Shelley Greenacre
Support and Services Team Administrator (1)
Job Description:
Position title: Support and Services Team Administrator
Reports to: Chief Operating Officer
Location: London, EC1V
No. of hours: Part-time, 21 hours per week
Period of employment: Permanent
Salary guideline: £14,000 per annum (£24,000 FTE)
Overall Objectives of the Job
The post holder will:
- Provide administrative support to the Support & Services directorate
- Provide personal assistant (PA) support to the Chief Operating Officer (COO)
Key Responsibilities
- Act as the main contact point for internal and external enquiries to the team
- Provide PA support to the COO, including diary management and making travel arrangements
- Deliver general administration support to the directorate, including preparing for and minuting meetings, booking travel and accommodation, maintaining filing systems and any other administrative support as required.
- provide specific administration support to the directorate managers as required, including mailings, planning for and running information stands at conferences, carrying out desk research, arranging external stakeholder meetings, planning activities and events
- Produce regular budget updates to managers using BLF’s finance system, to provide budget administration support to managers and to check and accurately process expenses claims and invoices
- Update and maintain databases using BLF systems as appropriate ?
- Assist in the preparation of reports for trustees, funders and other stakeholders by leading on the collation of information and assisting with data inputting and information from managers and others
- Support conferences and training days including venue liaison, managing bookings and attendance on the day
- Produce updates and e-communications for internal and external mailings
- Maintain the relevant team pages on the website
- Build and maintain relationships with a wide variety of external stakeholders, such as health care professionals, people with lung and respiratory conditions, commissioners, companies, other voluntary organisations and volunteers
Education & Training
Educated to at least degree level or equivalent Evidence of and a continued commitment to Continuous Professional Development
Skills & Experience
Essential
- Excellent organisational and time management skills, including ability to prioritise tasks effectively and meet deadlines
- Excellent and accurate communication skills, including verbal (telephone, meetings) and written (email, letters, minutes, reports)
Person specification
- Experience and strong working knowledge of Microsoft Office, including Word, Outlook, Excel
- Experience of undertaking administrative tasks for meetings, e.g. booking dates for meetings, inviting attendees, booking venues and taking minutes
- Experience of processing financial transactions such as invoices and expenses
- Experience of monitoring budgets
- Experience of working with a wide variety of stakeholders
Desirable
- Experience of working in the voluntary (third) or public sector
- Experience of diary management
- Experience of liaising with health care professionals
Personal Attributes
- Good attention to detail and accuracy in completing tasks
- Ability to support different managers at the same time
- Ability to learn quickly
- Proven ability to build and maintain good working relationships, within organisations and with external stakeholders
- Ability to work independently
- Ability to prioritise and plan workload efficiently
- Creative and innovative approach to dealing with issues and problem solving
Other Requirements
- Some travel to other UK locations (including other BLF offices) as required by the charity
- Flexibility and willingness to work outside normal office hours when the occasion demands
- Awareness of, and comfort with, BLF funding medical research which may on occasion involve animal research
- Non-smoker, due to the nature of the BLF’s work
- Flexibility and willingness to work outside normal office hours when the occasion demands, including some weekends
Benefits
Below is a summary of our typical Statement of Main Terms and Conditions of Employment.
Working Hours
- Normal working hours are 36 hours per week (however this role is 21 hours per week)
Annual Leave
Generous
- 30 days plus bank holidays
- Additional annual leave entitlements at service anniversaries
- Pro-rata entitlements for part-time staff
- Option to ‘buy’ and ‘sell’ holiday entitlement – up to 5 days.
Pension
- Employer contribution at 5% Other benefits*
- Health care cash plan scheme
- Computer/Laptop loan
- Cycle Scheme
- Season Ticket loan
- Childcare vouchers
- Life assurance scheme
*Some benefits are subject to successful completion of probationary period