Office Manager Jobs

The Froebel Trust is an endowed charity that supports the Early Childhood Education and Care sector. Our grants, resources, courses, and events support and inspire tens of thousands of educators across the world.  Following a successful period of growth, we are seeking an experienced Communications Manager who can think and act strategically to increase our reach and engagement even further with inspirational and impactful communications. Working remotely with on-site team meetings once a month in London, you will be building and sustaining great relationships with multiple contractors and volunteers, and managing a diverse portfolio of work. 

We are recruiting an Executive Assistant to the Chief Executive and PA to the Senior Leadership Team who will share our passion and commitment to members of the fire and rescue services community to live healthier and happier lives.

The post holder will work at a senior level to provide effective strategic executive support to the Chief Executive and proactive administrative assistance to all members of the Senior Leadership Team (SLT). The post can be based at one of our charity workbases (Littlehampton, Penrith, Exeter, Basingstoke) or homebased with occasional travel

This post holder is the primary point of support to the Chief Executive and directors. This is therefore a fast-paced, multi-faceted role with a number of varied and competing daily priorities to manage. The post holder will be situated at the beating heart of the senior team, enabling its effectiveness and agility.

Our Senior Leadership Team and colleagues throughout the organisation are ambitious for the charity and increasingly work in a contemporary and dynamic way, modelling progressive and inclusive leadership and always supporting one another to take opportunities and to manage competing and changeable priorities so we can achieve our shared and individual objectives. We are looking for someone who will thrive in this working style.

We are looking for a very special, experienced and positive executive assistant who will work in an agile and dynamic way. He/she/they will have a positive, observant, courteous and friendly manner and be resourceful and tenacious.

Generally, you will:

• Provide strategic executive support to the Chief Executive
• Provide administrative support to the Senior Leadership Team
• Provide exceptional stakeholder correspondence and engagement internally and externally

To be successful in this role, you need relevant experience:

• Providing executive, secretarial and/or administrative support at a senior level in an organisation of similar breadth and scope and in a pacey, dynamic and rapidly changing environment
• Managing multiple diaries
• Managing events and/or projects
• Researching, synthesising and summarising complex information for the purpose of briefing an executive
• Drafting sensitive correspondence to high-profile and/or key stakeholders
• Administering board or committee meetings

This post is subject to a disclosure and barring check.

How to apply

To apply for the role, please submit your CV and an introductory letter via our online portal. Alternatively, please contact us for an application form.

Closing Date 9.00am on 9 December 2024

We welcome applications from all sections of the community. When recruiting our new team members, regardless of the role, we are looking for people who share our values.

Interiew Dates

First interviews will take place via MS teams on 11 December 2024 with second round interviews to take place in person, in London, on 16 December 2024.

We reserve the right to close this role early should we receive a sufficient number of applications. Due to the number of applications we receive, we are unable to contact applicants who are not shortlisted for interview. If you do not hear from us within two weeks of the closing date, please assume that your application was not successful this time.

Fundraising & Marketing Manager

Do you want to be part of the team leading a charity that has a 135-year history of combating the challenges arising from deprivation and social exclusion in East London?

Our mission at St. Hilda’s East is to equip our service users with the resilience to navigate modern life. We welcome everyone into our spaces and work together to deliver engaging activities, promote social contact and ultimately enrich lives. 

Located in Tower Hamlets, we welcome people of all ages to our large, friendly community centre in Shoreditch where we offer a wide range of activities promoting wellbeing and social connections. Our services include sensory play for Under-5’s, youth programmes, wellbeing activities for those experiencing mental health issues, bilingual advice, and activities to reduce social isolation and enhance physical and mental wellbeing for older people. We also run a day centre in Shadwell, where we care for elders from the Bangladeshi and other communities. 

This is a particularly exciting time to join St. Hilda’s East as we commemorate our 135th anniversary. We have a unique relationship with our founders, the Guild (alumnae) of Cheltenham Ladies’ College, we are located on the fringes of the City,  and we generate income from hiring out space in our community centre. These opportunities make the Fundraising & Marketing Manager position varied and interesting, with plenty of possibility to grow and develop in the role. 

The Fundraising & Marketing Manager will take the lead in developing and implementing our fundraising and marketing strategies, splitting your time about 60/40 between the two functions. As Fundraising & Marketing Manager you will be responsible for securing funding from a wide range of sources, stewarding relationships with our supporters, and managing communication with external stakeholders. 

It is not essential to have experience in the non-profit sector; we would love to hear from you if you have experience in sales and marketing in a commercial environment and are looking to bring your talents to the charity sector. 

This job is for you, if you:

• possess excellent writing skills and a passion for communicating our charitable mission, possibly moving into the charitable sector for the first time 
• have the ability to develop positive relationships with a diverse range of people including prospective corporate sponsors, high net worth individuals, partners, colleagues, and service users 
• have a proactive and creative approach to solving problems and researching and developing new sources of income. 

Benefits include flexible working arrangements including the option to split your time between our office and home, 25 days annual leave, and access to an Employee Assistance Programme.

Closing date for applications: 15th December 2024 

Our Recruitment Policy: St Hilda's is committed to racial justice and wider inclusion and diversity. We are working towards a goal where our team fully reflects the diversity and difference in lived experiences of our local community.

#fundraising  #marketing    #fundraisingmanager    #marketingmanager

Making The Leap is an innovative societal change charity that aims to make a big difference. From direct delivery, to advocacy and leadership, we refuse to stay in our lane and believe passionately that those we exist to serve have the right to be anything they want to be. To say that this is an exciting time for the organisation would be an understatement, as our incredible funders, donors, partners and supporters have given us the chance to move to the next level, and have further influence and delivery nationally.

The shared soul of the organisation is to be passionate about helping young people from less-advantaged backgrounds; build up other charities and community groups and want to partner with them or support them; want to work with businesses and organisations to get things done; and care deeply about addressing racial inequity.

The organisation has a number of strands: core Making The Leap; the UK Social Mobility Awards; the Social Mobility Podcast; Black Charity Leaders and The Social Mobility List.

LOCATION - Remote 

Are you looking for an exciting and rewarding role in 2024? Apply for the HR Manager role at homelessness charity Emmaus UK.

About Emmaus

Emmaus is a secular organisation supporting homeless and socially excluded people by providing a home for as it is needed, meaningful work in a social enterprise and a sense of belonging and community. There are currently 30 Emmaus communities in the UK stretching from Glasgow to Dover and Norfolk to South Wales, collectively supporting more than 850 people. There are also 3 Emmaus groups working towards the development of services in their areas. We understand that a home is more than just a roof over your head; it’s somewhere to belong, where you feel part of a community, and that’s what Emmaus offers.

About the role

The principal responsibility will be to support our ambition to become a best practice national body and an employer of choice, responsible for the day-to-day management of the HR function within Emmaus UK, as well as the development of our approach to in-house learning and delivery of our new People & EDI Strategy.

The role will be responsible for all aspects of Human Resources at Emmaus UK, overseeing the whole employee lifecycle, from recruitment and induction processes to offboarding and exit interviews.

The postholder will oversee HR processes, reviewing their effectiveness and identifying and embedding improvements to improve the employee experience.

Working with the Director of Resources, the role will be central to the delivery of the strategic objectives with an HR focus, while taking responsibility for the operational HR function to ensure a positive and supportive working environment for the staff team.

Who are we looking for?

The newly created role of HR Manager will sit within the Resources directorate, to support the delivery of key charity and federation-wide objectives, as part of our mission to empower people affected by homelessness and poverty to change their lives for the better while using our voice to achieve social change.

What we offer

· £46,297 (pro rata)

· Working hours: 3 days per week, Monday to Friday

· Contract: Permanent

· Pension: Stakeholder pension with employer contribution

· Annual leave: 25 days + Bank Holidays + 3 concessionary days leave

· Training & development: Ongoing training and development

· Volunteering: 2 days allowance each year

· Employee assistance: 24/7 employee assistance scheme is available

· Wellbeing: Weekly wellbeing hour to promote personal wellbeing

· Flexible working: Options available, subject to the requirements of the role

· Life assurance: Death in service lump sum of 3 x salary

To apply

To apply for the role, please complete our application form and equal opportunities monitoring form and email us by Sunday 08 December 2024.

Please ensure you download the job pack and refer to the job description and person specification when completing your application form.

Those shortlisted will be invited to an interview conducted via Microsoft Teams week commencing Monday 16 December 2024.

If you would like to arrange an informal discussion about the role, please email us.

Equal Opportunities

Emmaus UK provides equal opportunity for all job applicants and employees and is committed to providing a work environment free of discrimination. We are dedicated to an inclusive culture, and we strive to create a workplace where teams of people with diverse backgrounds, characteristic, perspectives, ideas and experiences work together. We welcome applications from all individuals irrespective of age, race, gender, sexual orientation, ethnicity, religion or belief, disability, marital status or parental responsibilities.

To ensure fairness and consistency to select the best candidate for our roles, all our applications are anonymised up until an interview has been confirmed so that shortlisting is based solely upon the suitability of the candidate’s experience.

• Ensuring that all requests and 1st & 2nd level queries (phone, email and in-person) are responded to promptly and effectively including providing tours of the Centre to prospective members.
• Interacting with members on a daily basis, delivering a superb experience
• Full responsibly for bookings & payments for all Classes, Clubs, activities, services, membership fees, etc. on the online system the Centre uses (training will be provided)
• Promoting all membership, classes, clubs, activities, special events and services with respective prices and availability to members and visitors
• Processing applications for membership and volunteers as per the Centre’s process.
• Managing drop-in activities which take place weekdays from 9 am to 12 noon. 
• Organising room setup requirements for activities, especially classes, meetings and events
• Maintaining the professional appearance of the office at all times, including ensuring front office filing systems are maintained and up to date
• Training and managing volunteers supporting the front office, Front Office Assistants, ensuring they are aware of their responsibilities and performing to a high standard
• Responsible to making sure members renew on time and membership renewal is up to date.
• Responsible for maintaining all notice boards in the Centre and keeping them up to date with correct posters and announcements.
• Receive and help with various deliveries ensuring everything is received properly and is kept in its correct place.
• Maintaining the activities list, class and clubs registers and the login/out ledger and visitors log for all members, visitors and volunteers.
• Making sure the relevant Health and Safety requirements and other obligations are being met and correctly observed
• Reporting any maintenance issues quickly and clearly to the Community Manager
• Overseeing and ensuring that all administrative processes are carried out in line with the Centre’s policy
• Opening the Centre in the mornings and possibly closing in the afternoon.
• Reconciling money received on a daily basis reporting this to the General Centre Manager
• You might be required to attend/support events out of working hours including weekends. You will receive time off in lieu for any hours you work over your contractual hours

What you need to have?

• Excellent knowledge and understanding of IT systems including MS Office (Word, Excel and PowerPoint).
• Strong organisational skills & ability to multi-task
• Experience of working in a similar role and environment
• Able to demonstrate your ability to provide high quality customer service
• Good numeracy and literacy skills and an eye for detail and accuracy
• Self-motivated and able to work under pressure and on your own initiative without ongoing direct supervision
• Be an enthusiastic, flexible and adaptable team player.
• Understandings the importance of safeguarding
• Ideally living locally or within easy commute to Centre

Founded in 2007, Electric Storm Youth (ESY) is a youth work charity based in Lancing, West Sussex. We run a full range of youth-based programmes, including young carers support, mental health counselling, general youth sessions, LGBTQ+ sessions, street-based (detached) youth work, mentoring and work-experience.

ESY currently support around 200 young people by working to improve their personal and social development, teaching them new skills, and improving the quality of their lives.

We are looking for an experienced Business/Office Manager to join our team to support the Chief Executive Officer (CEO), Senior Youth Work Manager, Board of Directors/Trustees and our wider team of youth workers and volunteers as well as providing general business administration and office management. 

This role offers lots of opportunity to bring your business management skills to ensure the smooth and efficient running of the operational side of the charity.

Are you an experienced administrator with a passion for using your skills to help improve the lives of older people? Join our team!

You would be at the heart of Care Rights UK’s work, supporting our small team to deliver our ambitious aims. You would manage the office to ensure smooth running of our processes and help us improve our efficiency. You would provide administrative support across our services, campaigns, research and policy work, helping us to raise our profile. You would support our members and Lived Experience Group, helping us to grow and diversify our reach.

You would be welcomed into our small, dedicated, friendly team. Working alongside colleagues who are experts in their field, there would be dedicated time for co-learning and sharing knowledge and skills.

The ideal candidate will be a positive, can-do person, with a passion for using their organisational and interpersonal skills to champion the rights of people needing care.

This is an exciting period of change for the charity, as we invest in growing our services and seek to diversify and increase our reach across the UK.

We value equality and diversity. We welcome applications from everyone regardless of age, gender, ethnicity, sexual orientation, faith, disability, or carer status.

At The National Brain Appeal, we support Queen Square, one of the world’s leading centres for the diagnosis, treatment and care of patients with neurological and neuromuscular conditions, to fund pioneering research, innovative treatments and world-class facilities. These include stroke, multiple sclerosis, brain cancer, epilepsy, Parkinson’s disease, and dementia.

We are a charity on a transformation journey, with an exciting growth strategy, and we are now looking for an efficient and capable SMT PA & Office Manager to support our ambitious and dedicated team to deliver this strategy. This role will reward someone with a strong PA background, who can provide first class support to trustees and leadership team, while also ensuring the smooth running of a small office.

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.

Salary & Benefits: £35,017

- 25 days annual leave (plus bank holidays) and a discretionary Christmas closure
- Benefits platform with discounts on retail, dining and days out
- Salary sacrifice schemes for savings on gym memberships, bicycles and nursery/childcare
- Enhanced maternity and paternity pay & leave
- Free Headspace memberships
- Access to a free Employee Assistance Scheme to support you inside and outside of work

Location: Hybrid (1-2 days from home) with travel to our 5 main visitor centres based in London and head office (Victoria)

Flexible working requests are welcomed.

Role & Responsibilities

Our 36 nature reserves welcome over a million visitors a year, providing us an invaluable opportunity to engage and inspire Londoners to connect with nature, support our mission and take action for wildlife in their neighbourhood. We’re seeking a Visitor Engagement Manager to create unforgettable visitor experiences across our beautiful nature reserves.

You’ll take the lead in creating a visitor engagement strategy that ensures an inspiring journey for our visitors, ensuring that experiences are educational, inspiring, and convey our brand purpose and mission. This will include curating and delivering an ambitious programme of events and activities, designed to captivate new audiences, teach and inspire communities, and foster lifelong advocates for nature. From seasonal trails and wellbeing workshops to educational seminars, you’ll bring our reserves to life, creating experiences that inspire Londoners to get involved in nature's recovery.

Key Responsibilities:

- Create Inspiring Visitor Experiences: Create a visitor engagement strategy including developing an engaging public events programme, providing a variety of activities from guided walks to craft workshop, and overseeing key messaging for the Trust, use of permanent and promotional signage on sites.
- Lead & Support Teams: Recruit, train, and manage a small team to support your work, ensuring high standards in visitor experience and engagement.
- Collaborate & Innovate: Work closely with the Marketing and Conservation teams to promote events and partner with like-minded organizations to expand our public programming.
- Analyze & Grow: Use post-event feedback and survey data to refine our approach, tailoring events to diverse audiences and benchmarking our reserves with other visitor attractions to keep our offerings fresh and exciting.
- Manage Budgets: Oversee financial aspects of programming, from budgeting to vendor payments, ensuring our events are both impactful and sustainable.

We’re looking for:

- An independent, creative thinker with experience in delivering public events
- A natural ability to connect with diverse groups, you excel in project management and know how to balance creativity with clear planning
- An eye for detail and a strong commitment to LWT’s mission, with a track record of delivering high-quality events on budget.

(Please see job description for full person specification and responsibilities)

Closing Date: Monday 2nd December at 9am
Interviews: scheduled to take place week commending 9th December. Reasonable adjustments will be offered to all candidates including the choice to meet online or in-person.

Does this sound like you? We’d love to hear from you!

Our vision is a London alive with nature, where everyone can experience and enjoy wildlife. In order to achieve our goal of engaging everyone in protecting London’s wildlife for the future, we know that our staff team needs to better reflect and represent all of London’s communities. Read more about London Wildlife Trust’s commitment to Equality, Diversity and Inclusion on our website.

We are also committed to ensuring the safety and wellbeing of children, young people and adults at risk is at the heart of our engagement with people, read more about London Wildlife Trust’s commitment to Safeguarding on our webiste.

Our 36 nature reserves welcome over a million visitors a year, providing us an invaluable opportunity to engage and inspire Londoners to connect with nature, support our mission and take action for wildlife in their neighbourhood. We’re seeking a Visitor Engagement Manager to create unforgettable visitor experiences across our beautiful nature reserves.

REF-217 970

Monitoring, Evaluation and Learning (MEL) Manager

The Clean Air Fund is looking to recruit a Monitoring, Evaluation and Learning (MEL) Manager to join their team in London, Delhi or Accra. This is an exciting opportunity to join a rapidly growing organisation whose mission is to use philanthropic grants to catalyse a reduction in air pollution.   

The role is critical in understanding and learning from the difference which CAF makes. By streamlining and managing data processes and systems, leading on data analysis and reporting from across CAF’s portfolios, tracking performance at an organisational, portfolio, and grants level, we will build a foundation for learning and insights, and drive maximum impact as CAF delivers an ambitious and exciting strategy. 

To be successful in this role you will have the following skills and experience; 

• Advanced quantitative and qualitative data analysis skills and experience. 
• Demonstrable experience synthesizing learning from large volumes of data and communicating these in a clear and structured manner. 
• Extensive experience managing data throughout the programme cycle from data collection design to final reporting. 
• Advanced skills in Microsoft Office tools particularly Excel and Powerpoint. 
• Strong ability to communicate results to non-technical audiences in a variety of ways. 
• Solid experience managing MEL frameworks (including Theories of Change and results frameworks) and implementation of MEL for large international projects and programmes. 
• Experience creating a culture of - and mechanisms for - openness and learning across a team of multiple partners and geographies. 
• Some experience of various MEL tools and approaches such as outcome harvesting, most significant change, participatory evaluation alongside experience/understanding of quantitative MEL tools and approaches. 
• Resilient self- starter. 
• Comfortable working at pace and dealing with multiple demanding priorities. 
• Shows a pragmatic and flexible approach to work. 
• Excellent interpersonal skills and ability to build strong working relationships, coordinate across teams and to provide feedback in a sensitive and constructive manner. 
• Ability to deal with diverging views and opinions and to negotiate professionally to reach agreements and solutions. 
• Inquisitive, and able to think critically and expansively. 
• Holds self and others accountable to meet commitments. 
• Highly organized with meticulous attention to detail. 
• Proven ability to work internationally across different cultures and geographies.
• Strong workshop facilitation skills. 

For more information on this role, as well as the full person specification please see the job description

• Closing date – We will be reviewing applications on an ongoing basis
• Salary – Depending on location
  • In UK £51,838 - £66,583 gross per annum
  • In Ghana GHS 412,536.11 - 526,337.76 gross per annum
  • In India INR 3,807,625 - 4,858,003 gross per annum
• Type of employment - Permanent 
• Interviews- We will be interviewing on an ongoing basis

As an employer, we are committed to ensuring the representation of people from all backgrounds regardless of their gender identity or expression, sexual orientation, race, religion, ethnicity, age, neurodiversity, disability status, returning parents, carers or any other aspect which makes them unique. We particularly welcome applicants from under-represented groups  to apply and would encourage you to let us know if there are steps we can take to ensure that the recruitment process enables you to present yourself in a way that makes you comfortable. We are committed to ensuring the safety and protection of our employees from all forms of harm. 

This is a Full-Time Contract from 10th March 2025 to 10th April 2026 to cover a staff member on Maternity Leave. The position is office based; however, we operate a hybrid working model and you will be expected to work 3 days a week in the office.

Position Summary/ Objective

To ensure the smooth functioning of the IFAW UK office, responsibilities include the delivery of core office services and facilities, processing mail and deliveries, providing HR and Finance support, welcoming visitors and other general office duties as reasonably assigned. The operations, administration, and office Coordinator works to ensure that IFAW meets fire, safety, and security obligations.

Role and Responsibilities

Office Facilities and Administrative Support:

• Ensure that the office is a professional, safe, and organised environment, maintaining office contracts and relationships with contractors.
• Liaise with building management on matters affecting the office facilities - service charges, utilities, building services – attending tenant meetings as required. Liaise with the Director of Finance and Operations UK on matters relating to the office lease arrangements.
• Oversee office security – ensure secure access to the office by staff, visitors, and contractors, issuing office fobs and managing their safe-keeping.
• Maintain office stationery and kitchen supplies. Ensure that all parts of the office are kept neat, tidy, and orderly and ensure confidential waste is removed appropriately.
• Induct new staff on the office protocols incorporating health and safety, fire, and security, to include visitors, temporary staff, and volunteers. Keep key policies and procedural documents up to-date and visible, and keep staff informed of provisions and changes.
• As Fire Warden, take lead responsibility to ensure that fire evacuation procedures are effective; maintain the Fire Logbook, fire equipment, fire alarm and fire doors. Conduct statutory checks on fire and electrical equipment. Ensure appropriate numbers of and training of Fire Marshals.
• Work with Director of Finance and Operations UK to evaluate appropriate office insurance to ensure adequate and appropriate cover.
• Undertake key projects to maintain the effective operation of the office and other duties as consistent with the post as requested.

Incoming and Outgoing Mail:

• Receive and process all incoming mail. Frank and dispatch all outgoing mail, ensuring it is sent in a cost-effective manner in accordance with procedures.
• Ensure that key staff members are kept fully trained on the franking machine and DHL/Courier services and that cover is put in place for days when the operations, administration, and office Coordinator is out of the office.

Miscellaneous:

• Work with the Director of Finance and Operations UK to maintain the UK HR records in accordance with legal requirements. Ensure all leave records are kept up to date and correct. Draft new staff contracts.
• Assist with UK recruitment ads and induct new staff members.
• Manage IFAW’s Travel Management Company and assist staff with booking travel and accommodation in accordance with the IFAW travel policy.
• Help with Board and Management visits and meetings in the UK.
• Manage the UK accounts invoicing inbox, processing office invoices and forwarding invoices to the correct departments.
• Process and deposit the weekly banking.
• Assist with other administrative or operational tasks as requested by the Director of Finance and Operations UK.

Qualifications and Education Requirements

• Proven organisational skills and ability to work in a collaborative and structured manner to get effective and efficient results.
• Excellent time management skills and prioritisation skills.
• Ability to act independently and to work effectively with staff at all levels across the organisation.
• Effectively able to multitask and deal with shifting responsibilities from across the organisation.
• Excellent attention to detail is essential.
• Strong team player with ability to use initiative and to take direction as required.
• Excellent communication skills, both written and verbal.
• Strong IT skills, including Word, Excel, PowerPoint, and Outlook.

UK Office Benefits

• 8% employer pension contribution
• 25 days’ holiday + public holidays + 5 discretionary days
• Cycle to work scheme
• Modern office
• Dog friendly office

Other Duties  

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities will change from time to time to meet the needs of the department and our company.

At IFAW, we aim to create and foster a workforce that reflects and contributes to the diverse, global community in which we work to improve the lives of both animals and people.  We are dedicated to fostering justice, equity, diversity, and inclusion so we actively encourage candidates from diverse backgrounds. 

We are seeking a compassionate and proactive HR & Office Administrator with great people skills to join our dedicated team. The successful candidate will be willing to get involved in all aspects of our work and thrive in a role engaging with staff all over the globe and supporting great internal communications. They will play a crucial role in building, strengthening and supporting our office management as well as our human resources function, ensuring that our office and staff are well-supported, trained, engaged and aligned with our mission. Working closely with our CEO and Senior Management Team, the successful applicant will have the ability to develop and maintain administrative organizational systems, and be happy getting involved in a range of different work.

1. Office Management
   • Serving as the main contact for office supplies, building management and maintenance duties
   • Helping establish and maintain office procedures
   • Greeting visitors upon arrival and performing additional clerical functions as needed
   • Addressing and directing questions and requests from the public via phone or email correspondence
   • Dealing with correspondence, complaints and queries
   • Organizing the CEO’s calendar and scheduling meetings with employees and contacts alike
   • Preparing letters, presentations and reports
   • Ensuring health and safety policies are up to date
   • Ensuring adherence to company policies by all team members
   • Assisting senior management team when needed
2. Employee Relations
   • Supporting the human resources department to update employee procedures, processes and maintain the HR systems and report functions
   • Serve as a point of contact for employee queries and concerns, providing guidance where applicable
   • Support conflict resolution and mediation efforts, fostering a positive workplace culture.
   • Maintain and manage our HR databases and ensure accurate record-keeping on our HR software
   • Provide regular reports on HR metrics and key performance indicators with senior leadership and adjacent functions such as finance.
   • Coordinate mandatory training sessions related to safeguarding, health and safety, and other relevant topics.
   • Promote a culture of continuous learning and professional growth.

Role requirements

Able to work flexibly to meet the demands of the role to get the job done. This is an office based role with opportunity to flex to hybrid working following review

Skills required

• Reliability and discretion: you will often learn of confidential matters
• Adaptability and pragmsatism
• Excellent communication, negotiation and relationship-building skills
• Organizational & problem-solving skills
• IT skills
• Initiative and attention to detail.
• Right to work in the UK
• Ability to understand and speak the Punjabi language is a necessity
• Strong communication skills, with strong English written skills