OFFICE COORDINATOR

JOB DESCRIPTION

Workplace: / Chain of Hope, South Parade, Chelsea SW3 6NP
Reporting to: / Office Manager and EA to CEO
Hours of Work: / Full Time (40 hours per week)
Salary: / £20,000 - £22,500 (based on experience)

ABOUT THIS JOB

Chain of Hope is an international medical charity that provides treatment for children suffering from life threatening heart disease in developing countries. In addition to this Chain of Hope is developing cardiac services overseas through training, building infrastructure and providing vital medical equipment.

Chain of Hope are looking for a candidate with strong administrative and organisational skills to join the team. The primary purpose of this role is to support the Office Manager & EA to CEO, along with the CEO, with the smooth running of the office and the organisation. You will play a key role in the office as a key member of staff answering phone calls and greeting visitors, donors and guests.

This is a full time post (40 hours per week). The core office hours for this role are Monday to Friday, 8.30 am to 5.00 pm, however a degree of flexibility is expected, as there may be times when work takes you out of these hours. Your main work place will be the South Parade office, though this role involves some transfer between the South Parade office and the Weymouth Street office.

KEY AREAS AND RESPONSIBILITIES

The primary objective for this post is to support and assist the Office Manager & EA to the CEO, along with the CEO, with the smooth and effective running of the office and the organisation. The key areas of responsibility include:

1.  Office duties

2.  Office administration

3.  PA duties

4.  Other areas of work

1.  OFFICE DUTIES

·  To act as the key front of house member of staff, to liaise with donors, volunteers, supporters and clients; greeting and welcoming all visitors to the office in a professional manner.

·  To prepare and offer refreshments for internal and external meetings, visitors to the office and throughout the day as necessary.

·  To be the key person answering and screening calls. Taking telephone messages and ensuring that all phone calls and messages are emailed to the relevant person/s.

·  As the Office Coordinator, be responsible for ensuring that the office opening and closing procedures are completed at the start and end of each day.

·  Ensuring the answerphone is activated/deactivated, as well as retrieving answerphone messages and emailing to the relevant member/s of staff.

·  To assist Office Manager to ensure the office is well stocked in terms of stationery, office supplies, kitchen supplies and any other requirements; proactively monitoring and replenishing as necessary.

·  Checking the printers in the mornings, stocking up with paper/toner, and removing any jams.

·  To liaise with the monthly cleaning company and assist the Office Manager in ensuring that general housekeeping for the office and meeting room is maintained. Also arranging for recycling to be taken to the bin room regularly.

·  Assisting Office Manager to liaise with suppliers and log issues with the relevant department/suppliers such as the estates, IT, phone, copier, or water companies.

·  To be responsible for the daily IT backup tape change over, ensuring there is a daily offsite copy.

2.  OFFICE ADMINISTRATION

·  Receiving deliveries for the office, checking contents, passing delivery notes to accounts, and storing items away.

·  To be responsible for dealing with incoming and outgoing post in a timely manner; sending through the mail room twice a day, and post office as and when necessary. Opening, recording and distributing post to relevant staff members.

·  Coordinating the logistics between two working office sites including: transferring relevant paperwork between sites throughout the week, printing and filing purchase orders sent over electronically, and carrying out stock checks and ordering office supplies for the Weymouth Street office.

·  Administering petty cash, ensuring receipts are attached to petty cash slips and recorded in the petty cash spreadsheet on a weekly basis.

·  Preparing purchase orders and placing orders with suppliers. Ensuring all paperwork is filed.

·  Assisting Office Manager with the weekly credit card statements by compiling the relevant purchase orders and paperwork and listing outstanding items.

·  Assisting the Office Manager in researching and reviewing suppliers to ensure the most cost effective suppliers are used.

·  To assist with the maintenance, upkeep and transfer of the database; entering data and ensuring contact details are regularly updated.

·  Assisting Office Manager with the transfer of files to archive; completing inventories and arranging logistics.

·  General administrative duties including photocopying, scanning, printing, shredding and filing tasks.

·  Providing any other support as required by the Office Manager & EA to CEO or CEO.

3.  PA DUTIES

·  To assist the Office Manager & EA to CEO in travel arrangements; booking flights, cars and accommodation.

·  Assisting with booking meeting rooms and organising refreshments for meetings.

·  Assisting Office Manager & EA to CEO with diary management.

·  To assist Office Manager in preparing papers for meetings and taking minutes of meetings.

·  To assist the CEO with duties for Overseas Operations, Fundraising and any areas of work as required.

4.  OTHER AREAS OF WORK

·  Assisting the teams with mail outs and communications; addressing/labelling envelopes, preparing packs and sending mail out when necessary.

·  To provide support to the fundraising duties in the lead up to events such as the Chain of Hope Annual Gala Ball and the Chain of Hope Carol Concert as well as assisting on the night of the events.

·  To assist other members of the Chain of Hope team as required, in particular in the lead up to events.

In addition to the key areas of work detailed above, it is understood that there will be times when you may be called upon to complete tasks outside of your remit. As a small organisation, it is important to support your colleagues wherever possible so long as it is not to the detriment of your own responsibilities.

PERSON SPECIFICATION:

·  To have minimum of one to two years’ of recent administrative experience in an office setting / Essential
·  To be IT literate in Word, Excel and Outlook / Essential
·  To have experience of working as part of a team and with a flexible approach / Essential
·  To be able to prioritise your work and take the initiative / Essential
·  To have good inter-personal and communication skills / Essential
·  To have strong organisational skills and to be able to multitask under pressure / Essential
·  To receive a clear police disclosure (DBS) record / Essential
·  To be able to show and demonstrate a high level of attention to detail and accuracy / Essential
·  To have a professional telephone manner / Essential

The application deadline is Thursday 4th August 2016 at 9 am. To apply please submit a cover letter and CV through the Charity Job website. Due to the volume of applications we receive, we regret that only shortlisted applicants will be contacted. We look forward to receiving your application!