Team Assistant - Significant Part-Time 25 hrs+

Location
London
Salary
London Living Wage
Posted
04 Jan 2017
Closes
04 Feb 2017
Contract Type
Permanent

Reporting to:                Director

Working with:               Policy and Communications Manager

Purpose of Role

  • To manage office systems to ensure the efficient running of the organisation
  • To provide administrative support for the delivery of the Antisemitism Policy Trust’s activities

Primary Duties and Responsibilities

Administrative support

  • Be the first point of contact for queries on the telephone, by e-mail and in person
  • Undertake general office administration e.g. post, filing, stationery supplies, photocopying, dealing with enquiries etc., and implement new office systems where appropriate
  • Keep the database up to date with key contacts and ensure compliance with data protection legislation with regard to external contacts
  • Undertake financial administration under the guidance of the Director (eg cashbook, expense reports, invoices, payments, banking cheques, petty cash etc)
  • Provide day to day assistance to the Director including with diary management, travel arrangements and meetings
  • Support the Director with the preparation of reports, presentations and hand-outs for meetings
  • Assist the Director to service Trustee meetings including preparation, and distribution of papers.

Events and Communications

Working to the Director and Policy and Communications Manager:

  • Provide logistical support for activities including parliamentary events and overseas visits. For example, catering, venue arrangements, and co-ordinating with speakers, delegates etc.
  • Support production of marketing materials and other publications including liaising with designers and printers.

Other

  • Carry out any other duties commensurate with the general level of responsibility of the post

PERSON SPECIFICATION

Experience

  • Some event planning experience (in either a paid or voluntary capacity)
  • Experience of having worked for - or an understanding of how - a small organisation operates (desirable)

Qualifications

  • Good standard of general education

Skills

  • Excellent knowledge of Microsoft office suite, in particular working with Word and Excel
  • Strong interpersonal and communication skills (both written and verbal) as the post will involve composing correspondence, dealing with enquiries and liaising with a variety of different people by telephone, email and in person
  • High level organisational and administrative abilities including prioritising and planning a busy workload
  • Good understanding of database management systems

Other

  • Ability to maintain confidential and sensitive information and be discreet about the affairs of the APT and its staff
  • Willingness to be flexible according to current needs of the organisation
  • Ability to work with a small group of staff in a collaborative way in an environment where work is shared in order to meet tight deadlines.
  • Someone with a positive attitude and with high levels of integrity, honesty and credibility