Friends World Committee for Consultation:

World Office & Europe & Middle East Section (EMES)

JOB TITLE: / Organisational Assistant
REPORTING TO: / General Secretary, World Office &
Executive Secretary, Europe & Middle East Section
Based at: / World Office, Friends House, Euston Road, London
Other location negotiable
Duration of Service: / April 2017 to 31 December 2019

Job Purpose

To provide high level office management support for the FWCC World Office and Europe & Middle East Section, including responsibility for communications, event organisation and management, administration relating to fundraising & database maintenance.

Key Accountabilities & Main Tasks:

  • Take the lead in compiling and publishing newsletters and annual reports for the World Office and Europe & Middle East Section
  • Updatewebsites and manage updates on social media
  • Act as deputy to the Secretaries when they are travelling abroad, and providing some administrative and secretarial support to the World Office, Central Executive Committee, EMES Executive Committee and other committees. Support work includes booking venues & making travel arrangements
  • Collate and analyse financial and other data in management information reports as identified with the line managers, particularly in relation to fundraising
  • Lead the organisation and delivery of small and medium-sized events for both the World Office and the Europe & Middle East Section
  • Ability to work with variety of cultures and Quaker traditions
  • Manage own personal development
  • Line management of database coordinator

Intellectual Demands

This post holder needs a high level of attention to detail, numeric skills, and the ability to work quickly, creatively and accurately under pressure. A high standard of written and spoken communication. Ability to work discretely and to observe diplomacy. Project management skills and handling multi-dimensional projects simultaneously and effectively under time constraints. Ability to analyse feedback to identify how events can be improved.

The post holder should be willing to work flexibly as part of a team, and to spot opportunities to initiate this unprompted. The post also requires the ability to plan, maintain and improve administrative systems as well as contribute to the team’s work plan. In particular they need to be conversant with developments in new technology, with particular regard to web-based communication tools (website, social media & conferencing facilities).

Judgement

The post holder will be supported and supervised and will work in a small team. Ability to work on own initiative and make judgements including:

  • Planning own workload, setting deadlines, schedules, communications and prioritisation of tasks and being self-directed within the team’s work plan.
  • Making decisions such as what to delegate to the Administrator and the DatabaseCoordinator, whether to pass items to the World Office or EMES, and when to consult the relevant line manager.
  • The ability to identify search criteria to retrieve useful and informative data from IT systems and technical capacity to develop reports, particularly in respect of fundraising.
  • Demonstrate sensitivity to the diversity of Friends’ beliefs and experience with an ability to express spiritual beliefs and concepts.

Use of Resources

Co-ordination of volunteers for various events, use of the usual office equipment, sourcing and managing resources for events and handling confidential information.

Use of databases to record and report on information for committees and events and for fundraising, ensuring the database is updated regularly and accurately.

Communications

Internal – 60%: Liaison with staff and FWCC Representatives at both Section and world level. Seek out publication contributions. Work with other staff on events.

External – 40%: Audiences will include members of the Religious Society of Friends in Europe and the Middle East and the whole world, their governing committees, Quaker and non-Quaker participants attending events, companies and venues providing a service to us, and the wider public.

6. Physical Demands & Co-ordination

Use of a computer workstation throughout most days. Event set up will likely require manual lifting of equipment and resources as is reasonable given the post holder’s training and health. Stamina and ability to work long hours for some events.

7. Working Conditions and Emotional Demands

The post is primarily office based and involves working to tight deadlines. Some weekend and evening work with time off in lieu. Some travel abroad will occasionally be required. Longer time away may be required for Section & Plenary meetings.

OTHER RESPONSIBILITIES:

  • To represent Quaker values and testimonies to everyone with whom the postholder interacts
  • To undertake other duties and responsibilities commensurate with the post from time to time

Jan 2017

FWCC World Office & Europe & Middle East Section (EMES)

PERSON SPECIFICATION

Job Title: Organisational Assistant
Friends World Committee for Consultation:
World Office & Europe & Middle East Section (EMES)
Date: January 2017

KNOWLEDGE

  • Self-identifies as Quaker, preferably in membership of the Religious Society of Friends
  • Experience of Quaker business process, committee, and nominations processes
  • Educated to degree level or equivalent administrative experience
  • Knowledge of administrative processes and supportive technology

EXPERIENCE

  • Experience of planning and delivering residential events
  • Database experience (updating and analysing data)
  • Experience of using word processing, spreadsheets, desktop publishing, web and internet communication tools
  • At least three years’ administrative experience
  • Use of digital media, including websites and social media

ESSENTIAL SKILLS

  • Strong word processing, spreadsheet, desktop publishing and internet skills
  • Strong administrative and organisational skills
  • Excellent verbal and written communication in English including a pleasant and friendly manner
  • Fluency in at least one other major language
  • Highly developed people/customer service skills with excellent attention to detail
  • Problem solving skills and a positive approach to challenge and change
  • Tact and diplomacy, sound judgement
  • IT skills, particularly withanalysing databases, work flows, and situations to generate and report conclusions
  • Ability to work effectively as part of a small staff team within an international context
  • Willingness to learn new skills

2017

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