Join the team: we are looking for a Team Administrator / PA to the ED

15 January 2019

This is an exciting dual-role in what will be a high-performing, busy and friendly team. The candidate will need to have excellent communication, relationship and administrative skills and be highly organised and able to manage competing priorities.

The Director of Operations and Company Secretary require a Team Administrator who can support the production and maintenance of key contractual, financial and planning documentation. The Executive Director (ED) will have a lot of demands on their time and requires a Personal Assistant who can prioritise and schedule a busy diary and deal effectively with external and internal stakeholders. The successful candidate will also manage the ED and Centre email inboxes on a day-to-day basis, following-up on actions, managing correspondence, organising contacts and other tasks as required.

The Role

Handling important documentation such as contracts and invoices following business processes, e.g. checking details, arranging signatures, copying and filing
Scheduling team meetings (e.g. checking diaries, booking rooms, setting up video and conference call facilities).
Assisting with the organisation of events, workshops or training (e.g. finding suitable venues, ordering catering, preparing materials, managing guest lists and invitations).
Ensure the Executive Director is always in the correct place, on time and with all relevant papers and information required.
Take responsibility for the diary of the Executive Director of The What Works Centre for Children’s Social Care ensuring that time is used efficiently and in line with agreed priorities. This will include scheduling meetings, appointments and public speaking engagements, booking rooms and refreshments, including larger meetings (4+ people) organised by the team.
Book all travel arrangements including international, organise accommodation and provide itineraries.
Act as an ambassador for the Centre, building strong relationships with the team and external stakeholders; managing incoming calls for the Centre and Executive Director, taking messages as appropriate; managing incoming mail and invites and overseeing received correspondence.
Respond to and resolve a range of queries, channelling to the appropriate area as necessary or screening politely, leaving the Executive Director to concentrate on the most important matters.
Preparing or typing correspondence and research as and when required and creating and managing contact databases.
Compiling professional standard presentation materials and documents
Undertake administrative duties such as stationery orders, printing, monitoring and renewing subscriptions and memberships for the whole team.
Working with other members of the team to provide support and cover as required.
Communicating with people outside the organisation (e.g. partners, funders, clients) by telephone, email and in person.

The Person

Highly organised with the ability to manage competing priorities with very good attention to detail. Able to work under pressure and remain calm. Essential.
An excellent communicator. Essential.
Proven track record of building strong relationships with individuals at all levels both within the organisation and externally. Essential.
Discretion, good judgment, adaptable and versatile individual with a helpful, friendly and informal style. Essential.
Can identify and implement new ways of solving problems avoiding bureaucracy and not constrained by the way things have been done before. Desirable.
Experience providing PA support at a senior level, including diary management in a busy environment and very high standards of work. Desirable.
Extensive experience in e-mail and calendar systems and pro-actively managing diaries.
Advanced Level PC Skills (Google docs, sheets and slides, Microsoft Word, PowerPoint & Excel) and use of a CRM are helpful
Experience working within a related sector, e.g. voluntary sector, public sector, or government.
Positive and flexible – someone who enjoys being part of a busy team.

How to Apply

Download the candidate specification. Team Administrator Personal Assistant – Final Jan 19

To apply, please email your CV and a supporting statement outlining clearly how you would succeed in the role to, citing “WWC Team Administrator” in the subject line.

Deadline for applications: 17:00 on 4th February 2019

Salary Circa £28,000 pa, plus excellent benefits. Fixed term contract 37.5 hours per week London, UK