Adminstration Assistant

Take responsibility for developing and maintaining efficient administration processes for the UK Office
Assist with the organisation of any UK events or meetings with external parties as required
Assist with the production of any outgoing communications
Liaise with Facilities Manager on day to day office issues as needed
Maintain effective filing systems, records and computer files, taking responsibility for ensuring that the UK file directory is efficiently organised
Develop and maintain excellent working relationships with other staff at a variety of levels, especially those in executive support services
Record and maintain all relevant UK quarterly and Board reporting deadlines and ensure that information from the UK Office is submitted in a timely and efficient manner to meet International reporting deadlines
Represent the UK office on relevant office/workplace/IT/HR forums – for example, travel, Intranet development, the online learning programme, use and development of the online expenses system – and provide training and guidance to staff on the use of new systems
Provide telephone and reception cover for the organisation where required
Ensure that the UK Calendar is being kept up to date and that all staff sickness and leave is recorded accurately
Make necessary travel arrangements for UK team members using automated travel booking system
Attend and minute meetings undertaken by a range of staff, as directed by the UK Director and the UK Senior Management Team
Input the expense claims of the UK SMT including entry of transactions onto automated expense system
Undertake (non-sales) outbound calling at the direction of the UK SMT
Undertake any background research prior to meetings for the UK Director and the UK Senior Management Team, as directed
Process invoices and associated purchase orders as directed by UK SMT
Co-ordinate the scheduling of UK Director/SMT led meetings including UK staff meetings, senior management meetings, off-site residential meetings etc
Collect and sort in-coming post, collating for processing by the UK Supporter Services Team and collect all UK post daily for dispatch
Oversee stock levels of stationery and marketing materials at fulfilment company and ensure adequate stock is held, re-ordering where necessary Oversee stock levels of UK stationery and associated literature for use by the Supporter Services and other teams and co-ordinate the printing of UK stationery
Assist the Supporter Services team with basic in-house data entry of donations
Assist with any in-house data entry and response fulfilment
Provide lunch, meeting and busy period cover to the Supporter Services team, as directed by the Deputy Director/Director of Operations

ESSENTIAL WORK SKILLS:
Demonstrable administration skills and experience
Good knowledge of MS Office suite especially Word, Excel and Outlook
Proven communication skills
Good time management and prioritisation skills
Experience of working in a charity environment
Proven excellent communication, written and verbal
Ability to deal with colleagues at a variety of levels
Proven ability to deliver work by deadlines and within budget limitations
Experience of working in a busy office environment
Ability to work on own initiative and as part of a team
Knowledge of charity marketing operations
Knowledge of the Raiser’s Edge databas