Office Manager / Membership Administrator - Part-time

Vauxhall, London
c£18,000 actual salary for 4 days/wk @ 5 hrs/day
29 Sep 2016
29 Oct 2016
BCECA 09/16
Contract Type

Office Manager / Membership Administrator - Part-time

Reports to: Director of BCECA

Location: The EIC, 10th Floor Camelford House, 89 Albert Embankment, London SE1 7TP

Hours: 5 hours per day, 10am – 4pm, Monday – Thursday

Salary: Circa £18,000 for 20 hours per week


The British Chemical Engineering Contractors’ Association (BCECA) is the trade association representing the principal companies in the UK that provide engineering, procurement, construction and project management services to the process industries, including oil and gas, petroleum refining, chemical, pharmaceutical, metallurgical and power generation. The membership currently comprises 20 organisations, which is supported by a permanent staff team of two.

Role Purpose:

To provide administrative and accounting support.

This is a varied role requiring the post-holder to work efficiently with the Director, Committees and Members, and at times, in an autonomous environment.

Key Areas of Responsibility:

  1. BCECA Member Companies – Maintain Members’ List, create and issue invoices for membership fees, respond to queries, adhoc liaison;
  2. Committees – Maintain Committee Members’ Lists; book rooms and refreshments; issue invites, agendas and papers; collate responses and prepare attendance lists and name cards; prepare papers, presentations and figures as required; distribute minutes and reports; maintain and monitor Action List; maintain electronic and paper files;
  3. Administrative Accounting – Create and issue invoices; administer payments; manage expenses; prepare monthly accounts via Quickbooks, assist with preparation of quarterly financial summary report, liaise with accountant / auditor on preparation of payroll, financial accounts and annual audit.
  4. Web-site – Maintain accuracy and currency of information on the BCECA website. Ensure Member and Committee details are up to date. Upload Minutes and News, as necessary;
  5. Industry Day Events – Liaise with Universities, Graduates, representatives and member companies to schedule Industry Day events, arrange accommodation and distribute event paperwork;
  6. Director’s Reports – Assist in the preparation and distribution of the Director’s Reports, as required;
  7. External Bodies / Organisations - Liaison with other Professional Bodies, Trade Associations, Organisations etc. to maintain links, as required;
  8. External Suppliers - Liaison with Providers of Professional Services to BCECA, e.g. Auditors, Landlord, IT Support etc. to maintain service provision, as required;
  9. General Admin Duties – First point of contact for telephone calls, emails and correspondence, deal with enquiries and requests, where appropriate. Maintain electronic and paper filing systems, photocopying, record management, post and diary management.  Maintain and replace stocks of office stationery and incidentals. Organise travel and accommodation bookings for Director and other BCECA representatives, as required;
  10. Other duties as may reasonably be assigned to you from time to time.

Experience specification:

  1. Excellent written and verbal communication skills;
  2. High levels of customer service at all levels of an organisation;
  3. Demonstrated knowledge and experience of book-keeping (Quickbooks);
  4. Highly organised with an ability to prioritise and meet deadlines;
  5. Strong attention to detail;
  6. Demonstrated initiative, along with being results orientated. Able to work without supervision;
  7. Good level of IT literacy, particularly MS Word, Excel, PowerPoint and Outlook;
  8. Experience of editing web pages;
  9. Ability to deal with problems that may arise.


To apply please submit your CV and covering letter detailing how you meet the specification.