DRAFT JOB DESCRIPTION

Job Title / Office Coordinator
Reporting to: / Director of Operations and Finance
Department/Team / Operations
Location / Central London
Hours / 5 days
Salary Band/Grade / Circa £27,000
Duration / Permanent

Background Information

Why does ageing better matter?

We believe that more people living longer represents a huge opportunity for society.

While many people today and in future will enjoy a good later life, this is not universal. Too many people still die prematurely, suffer from ill health or disability, experience poverty or financial insecurity, feel lonely and isolated, or lack meaning and purpose in their later lives. And the way we talk is often negative – with ageing seen as a problem, rather than as an opportunity for society and for individuals. The Centre for Ageing Better aims to help everyone prepare better and ensure everyone enjoys a good later life.

About the Centre for Ageing Better

The Centre for Ageing Better (“Ageing Better”) is an independent charitable foundation working to help everybody enjoy a good later life. We are part of the network of ‘What Works Centres’ that support the better use of evidence in policy and practice. Ageing Better secured an endowment of £50m from the Big Lottery Fund to identify, promote and spread what works in order to secure good later lives for all.

We are gathering evidence, fostering innovative approaches, and supporting the application of what works on a series of priority topics, which came from our initial research and consultation with people in later life. Across all these topics, our work is guided by our mission and principles.

Job Purpose/Mandate

The purpose of this role is to provide a high level office management to the team. Undertaking office managerial duties, troubleshooting and acting as the first point of contact for Ageing Better.

The ideal candidate will be interested in Ageing Better’s agenda.

Duties and Responsibilities

Key Objectives:
Facilities and office management
•  Act as the main contact for building/facilities management. Attend meetings in relation to this when required.
•  Meet and greet guests and providing refreshments, booking meetings rooms when required.
•  Sort and distribute incoming post and organising and sending outgoing post
Information Technology
•  Liaise directly with IT support in the development and maintenance of office systems and using bespoke IT systems. Feed issues and progress to senior management
•  Setting up of new staff requirements in relation to IT accounts, IT equipment and allocation for desk space.
•  Manage the contracts for photocopiers.
•  Assist in the management of the external database, ensuring all duplicates are cleared and information is up-to-date.
Administration
•  Undertake administrative activities including maintenance of meticulous filing systems, scanning, photocopying and binding documents, including contracts, MOUs, and all legal documentation.
•  Identify and maintain contracts and files for all suppliers.
•  Provide administrative support to other team members including booking travel and accommodation, undertake various ad-hoc assignments and carry out
corporate support projects, subject to the needs of Ageing Better
•  Assist with the coordination of in-house and external events, conferences, meetings as directed by Business Manager.
•  Order stationery and other supplies including books.
•  Management of corporate membership, trade journals and shared data.
•  Manage the process for issuing security passes for staff, order equipment
Finance
•  Provide administrative support around the payment of invoices and creation of purchase orders.
•  Manage the petty cash system.
•  Liaise directly with the Finance Team as required.
•  Manage budgets as delegated.
•  Manage generic email addresses, as required, ensuring emails are responded to and distributed as to relevant staff as appropriate
Additional responsibilities:
•  Provide cover and assistance in the absence of other team members, undertake various ad-hoc assignments and carry out corporate support projects, subject to the needs of Ageing Better.
•  Record and circulate of minutes of team meetings.
•  Undertake any other general duties or projects that may be required in furtherance of the objectives of Ageing Better.

Person specification

Criteria / Essential / Desirable / How identified & assessed
Education / qualification and training
Educated to minimum Level 2 (GCSE or equivalent)
Knowledge / skills
Skills in Database management of managing a CRM system / ü / Interview
IT skills including word and excel / ü / Interview
Ability to work effectively as part of team and on own initiative / ü / Interview
Understanding of data protection and issues of confidentiality / ü / Interview
Experience
Experience of administrative duties paid or voluntary / ü / Interview
Experience of office management / ü / Interview
Experience of keeping financial records / ü / Interview
Experience of support teams and working in various settings / ü / Interview
Other
Ability to communicate effectively orally and in writing / ü / Interview
Ability to provide information that supports the work of the team / ü / Interview
Ability to prioritise workloads and manage time effectively / ü / Interview
Willingness to learn new skills and methods / ü / Interview
Commitment to the aims and values of the Centre For Ageing Better / ü / Interview