Job Description for Office Manager/Events Co-ordinator

JOB TITLE:Office Manager/EventsCoordinator

ACCOUNTABLE TO: Director of Finance and Operations

RESPONSIBLE FOR:Logistical arrangement of, and administrative support for events, Trustee meetings, council meetings & training

Developing, servicing and supervising database management of members and other supporters for the Citizens network

Administration functions in the Citizens UK office including office management.

SALARY SCALE:£22,469 - £28,480 per annum

MAIN DUTIES
OFFICE ADMINISTRATION
  • Providing administrative support for Citizens UK employees including filing, binding and copying documentation and meeting packs, taking care of incoming and outgoing post, arranging couriers, etc
  • Staffing reception and switchboard
  • Schedule, produce agendas, attend, minute and distribute papers for all trustee and council meetings
  • Organise venue and logistics for 2 & 6 day training courses, AGM, trustees meetings, council meetings and public assemblies
  • To manage systems for the supply and safe-keeping of all furniture, equipment, printing and stationery etc.
  • To ensure the smooth running and maintenance of the office including maintaining office equipment (eg photocopier, franking machine)
  • Making travel plans – train tickets, booking coaches etc.
  • Mail shots
  • Filing and other ad hoc duties to support admin team
  • Maintaining Citizens UK online data management systems
EVENTS
Manage Citizens UK busy schedule of meetings and events: Including timetabling and event management
Provide administrative support totraining courses – manage application process, record delegates, create timetables, arrange accommodation etc.
  • Stage management at key events
  • To develop and manage a flexible and developing database
  • To act as the Organisation’s Data Protection Officer

PERSON SPECIFICATION

You will be a highly organised and experienced (minimum 4years) Office Manager/Events Coordinator or equivalent used to working in a fast-paced environment and juggling competing demands. You will be able to work with diverse institutions and will be pro-active and intuitive.

You will have:

  • Excellent communication skills with minimum 4years’ experience within a professional business environment.
  • Outstanding interpersonal skills with a diverse range of stakeholders
  • Excellent time and project management skills
  • Ability to work under pressure and meet deadlines
  • A flexible and adaptable approach to work
  • Excellent knowledge of MS Word, Excel and PowerPoint
  • Extensive administration experience and a strong desire to progress your career in this area.
  • Experience using online data management programmes is highly desirable

ATTITUDES AND VALUES

  • A passion for justice
  • Comfortable with and curious about faith and other member institutions
  • A strong team worker
  • Accountable
  • Self-motivated
  • Adaptable and innovative
  • A good sense of humour

To apply, send a CV and covering letter to Josephine Mukanjira, Business & HR Manager, at

Deadline: 29 February 2016, 9am