+44 (0)20 7837 8344 · · bond.org.uk /
JOB PROFILE
Job Title: / Operations AssistantGrade: / £25,555 per annum
Full-time (35 hours per week)
Fixed term contract until end August 2016
Reporting to: / Operations Manager
Accountability: / Internally to Bond’s Finance and Operations Team, with a role in supporting other teams
About Bond
Bond is the UK membership body for organisations working in international development or supporting those that do through funding, research, training and other services. Established in 1993, we now have over 450 members ranging from large agencies with a world-wide presence to smaller, specialist organisations.
We promote, support, represent and on occasion lead the work and interests of UK international development organisations, united by a common goal to eradicate global poverty.
We work to influence governments and policy-makers, develop the skills of people in the sector, build organisational capacity and effectiveness and provide opportunities to exchange information, knowledge and expertise.
The Finance and Operations team at Bond is responsible for the organisation’s finances, IT, HR, organisational planning and reporting, grant funding, governance and risk management. The team consists of the Director of Business Strategy & Finance, Finance Manager, Operations Manager, Finance Coordinator and the PA to the Chief Executive.
Main purpose of the job
This is a new role, on a fixed term contract, which focuses on developing and trialling new systems and processes across Bond. The role will have responsibility for elements of office management, IT, HR and reporting.
Much of the responsibilities below have previously been spread out across the organisation, and will therefore require a reflective eye to identify improvements over the next 6 months.
Main responsibilities
Office Management [25%]
· Ensuring smooth running of the office.
· Responsible for regular stationery orders.
· Maintaining meeting rooms.
· Sorting office post, both incoming and outgoing.
· Coordinating Bond meeting room bookings.
· Setting up and maintaining an internal hot desking system.
· Acting as initial point of contract for NCVO (Bond’s landlords).
· Liaising with contractors on any office improvements.
· Taking minutes of staff meetings.
HR [20%]
· Responsible for updating our staff organogram.
· Keeping staff web pages up to date.
· Updating and coordinating Bond’s induction system for new starters.
· Playing a role in maintaining HR records (including sick leave and individual objectives).
· Establishing and maintaining a system for tracking Bond’s staff allocations to projects.
IT & Office Hardware [15%]
· Coordinating hardware stocks
o Any purchasing necessary.
o Managing an internal laptop booking system.
· Triaging, and in some cases dealing directly with, staff IT queries.
· Key point of contact for our IT suppliers.
· Setting up new office starters, including the allocation of software licences.
· Coordinating phone number allocations and lists.
· Direct DropBox support.
Reporting & Grants [10%]
· Coordinating quarterly reports across teams.
· Providing logistical support to Bond’s Project Management group.
· Supporting grant reporting processes.
Finance [15%]
· Running regular finance reports for teams.
· Ad hoc support to the finance team when necessary.
· Managing some cross-organisational finance record keeping.
Board & Management Team [5%]
· Support PA to Chief Executive on Board and Management Team meeting logistics.
· Managing the logistics for staff events.
Other [10%]
· Contribute to the work of the Bond Finance and Operations Team, and of the Bond secretariat, playing an active role in the planning, fundraising, monitoring and reporting of Bond’s work.
· Acting as an internal point of contact for the Finance and Operations Team.
o Answering phones;
o Managing general information email inboxes.
· Such other duties as may reasonably be required from time to time.
Main contacts
Bond’s internal teams, NCVO (Bond’s landlord) and other service providers. Some contact with Bond members through the Project Management Group.
PERSON SPECIFICATION
Bond is looking for someone proactive and organised to support our operations work, which requires setting up some new internal systems, for example for meeting room bookings and managing IT queries. We particularly want applications from people who take genuine satisfaction from keeping things in order and recognise the value of strong administration.
Essential
· Strong organisational skills, and a methodical approach.
· At least one year’s experience in an office administrative role.
· Experience of setting up new office processes.
· Proven ability to manage multiple priorities and be flexible dealing with a varied workload.
· Evidence of team working and build strong working relationships.
· Proactive approach to problem solving.
· Demonstrable IT proficiency, especially with Microsoft Office.
· Numerate and able to work with comfortably with spreadsheets.
· Right to work in the UK.
Desirable
· An interest in international development.
· Some experience with DropBox.
· Experience working closely with senior level staff.
Bond values diversity and works to advance equality. We encourage and welcome applicants from all sections of the community. Bond has flexible working hours, facilitates remote working and the office has full accessibility for wheelchair users.
Application process
To apply for this role please send the following to with ‘Operations Assistant’ in the subject line by 9am on Wednesday 23 March.
- CV
- Cover letter of maximum 2 pages outlining how you fulfil the person specification above
- Completed equal opportunities monitoring form
Interviews will be held on Thursday 31 March.
● Registered Charity Number 1068839 ● Company Limited by Guarantee Registration No 3395681 (England and Wales)