JOB DESCRIPTION

1. Administrative support to the Trust

The applicant will provide administrative support for thedelivery of the HLF Funded Project. Tasks will include but not be limited to:

  • Being the first point of contact for all incoming enquiries (telephone, post and e-mail)
  • Meeting administration (setting meeting dates, collating and issuing agendas and papers, arranging venues and catering, taking minutes) for e.g. Board meetings, project meetings, training & workshops
  • Booking meetings, event attendance and travel
  • Maintaining the Project’s document library
  • Ensuring the office is safe and tidy, including being Health and Safety representative
  • Sending regular e-bulletins to volunteers
  • Uploading and updating website content via a user-friendly content management system

2. Project support

Provide project-specific support to the Project Manager. This might include, for example:

  • Liaising with the Project Manager, the professionals delivering the individual plans, the nominated Directors and the volunteers to ensure that the Project paperwork and timelines are circulated promptly and individuals understand their obligations to the Project;
  • Formatting reports in line with the Trust’s brand guidelines
  • Preparing presentationslides for meetings and events
  • Collating data and information for claims and reports to the HLF
  • Undertaking specific pieces of research
  • Attending events to represent the Trust
  • Ad hoc tasks as requested by the Project Manager

3. Other duties as reasonably required

The Trust requires all employees to work with due regard for the Trust’s policies including health and safety, equal opportunities and the environment.

PERSON SPECIFICATION

Knowledge and experience

Essential

  • Significant experience of providing administrative support in a similar role;
  • Experience in administering all aspectsof events and meetings;
  • Ability to work without close supervision;
  • An interest in maritime heritage issues;
  • An understanding of volunteer management in the not-for-profit sector

Desirable

  • Knowledge of the charity/voluntary sector acquired through previous paid or voluntary experience

Skills

Essential

  • Excellent written and spoken (face to face and ‘phone) communication;
  • Excellent computer literacy: confident and proficient with Word, Excel,

PowerPoint, Outlook, internet and data entry and social media;

  • Demonstrable numeracy skills;
  • Ability to take clear and accurate minutes

Personal attributes

Essential

  • Self-motivation and ability to work un-supervised
  • Organised and efficient, with excellent attention to detail and accuracy
  • Ability to demonstrate use of initiative in appropriate situations
  • Ability to manage a varied workload, balancing scheduled tasks with requests for assistance from the Plan professionals, which may have short deadlines
  • Excellent time management skills
  • Flexibility and adaptively
  • Ability to work calmly and positively under pressure
  • Commitment to maritime heritage issues