Job Title / Office Coordinator
Location / Camden Town, London
Duration / 6 month FTC
Working Arrangements / Full time, 35 hours per week
Accountable to: / Executive Assistant / HR Manager
Working closely with: / Executive Assistant / HR Manager, Chief Barker and all Bayham Street staff
Training / Development: /
- On-the-job training provided
- Opportunity to develop administrative skills
- Opportunity to learn about Events, Fundraising and Service Delivery in a well-established Children’s Charity, through practical “hands-on” experience
SECTION B – JOB ROLE AND FUNCTIONS
Summary of role
and principal functions / To provide full reception and facilities coordination of the Variety Head Office in London, and deliver administrative support to other Departments as requested.
Areas of Responsibility
(This section is divided into Core Functions and Specific Functions)
Note:
New projects and work areas may be incorporated over time, as the role develops and if reasonable workload considerations allow. / Core Functions Include:
- Cover the Reception desk during office hours, answering incoming telephone calls and greeting visitors to the office;
- Ordering and maintaining office supplies;
- Coordinating maintenance of the Bayham Street premises, equipment and security;
- Dealing with the post, deliveries and couriers
- Overseeing the organisation’s general email inbox and direct enquiries to the relevant member of staff;
- To provide general administrative support to the Chief Barker, CEO and Executive Assistant / HR Manager
- To provide general administrative support to otherdepartments.
Specific Functions include:
General office coordination
- Deal with all telephone calls to Head Office, ensuring that callers are connected to the appropriate person as quickly and efficiently as possible;
- To welcome visitors to the office and ensure the appropriate staff member is promptly advised of the visitor;
- Monitor bookings of the boardroom and provide refreshments for meetings taking place upon request;
- To ensure the Reception area and meeting rooms are kept clear and tidy;
- To open and sort all post along with a member of the Accounts Department;
- To be responsible for the franking and despatching of all outgoing post and packages;
- Order, receive and dispatch parcels/ couriers and manage relationship with courier companies;
- To maintain stock levels of all office stationary and supplies;
- Order letterhead, business cards and ID cards;
- To be responsible for calling out engineers when problems arise with office equipment;
- Manage the office recycling arrangements;
- Liaise with the cleaning company as required and arrange for engineers when maintenance issues arise;
- Maintain both electronic and paper filing systems;
- Keep up to date staff lists and telephone directories;
- General data entry and database upkeep;
- Assist other departments with mail-outs, photocopying and collation of documents for meetings and events;
- Assist at off-site events upon request;
- Distribute merchandise and fundraising materials to Regional offices;
- Liaise with tenants regarding day to day requests relating to maintenance, security and post.
- Maintain a diary of events and meetings;
- Book travel and accommodation as required;
- Provide information upon request;
- Prepare thank you letters;
- Organise meetings, lunches and dinners for the Crew, Advisory Board and Nominating Committee;
- Assist in the planning and delivery of the Chief Barker’s Annual Reception and Golf Day;
- Attend meetings upon request and take minutes.
- Be the first point of contact for all member enquiries and activities;
- Keep member records up to date in the database;
- Produce/ send out communications to members;
- Manage annual membership fee payments and invoices;
- Provide administrative support to Membership Committee.
- Conduct weekly fire alarm tests;check fire exists are clear of obstruction and First Aid kits have full supplies;
- Conduct an annual evacuation drill;
- Ensure annual checks are done on the fire fighting equipment, emergency lighting, as well as the 5-year wiring inspection and certification is in place;
- Maintain accident report book;
- Monitor Pest control;
- Report concerns/ updates to Executive Assistant / HR Manager.
SECTION C – PERSON SPECIFICATION
Essential Knowledge, Skills and Experience /
- Excellent oral and written communication skills
- Polite, friendly and welcoming manner
- A good working knowledge of Microsoft Office (includingExcel)
- Reliable and well presented
- Confident with Internet research
- Ability to effectively communicate with a range of people including colleagues, external suppliers, Trustees, parents and carers of beneficiaries, etc.
- Well organised with attention to detail
- Able to multi-task and meet deadlines
- Has a positive and pro-active attitude to work
- Is a team player
- Is willing to learn new skills
- Responds to ‘customer’ and colleagues’ needs, complaints and problems, showing patience, sensitivity, giving appropriate information
- Has a minimum of 5 grade A*- C GCSEs (including English and Maths)
Desirable Knowledge, Skills and Experience /
- ‘A’ Level or other further education qualifications;
- Experience working as a receptionist, administrator or PA;
- Experience of working with a database.