Job description

Vacancy: Team Coordinator and Administrator

Salary: £25,000 - £30,000 per year, depending on experience

Duration: Full-time, permanent contract

Location: London (Spitalfields)

Primary Purposes: Provide administrative support and coordination to the AHF’s teams and running of the AHF office;

Provide grant management, accounting and financial administration;

Help assess and communicate the impact of the work of the AHF;

Provide governance administration.

Responsible to: Chief Executive, with regular cross-team working

Responsible for: Volunteers, contractors

Number of hours: Full time

Length of Contract: Permanent

The AHF wishes to achieve greater reach and impact so we can continue to be the organisation of choice for communities that wish to make better use of their architectural heritage. We have recently undertaken a far-reaching study of the social impact achieved through our activities, and our work has been recognised by significant government investment over the next three years. We are looking for a Team Co-ordinator and Administrator with some proficiency in accounting and financial administration to support the work of the AHF’s Investment, Finance and Operation teams and to provide day-to-day assistance to the Chief Executive.

You will apply excellent organisational and customer support skills to help ensure the office runs smoothly and to meet the requirements of our clients and funders. You will also possess some particular experience in financial administration, as well as more general office administration experience. In return, you will enjoy undertaking a pivotal supporting role within a leading heritage charity.

Above all, you will be committed to our values and objectives and be willing to develop your knowledge of the context in which we operate.

The post is based full-time in our London Spitalfields office. The salary will be in the region of £25 - £30,000 per year, depending on experience, plus a generous pension and other benefits package.

Task Description

Provide grant management, accounting and financial administration support

Key tasks

·  assist with the process of claiming grant payments, including compiling and checking grant payment spreadsheets;

·  provide administration support to the AHF grants and investments database;

·  assist with financial accounting processes and grant compliance;

·  process returns to the Charity Commission, Companies House, OSCR and the FCA, and updating the Register of Directors as necessary.

Help assess and communicate the impact of the work of the AHF

Key tasks

·  assist with the production and coordination of the AHF impact report, including liaising with projects;

·  assist with the management and coordination of the AHF website and social media platforms;

·  assist with drafting stories and news pieces about AHF projects, including liaising with projects;

·  manage a forward plan of PR opportunities;

·  assist with the production of the annual review.

Provide administrative support and coordination to the AHF’s teams and ensure the smooth running of the AHF office

Key tasks

·  provide general secretarial support to the Chief Executive and Senior Management Team, including dealing with correspondence (emails and post), appointments and travel;

·  act as point of contact and manage relationships with contractors and suppliers;

·  maintain a safe office environment and ensure compliance with health and safety legislation, acting as nominated First Aid Officer, Health and Safety Officer and Fire Officer;

·  act as the key contact point for AHF’s IT support and ensure that IT problems are resolved promptly.

·  help ensure good management of the AHF’s shared drive and document filing.

Provide governance administration

Key tasks

·  provide diary and practical arrangements for AHF Board and Committee meetings, to include planning accommodation and refreshments as required;

·  the preparation and prompt mailing of agendas, associated papers and minutes and helping coordinate actions;

·  ensure governance meetings are accurately recorded.

If you wish to apply, please submit a CV and a one-sided covering letter to . The deadline for applications is 9 a.m. on 20th November 2017. Interviews will be held at our office at 3 Spital Yard, London, E1 6AQ on 30th November 2017 and will last around 45 minutes.

Unfortunately, due to the high volume of applications expected we will not be able to contact all of those who are not being asked to attend an interview. If you do not hear from us by 25th November 2017 then on this occasion you have unfortunately not been successful.

Criteria / Essential / Desirable
Qualifications and Training
·  A degree or equivalent qualifications / x
Experience
·  At least 1 year’s previous experience of providing administrative support within an organisation / X
·  Previous experience of handling financial information and reporting / x
·  Experience of working in a busy office environment, undertaking a wide variety of roles / X
·  Experience of social media, research or communications / X
·  Ability to write clear and accurate documents, reports and minutes / X
Knowledge, Skills and Abilities
·  Strong project management skills / X
·  Knowledge of working in the social enterprise, heritage, charitable or financial sectors / X
·  Proven communication skills, both written and verbal / X
·  Good Microsoft Office and general ICT skills / X
·  Able to be proactive, manage own workload and prioritise conflicting demands / X
Personal Qualities
·  Well organised and practical approach to problem solving / X
·  Prepared to work flexibly and according to the needs of a small organisation / X