Office & Events Coordinator
Job application pack /

About RoadPeace

We are the national charity for road crash victims. Our members include those who have been bereaved or injured in crashes and those who are concerned about road danger.

Our Vision

A world where road danger is not tolerated and where road crash victims receive justice and compassion

Our Mission

We exist to support and empower those bereaved and injured by road crashes, to improve the justice system’s post-crash response, and, through this work, to spare future generations from preventable death and injury. We put victims at the heart of our work, equipping them to support other victims, campaign for change, and shape RoadPeace’s work.Our work through and for victims centres around:

  • Helping victims to cope with their trauma, through emotional support and acts of remembrance
  • Empowering victims with information and helping them to achieve justice
  • Campaigning for reform of the justice system, so that it is fairer for victims and reduces road danger
  • Ending society’s complacency towards risk on our road, through awareness raising and acts of remembrance

Our Values

Our values are a springboard for how we all act, as individuals and as an organisation. They shape our culture and guide our behaviours and our decision-making.

  • We are victim-centred - We put victims at the heart of what we do. We believe peer support is what most victims need following a road crash. We are a membership charity and involve members and victims wherever possible, empowering them to get involved in service delivery, campaigning and decision-making.
  • We are personal - We treat everyone we come into contact with as an individual and with sensitivity to their unique experience and needs. We listen with care and provide them with the personal support that’s right for them.
  • We are collaborative- We support and work in partnership with other organisations, recognising that we can achieve more when we work together. We share our knowledge and best-practice freely with other NGOs, campaigners and policy-makers.
  • We are evidence-based - Our work is informed by the experiences of victims, our members and those of partner organisations. It is grounded, wherever the data is available, in published research and national statistics.
  • We are pioneering - We are thought-leaders, shaping the debate, and informing and inspiring other organisations. We are courageous and, when needed, willing to speak out on more radical or less popular agendas.

About the Position

This Office & Events Coordinator post is a crucial role within the charity, making our small organisation more effective and efficient in its work for road crash victims, and enabling us to do more with our limited time and resources.

We are seeking a highly organised, efficient and compassionate individual with good interpersonal skills to ensure the smooth running of the RoadPeace office and the effective coordination of our remembrance and other events.

How to apply

To apply, please complete the attached application form (applications by CV will not be considered) and email your completed application form to . Please put ‘Job application’ in the subject header.

The closing date is midnight on Sunday 4th March 2018. Shortlisted candidates will be invited for interview onTuesday 13th or Wednesday 14th March in the RoadPeace office in Brixton. Please note that these dates are provisional and may be subject to change – we will notify candidates if so.

RoadPeace contact details

Shakespeare Business Centre

245a Coldharbour Lane

Brixton

London, SW9 8RR

Tel: 020 7733 1603
Email:

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Job Description

Job title: Office and Events Coordinator (Maternity cover)

Grade:NJC Scale SO1

Starting salary:£26966 (pro rata) for a 35 hour week

Contract Type:Part time (21 hours per week) 12 month contract.

Weekly hours would ideally be spread over 5 days, but a preference for 3 or 4 days will also be accommodated.

Holiday entitlement: 25 days paid holiday per year (pro rata), in addition to public holidays.

Location:RoadPeace office in Brixton, south London

Reports to:CEO

Responsible for:Administrative or office volunteers and interns

Main purpose of the post

To ensure the smooth running of the RoadPeace office and the effective coordination of our remembrance and other events.

Main duties and responsibilities

Office management and general administration

  1. Managing the day-to-day running of the office, including developing and maintaining effective administrative systems and ensuring a safe, pleasant and well organised office environment
  2. Providing administrative support to the CEO and other staff members
  3. Being the first point of contact for phone calls, post, emails , and for all visitors to the office, including enquiries from victims, members, volunteers, local groups, media
  4. Maintaining RoadPeace databases and information systems
  5. Liaising with our IT support providers and overseeing the office IT
  6. Managing supplier contracts and relationships, including but not limited to the office landlords, IT, office equipment, cleaning, insurance contracts
  7. Assisting with our communications – updating the website, production of bi annual charity newsletter, member and supporter mailings.
  8. Meeting administration - setting meeting dates, collating and issuing agendas and papers, arranging venues, arranging catering, taking minutes

Event coordination

  1. Coordinating RoadPeaceevents by taking a lead on organising and managing each event from end-to-end.
  2. Having full responsibility for the planning process, and administration and logistical tasks including sourcing and booking venues, facilities, catering, and AV as required
  3. End to end delegate management, including issuing invitations, online registration management, delegate communications, providing delegate support at events including meet and greet, and following up with feedback collection
  4. Providing support and guidance to special guests and guest speakers
  5. Liaise with designers to assist production of supporting materials for the events programme including presentations, delegate packs, invitations or any other event materials as required
  6. Maintaining accurate records of all income and expenditure

Current events include:

The Wood remembrance ceremony in August

World Day of Remembrance services in November

Annual General Meeting and Conference (usually in June)

Quarterly board meetings

Fundraising, membership and local group administration

  1. Administering membership processes, including renewals and gift aid
  2. Assisting with the administration of our local group network (sending meeting reminders and updates, etc.)
  3. Assisting with the organisation of ourResilience Building Programmes, including venue finding, booking rooms and publicising the programme

HR, governance and finance administration

  1. Maintain appropriate HR administrative systems, including recording and managing annual leave, TOIL and staff sickness
  2. In conjunction with the CEO and trustees, ensuring organisational policies and procedures are compliant with relevant legislation and best practice
  3. In conjunction with the CEO and trustees, ensuring RoadPeace is compliant with charity and company law, i.e. that annual accounts and annual reports are filed in time
  4. Administeringoccasional staff or volunteer recruitment and the selection and induction processes
  5. Administering financial systems for processingincome and expenditure including cashing cheques, petty cash and processing invoices

In general

  1. When requested by the CEO work collaboratively on and, lead on key cross-cutting organisational activities, projects, services and events and to undertake any such other duties as are commensurate with the nature of the job to meet the needs of the Charity.
  2. To adhere to the organisation’s equal opportunities policy, health and safety policy and all other RoadPeace policies.
  3. To work occasional evenings and weekends when required and to respond flexibly by undertaking other duties as required.

Person Specification

A flexible administrator to manage the office and its systems, to coordinate RoadPeace events, and to assist the CEO as required. Ability to create and maintain effective and efficient administrative systems, and to maintain financial systems and databases, are crucial aspects to this post.

Please note that this role involves day to day contact with road crash victims along with reminders of the trauma and devastation caused by crashes. RoadPeace is a victims’ charity, so we welcome applications from bereaved or injured victims of road crashes for all advertisedroles. However, we take our duty of care towards our staff very seriously. For this reason, RoadPeace does not normally employ people who have suffered bereavement or serious injury from a crash less than 2 years ago, as we wish to avoid re-traumatisation. If you have experienced a road crash, please note this on your application form so we can explore this with you informally if you are shortlisted.

Essentialand desirable criteria

Please note that the table below outlines essential criteria required to be shortlisted for this role (in grey shaded boxes). It also outlines desirable criteria (in italics) – this is not essential to the role but may support your application.

Experience / Qualifications / Skills / Attributes
At least two years’ experience of office management and administration / Educated to degree level or equivalent / Excellent administrative skills, including the ability to create or improve processes and systems to improve own or team’s work
Experience of organising events / Organised and methodical, with an ability to prioritise a busy workload, work under pressure and meet deadlines in a professional manner
Experience of developing effective and efficient administrative systems / Clear and concise written and oral communication skills
Experience of working with databases / Confidence in working with numbers and financial information
Experience of managing staff or volunteers (DESIRABLE) / Committed to quality and continual improvement
Experience of developing organisational policies and procedures (DESIRABLE) / Flexible and willing to adapt to changing needs of the team / organisation
Experience or training in managing projects (DESIRABLE) / Able to work on own initiative, with minimal supervision
Able to work as part of a team and take on different team roles - assisting in some projects and leading on others, including coordinating the involvement of other staff
High level of computer literacy, in particular MS Office
Resilience and ability to handle difficult subject matter/enquiries from traumatised victims
Friendly, empathic and professional manner, on the phone, in writing and in person

APPLICATION FORM

Please return your completed application form to bymidnight on Sunday 31st July 2016.

Personal details

Surname:
Forename(s):
Current address, including postcode:
Day time telephone number:
Evening telephone number:
Email:
Position applied for:
If shortlisted, are you available for interview in the RoadPeace office on Tuesday 13th or Wednesday 14thMarch? / YES / NO
If NO, please indicate alternative availability*:
Do you have personal experience of a road crash? / YES / NO
If YES, please share brief details (including date of crash):

* Please note that we may not be able to accommodate alternative dates.
Employment history

Present (or most recent) position
Job title:
Employer: / Dates (from-to):
Salary and benefits:
Main duties and responsibilities (use additional sheets if needed):
Previous positions (please start with the most recent):
Job title: / Employer: / Dates (from-to): / Salary:

Education/training

Secondary education
Name of school: / Dates attended: / Qualifications (with date and grades):
Further/higher education
Name of institution(s): / Dates attended: / Qualifications (with date and grade):
Other relevant training, professional qualifications or work related skills (for example IT training, project management qualifications, shorthand, book-keeping, etc):
Are you undertaking any course of study at present? (if so, please give details)
Do you hold membership of any professional bodies? (If so, please give details, including any offices held)
If successful, we may verify the qualifications listed in this application form. If so, you will be asked at a later stage in the recruitment process for your consent to checks being carried out.
Supporting information
Please explain, in no more than 150 words,why you are interested in this position.
Please demonstrate, in no more than 1500 words, how you meet ALL of the essential criteria on the person specification.
Please read the job description and person specification carefully. Please address each point on the person specification and evidence how you meet each essential criteria/requirement. We will draw up a shortlist on the basis of this information. You must give demonstrable evidence and examples of your skills and abilities, drawing on academic, professional, voluntary or personal life. Please ensure that the information you give is relevant to the advertised post.
Other details
What is the notice required in your current post?
Is your current post your sole regular employment? / Yes / No
If NO, please give details:
Are you a British subject or a national of any EU country? / Yes / No
If NO, do you have the right to work in the UK and a current work permit? / Yes / No
If so, please state the expiry date of your right to work in the UK and/or your work permit.
Do you have a full driving licence? / Yes / No
Do you have any current endorsements on your driving licence? / Yes / No
If YES, please give details:
Where did you see the advertisement for the post?
Disabilities
Do you require any special arrangements to be made for your interview on account of a disability? / Yes / No
If "yes", please give brief details of the effects of your disability on your day-to-day activities, and any other information that you feel would help us to accommodate your needs during your interview and thus meet our obligations under the Equality Act 2010:
Convictions
Have you ever been convicted of a criminal offence? If so please give details of any unspent convictions. Spent convictions do not have to be declared as the job is not one covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

References

Please give the details of two referees, stating how long you have known them and in what capacity. (One should be your current or most recent employer.)

Referee 1 / Referee 2
Name: / Name:
Address: / Address:
Email address: / Email address:
Contact telephone number: / Contact telephone number:
Occupation: / Occupation:
Nature of relationship: / Nature of relationship:
Time known: / Time known:
Data protection
Information from this application may be processed for purposes registered by the Employer under the Data Protection Act 1998. Individuals have, on written request [on payment of a fee] the right of access to personal data held about them.
I hereby give my consent to RoadPeace processing the data supplied in this application form for the purpose of recruitment and selection.
Declaration
I declare that the information given in this application is to the best of my knowledge complete and correct.
Signature: Date:
Please note: Any false, incomplete or misleading statements may lead to dismissal should this application lead to an offer of employment.

EQUAL OPPORTUNITIES MONITORING FORM

In accordance with our Equal Opportunities Policy, we will provide equal opportunities to all employees and job applicants and will not discriminate either directly or indirectly on the grounds of race, colour, ethnic origin, nationality, national origin, sex, marital status, disability, sexual orientation, religion or age.

You may decide not to answer one or any of the questions on this form but if you do respond, all information provided will be treated completely confidentially and will be used solely for the purpose of equal opportunities monitoring. The monitoring form does not form part of your job application and will therefore be detached from it on receipt, stored separately and not seen by the interview panel. You can post this form separately if you wish. Thank you for your assistance in completing this form.

Gender: / Male
Female
Prefer not to say
Marital status: / Married
Single
Other (please specify)
Prefer not to say
Age band: / Under 18
18 – 20
21 – 30
31 – 40
41 – 50
51 – 60
61 – 65
Over 65
Prefer not to say
Sexual orientation: / Heterosexual
Homosexual
Bisexual
Transsexual
Prefer not to say
Disabilities: / None
Physical disability
Mental disability
Prefer not to say
Race/nationality/
Ethnic origin: / White / English
Scottish
Welsh
Irish
Other white background (please specify)
Mixed / White and Black Caribbean
White and Black African
White and Black British
White and Asian
Other mixed background (please specify)
Asian / Indian
Pakistani
Bangladeshi
British
Other Asian background (please specify)
Black / Caribbean
African
British
Other black background (please specify)
Chinese
Other ethnic group (please specify)
Prefer not to say
Religion: / Christian
Catholic
Jewish
Sikh
Muslim
Hindu
Buddhist
Rastafarian
None
Other religion (please specify)
Prefer not to say

For the purposes of the Data Protection Act 1998, I hereby confirm that by completing this form I give my consent to RoadPeace processing the data supplied on this form for the purpose of equal opportunities monitoring.

Name (please print clearly): ………………………………………………………………………………………………………….

Signature:…………………………………………………………………………………………………………

Date: ……………………………………………………………………………………………………………

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