Administration Officer

Job Description

Role purpose

The Administration Officer will provide support to IAPO’s team and board of trustees to ensure that all administrative processes involved with the board and its committees, and IAPO’s operations, projects, membership, IT, and facilities are effectively coordinated and managed to ensure seamless business operations. The post holder will report to IAPO’s Chief Executive Officer.

Responsibilities

The main responsibilities of the post are detailed below. The post holder will also be required to undertake some appropriate tasks outside of these main responsibilities. As a small organization, IAPO requires all staff to be able and willing to support the running of the office and to carry out a range of activities.

·      To help promote a culture of planning, efficiency and collaboration within IAPO.

·      To act as the first point of contact for any communications into IAPO (unless they are addressed to a specific person) and ensure that they are directed to the most appropriate person for action.

·      To work with the CEO in supporting the board of trustees and its committees, ensuring that timely and appropriate information is given to aid the board and committees in their decision-making processes, and that decisions of the board and committees are minuted, filed, and monitored.

·      To help ensure key organisational deadlines are met, including for board meetings, internal and external events.

·      To assist with arrangements for the attendance of IAPO staff, trustees or, if applicable, representatives of member organisations at external events and conferences e.g. their travel arrangements, reimbursement of expenses etc.

·      To organise meetings, schedule appointments and support the delivery of IAPO events and projects.

·      To coordinate and maintain data entry, including updating records and databases for CRM and legal information to ensure that IAPO is able to operate and make decisions on the basis of accurate and up to date information.

·      To manage the stock of office supplies, materials and equipment to ensure smooth office operations, events and projects.

·      Liaise with suppliers, including IT hardware, software, database support, website server and domain suppliers, insurance, mailing house and printers.

·      Help process membership applications, and be responsible for all invoicing, renewals and filing applications.

·      To maintain HR records, support recruitment processes for staff and volunteers, keep up to date with and make arrangements for training and development opportunities for staff and volunteers, and other HR-related tasks as required.

·      To support other IAPO staff members with administrative tasks as required.

·      To liaise between staff members in the office to ensure coordination of information and processes to promote  efficiency.

·      To develop, improve and maintain effective administrative processes for IAPO to support efficient workflows.

·        Such other duties as may be reasonable as administrative support.

Person Specification

The post holder must be prepared to work collaboratively in a relatively small team. They should be prepared to contribute to the friendly, positive and mutually supportive atmosphere that has been developed at IAPO. The post holder is expected to model IAPO’s values and to take an empowering approach to their work with IAPO’s members, within the staff team, and with other stakeholders.