Office Administrator

The Foundation of Nursing Studies (FoNS) is a charitable organisation that works across health and social care, UK-wide. For over three decades FoNS has supported nurses and midwives, and their teams to transform their ways of working towards care, practice and workplace culture that is person-centred.  ​

Main Job Purpose: Administrative support to FoNS team, diary and meeting management for the CEO and Board of Trustees, support the Resilience-based Clinical Supervision programme with administration requirements.

Hours of Work: 35 hours per week (either full days or regularly reviewed flexible hours)

Terms of Employment: Substantive. 3 months’ probation period. Hybrid working with a requirement to attend the office in central London at least 3 days per week.

Salary: £29-34K (Including London Weighting)

Holiday: 25 days per year + Public Holidays + additional paid leave days for Christmas closure

Pension: 8% employer’s contribution

Staff wellbeing/Benefits: Employee Assistance Programme through our HR partner. Travel card loan (both following successful probation period)​

1. Office Management

• ​Build and maintain good rapport with internal and external colleagues. 
• Manage the FoNS general administration email account, balancing the urgent and important work that needs to be achieved.
• Assist with the management of the physical office space, equipment, liaison with our landlord and attend the quarterly Health and Safety committee.
• Assist with the administrative needs and priorities of FoNS and supports the team, CEO, Chair and trustee
• Be a point of contact with our HR company and manage the HR dashboard.
• Liaise with our external IT providers to ensure smooth running of our IT systems.
•  Adhere to data protection and GDPR standards.
• Maintain a tidy office that is welcoming to our staff and guests.

       2. CEO and Board of Trustees Administration and Governance Support

Supporting the Chair and CEO with specific administration duties including the following: -

• Assist the CEO with the Company Secretary role as required.
• Aid the CEO and Chair with internal and external communications where agreed.
• Provide diary management and arrange meetings for the CEO and Chair.
• Organise meetings for FoNS programmes, staff and take minutes/notes and maintain the risk register and action logs.
• Prepare the quarterly Board papers in consultation with the CEO and Chair, liaise with attendees, take minutes/notes
• Review CEO email in box daily and action according to agreed protocols.
• Undertake occasional special projects requested by the CEO

       3.Programme Support 

• Work with programme leads to provide administration support where needed.
• Support the team to maintain an up to date website, i.e. upload and remove posts.
• Support the team to plan and organise events, taking an active role in event preparation.
• Be part of the Resilience-based Clinical Supervision programme team, providing administration support to the general day to day running of the programme.
• Provide social media and general communications support to the team.

        4. Specific Attributes Required

• Understands the challenges and benefits of working in a small and agile team.
• Has the confidence to ask for support.
• Will have a wide variety of administrative experience.
• Brings discretion and confidentiality to the role. 
• Enjoys working flexibly as there will be occasional later days for Board meetings or external event travel.
• Ability to keep track of a number of parallel pieces of work and deal with interruptions.  

This is a comprehensive list, but we are not expecting the candidate to be in a position to fulfil every one of these without a period of onboarding, induction and shadowing.This list of duties is not exhaustive.