Administrator

The Role

The role is responsible for working closely with three functions: Membership, the Chief Executive’s office, and the Company Secretary. In this role you will provide an efficient and confidential administrative support to the Chief Executive by managing the diary, correspondence and the CEO’s finances. You will also provide secretarial and administrative support to the Board of Trustees and Company Secretary which involves organising and compiling papers for Board meetings, AGMs and supporting the Trustees as a point of contact. Another major area of responsibility for the Administrator will be working within RedR’s membership function, providing support, arranging interviews, organising speaker events and being a point of contact for current and prospective members.

Role Description

Main Duties and Responsibilities:

The duties of this role are split between three functions: Membership, the Chief Executive’s Office, and the Company Secretary

Membership Department (40 % of time)

• Arrange Membership interviews both in the UK and Internationally
• Organise membership events
• Manage the Membership Admin Volunteer’s workload and provide support/training where needed
• Oversee the membership application process, assisting with the pre-assessments, contacting referees, following up with applicants
• Oversee the Membership data entry process to ensure that information is stored accurately on RedR’s database
• Continually develop the database functionality to suit Membership’s needs
• Produce Membership e-bulletins to ensure that Members are kept up-to-date with RedR activities, external opportunities and issues in the sector
• Work with the Membership Manager and volunteers to produce a clear strategy for membership engagement and development
• Help manage and develop membership networks to ensure they are up to date and relevant to members
• Welcome members into the office and ensure that where feasible they can meet relevant staff and use resources such as the library

Providing an administration and secretarial support to the CEO through: (50% of time)

• Managing the CEO diary
• Managing/analysing the CEO correspondence
• Managing the CEO email
• Maintain information in support of special funder portfolio
• Maintain records of CEO credit card and expenses
• Providing Minute taking and admin support to Senior Management Team meetings
• Dealing and responding to queries on RedR’s general email inbox

Providing administrative support to the Company Secretary (10% of time)

• Providing secretarial and administrative support for:
• Quarterly board meetings by maintaining the diary of meetings, organising venue and refreshments, drafting agenda, compile and circulate papers, taking minutes, ensuring items are carried forward from one meeting to another.
• Annual General Meetings (AGM) - compiling and circulating notices and papers for the AGM, compiling and circulating notices for elections to the Board and minute taking of the AGM
• Trustees – support individual trustees by organising inductions for new trustees, acting as a point of contact for the organisation, processing expense claims etc
• Statutory records – maintain up to date statutory records including – minute book. Register of members, Being responsible for maintaining and updating Trustee website pages as required
• Taking lead responsibility for maintaining and updating the database in relation to Trustee information and data. register of directors/secretaries
• Provide support to committees and ad hoc working groups of the board

Other

• Assist with general office administration if required
• Providing project work support to the CEO if required
• Undertake other tasks reasonably requested by the CEO, Company Secretary and Membership Manager

Person Specification

Essential

• A professional administrator with strong organisational skills, with excellent attention to detail
• An ability to prioritise, manage and complete a variety of tasks at times in periods of high pressure
• Able to deal with confidential matters discreetly
• Flexible, proactive and self-starter in approach to work
• Excellent interpersonal skills to be able to work with a wide variety of internal and external contacts and Trustees
• Good initiative, enthusiasm, problem-solving approach to new challenges
• Proven IT literacy on Microsoft Office Packages to include Word, Excel, PowerPoint and Outlook
• Excellent written English to be able to take and write minutes, draft board papers and routine business correspondence, backed by good spoken English
• Interest and commitment to humanitarian and development work

Highly Desirable

• Experience within a membership organization

Desirable

• Charity experience
• Knowledge of international humanitarian and development issues
• Experience of company (and/or Board) administration

Further Information

Location: 250a Kennington Lane, London SE11 5RD
Contract: Full time, open-ended
Salary: £22,004 gross p/a
Closing date: 16th September 2012
Interviews date: TBC
Start date: ASAP

TO APPLY

To apply please send your CV and covering letter to: hr@redr.org.uk.
Due to limited resources, we can only notify short-listed candidates.