowledge management. We work to improve services, develop our members’ expertise and champion the sector. We are the only independent voice for the UK’s information profession. We are guided by our Royal Charter to develop and improve library and information services.

This is a fabulous opportunity to join a modern charity and professional body. CILIP is at an exciting phase in its growth with significant investments in member offerings and digital transformation plans.

Why work for CILIP Hybrid working

• 26 days' annual leave plus public holidays (pro rata’d for part time employees)
• The option to buy up to 5 days' additional annual leave
• Generous pension scheme (Employer contribution of 10%, employee contribution of 5%) including death in service benefit
• Access to CILIP’s Employee Assistance Programme
• Generous enhanced leave benefits, including occupational sick pay, maternity leave, paternity leave and carers leave
• Annual flu vaccination voucher
• Perkbox employee discounts and wellbeing hub
• Contribution to eye tests

This is a pivotal strategic role in our organisation which will focus on the growth and development of our engagement with our stakeholders, partners and supporters. Together with your counterpart, The Head of Fundraising and Communication (Public and Corporate), you will drive income growth and lead on developing our social capital and presence within the city.

We are currently undergoing a strategy refresh and are looking for someone with a proven record of securing and maintaining large, multi-year grants, strategic acumen, innovative thinking and a positive proactive outlook to support us on the next stage of our development.

This role will be based at our main office in Bristol and will require the post holder to be present at our offices with some homeworking.

The post-holder will be responsible for Dorset County Hospital Charity’s fundraising communications, promoting the work of the Charity, in particular our £2.5M capital appeal, to contribute towards meeting our fundraising goals. The successful candidate will have prior experience of working as part of a communications/fundraising team, ideally in charity or health care sectors.

Main duties of the job

Work closely with the Head of Charity and DCH Charity fundraising team to ensure effective charity fundraising communications, ensuring agreed procedures are followed accordingly.

Take a proactive role to reaching audiences to communicate effectively with the public, fundraisers, staff and stakeholders.

Ensure effective communications, marketing and promotion of capital appeal activities, working with other colleagues as required, to maximise publicity and support for the capital appeal.

Produce fundraising stories for distribution via news releases to the media.

Design fundraising, digital and promotional materials using the Charity’s visual identity, such as leaflets, website, mailings, posters and presentations.

Plan, create and deploy social media content to promote Charity appeals, fundraising campaigns and events including graphics, photos and videos.

Generate new ideas and coordinate the development of digital innovation. Contribute clear, accurate and engaging digital content.

Maintain and update the Charity’s website and internal intranet (StaffNet).

The Programme Assistant will provide support to the School Partnerships team to help deliver the programme, and will report to the Head of School Partnerships.  The role will include organisation and support for events, drafting and distributing email newsletters, data collection and processing, and other logistical and administrative support across the programme.

This post will have specific responsibility to the School Partnerships team in the first instance. The School Partnerships Programme offers funding and support to groups of schools in England that are committed to enhancing physics teaching and learning. There are approximately 120 school partnerships.

The Ogden Trust is a charitable foundation, started by Sir Peter Ogden in 1999, which supports the teaching and learning of physics. The Trust supports a range of initiatives, programmes and projects supporting schools, teachers of physics and informal science education.

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.

We are searching for a Marketing and Communications Officer to join our team. In this role, you will work closely with the Head of Marketing and Communications, the Digital Marketing Officer, as well as external agencies and freelancers. This position is ideal for a collaborative marketer who can develop and manage diverse storylines and foster relationships across internal teams, journalists, and marketing partners.

The successful candidate will lead campaign management, email marketing, and PR efforts, focusing on reaching new audiences and increasing awareness of Lakeland Arts. You will play a key role in driving engagement with our programmes, events, and membership opportunities.

Lakeland Arts is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

You can see a more detailed breakdown of the key responsibilities for this role in the attached job description. Please note that the key responsibilities listed in the job description is not an exhaustive list.

P&C Administrative Assistant

About Internews

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

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

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

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

About the role

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

Roles and Responsibilities

Human Resources

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

General Administration:

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

Person Specification

Essential

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

Desirable

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

Recruitment Timeline:

Closing date for applications: Wednesday, 11 December 2024

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

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

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

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.

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.

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.