Job Description
Office Manager & Executive Assistant to Director
MSF UK and Ireland
Application checklist
Please check you have included the following documents in your application email to :
CV:
Letter of motivation:
Equal Opportunities Monitoring Form:
Office Manager & Executive Assistant to Director
MSF UK
Location: London
Permanent position: 40 hours / week
MEDECINS SANS FRONTIERES
Médecins Sans Frontières/Doctors without Borders (MSF) is a leading international independent medical relief organisation, dedicated to providing expert medical relief to vulnerable populations at times of conflict or disaster. In over 70 countries worldwide, MSF provides both life-saving emergency relief and longer-term assistance to make healthcare services available to the most vulnerable or excluded communities.
MSF-UK is one of 19 offices and operational centres (OCs) in Europe, America, Asia and Australasia, pooling funding, expertise and staff for field operations. There are currently 6 departments within the UK office (fundraising, communications, finance, programmes, medical (called the Manson Unit (MU), human resources) as well as an office in Dublin.
As medical professionals, MSF field staff have a duty to try and protect their patients from violence and abuse. MSF often chooses to speak out about gross violations of humanitarian law against civilians in conflict, refugees, unaccompanied children and other vulnerable groups, in an attempt to bring abuse to world attention.
The mandate of the UK section has traditionally been to provide technical, human resources, financial and communications support to field operations. That support has now evolved towards taking direct, medical and operational responsibility for specific project development. MSF-UK’s income for the year ending 31 Dec 2012 was in excess of 25 million, over 80% of which was spent directly on MSF’s overseas field programmes. The UK office currently has around 50 full time staff working in the London office and placed over 175 medical & non-medical staff to work in projects in the field during 2012.
Job Purpose
The core areas of the role cover-
(i)Executive Assistantto the Director, including limited support to the Chairman
(ii)Planning and co-ordination support for the Management team
(iii)Office Manager
(iv)Supervision and management of reception
Reports to: Head of Finance & IT
MAIN DUTIES AND RESPONSIBILITIES:
Executive Assistant to the Executive Director (ED)
-Managing the ED’s email, including filtering emails, highlighting urgent correspondence and printing attachments.
-Managing a busy diary, scheduling UK and International meetings and managing travel arrangements
-Proactively co-ordinate meeting agenda points, circulate papers, minute meetings and produce accurate records of meetings
-Assist in the planning and preparation of intersectional and external meetings and ensuring proper follow up of decisions taken
-Co-ordinateinternational travel, including visas and accommodation
-Manage the ED papers and electronic communication, including filing
-Limited amount of support for the Chairman
Planning and co-ordination support for the Management team (MT)
-Co-ordinate the MT meetings, including preparing agendas with input from team members, documenting decisions and following up action points
-Follow up on the status of major projects being conducted by the management team members
-Co-ordinate the 6 months and 12 month evaluation and reporting process
-Support the strategic and annual planning co-ordination, including timetabling, monitoring progress and drafting reports for the Board
-Prompt, flag and follow up progress on key dossiers and projects (e.g. risk register and disaster recovery plan)
-Complete research on behalf of the ED, as required
-Ensure internal communication on relevant matters
Office Manager
-Be on-call to sort emergencies out of office hours, including responding appropriately to office emergencies or urgent issues as they arise
-Manage all building service contracts and the focal point for contractors and landlord
-Manage the facilities expenditure budget
-Maintain supplies of stationery and office supplies
-Maintain the condition of the office, manage the office cleaners and arrange for necessary repairs
-Negotiate utility and other service contracts
-Regularly review security provision and update as necessary
-Enforce office security procedures including register of keys and access cards
-Manage the alarm and key-holding contracts
-Be the focal point for Health and Safety in the office, including enforcing the H&S policy, undertaking risk assessments and keeping up to date with H&S legislation
Supervision and management of reception
-Maintain a continuous roster of volunteers to ensure regular cover of the reception desk
-Undertake the recruitment, training, supervision and management of the reception volunteers
-Cover for reception where necessary, answering calls and greeting persons entering the building
-Ensure the mail is received, sorted and distributed in an efficient and effective manner
General
-Additional tasks as required, especially during busy periods (for example when there is a large emergency)
-To maintain commitment to the aims and values of MSF through proactive involvement in and attendance at ongoing MSF UK and wider movement operational
PERSON SPECIFICATION
Essential
- Demonstrable experience in an administration / executive assistant / PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts.
- Experience of diary management / researching and booking of international travel and accommodation.
- Experience of successfully working with senior management.
- Intermediate or advanced level Word, Exceland PowerPoint.
- Experience of facilities or office management role, including liaison with landlord and management of contractors
- Good oral and written communication skills
- Educated to degree level or equivalent
Desirable
- Experience in reception management
- Experience in the recruitment, training and management of volunteers
- Genuine interest in and commitment to the humanitarian principles of MSF;
Candidates must hold an appropriate passport or permit to work in the UK
TERMS AND CONDITIONS OF EMPLOYMENT:
This is a permanent position and the requirement is to work 40 hours a week. The salary for this post is: £26,593 per annum (including London Weighting)
Current Benefits at MSF UK and Ireland:
SALARIES
MSF UK & Ireland pays the salaries into the bank account on the 21st of each month.
FLEXITIME SCHEME
MSF UK & Ireland operates flexi time. The daily requirement is to work 8 hours plus half hour for lunch with core hours between 9.30am-5.00pm and flexi time periods between 8.30am – 9.30am and 5.00pm-6.00pm.
ANNUAL LEAVE
The MSF UK & Ireland holiday (annual leave) year runs from 1st January to 31st December.
Annual entitlement for full-time staff is 28 days per year in addition to UK bank holidays (pro rata for part-time)
SICK LEAVE
On completion of the probationary period, employees of MSF UK receive additional benefits though our Group Income Protection Scheme and Group Life Scheme.
PENSION PLAN
On completion of the probationary period employees of MSF UK & Ireland can join the Group personal Pension Plan. Members of the scheme contribute between 3% and 5% of their salary. Contributions are deducted from salaries. MSF contributes 3% (for those paying 3 or 4 % of their salary) and 10% for those paying 5%
Development opportunities
MSF UK & Ireland has an annual performance review process in place during which individual development needs are discussed and training needs identified.
HOW TO APPLY – THE RECRUITMENT PROCESS
Timetable:
- Closing date for applications: 5pm on Monday 5th August 2013
- Interviews:Tuesday 13th August 2013
To apply:
If you are interested in this position please send your CV and a letter of motivationexplaining how your skills and experience relate to the person specification to:
Beverly Gurevitz
Human Resources Officer
E-mail:
MSF UK and Ireland
Equal Opportunities Monitoring Form
Médecins Sans Frontières (MSF) UK is committed to the principle of equal opportunity in employment. MSF UK values the diversity of its workforce and is firmly committed to creating a culture of dignity and respect at work that values the rights of every individual.
We ask you to complete this form to assist us in monitoring who is applying for employment with us, our adherence to equal opportunities best practice and our progress towards identifying any barriers to diversity among our workforce.
This form will be separated from your application on receipt, and will not be seen by the interview panel or used in any way for the purposes of selection. If you are subsequently employed by MSF UK it may be retained upon your personal file. All information will be treated in the strictest confidence, and in accordance with the Data Protection Act 1998.
SECTION A: AGE
Please tick the age group you belong to
16 – 21
22 – 30
31 – 40
41 – 50
51 – 60
61 – 64
65 +
I would prefer not to say
SECTION B: GENDER
What is your gender? Male Female I would prefer not to say
SECTION C: ETHNIC ORIGIN
What is your ethnic group? Choose ONE section from 1 to 5, and then tick the appropriate box to indicate your cultural background.
1. White
British
Irish
Any other White background (please specify)
2. Mixed
White and Black Caribbean
White and Black African
White and Asian
Any other Mixed background (please specify)
3. Asian or Asian British
Indian
Pakistani
Bangladeshi
Any other Asian background (please specify)
4. Black or Black British
Caribbean
African
Any other Black background (please specify)
5. Chinese or other ethnic group
Chinese
Any other (please specify)
I would prefer not to say
SECTION D: DISABILITY
The Disability Discrimination Act 2005 defines a disability as ‘a physical or mental impairment which has substantial
and long term adverse effect on a person’s ability to carry out normal day-to-day activities’.
With this definition in mind, do you consider yourself to be disabled?
Yes No I would prefer not to say
If yes, please provide a brief summary of your disability if you wish to.
SECTION E: RELIGION AND BELIEF
Please indicate the term which best describes your religion/belief.
Christian
Buddhist
Hindu
Jewish
Muslim
Sikh
Other (please specify)
No religion or belief
I would prefer not to say
SECTION F: SEXUAL ORIENTATION
Please indicate the term which best describes your sexual orientation.
Bisexual
Gay man
Gay woman / lesbian
Heterosexual / straight
I would prefer not to say
SECTION G: ADVERTISING
Where did you hear about this opportunity to work for MSF?
MSF UK Association
MSF UK website
Other website (please specify)
Newspaper (please specify)
Magazine (please specify)
Conference / Event (please specify)
Word of mouth