Junior Personal Assistant & Office Administrator - Membership Secretary - Office AdministratorA superb hybrid mix of 70% PA duties and 30% administration with huge emphasis on professional high-quality organisation and administrative support. Confidence and initiative & Communication!
Salary will be up to £36,500 with 26 days holiday plus all bank holidays. Core hrs are 10-4pm with flexible start and finish times as long as your full-time hrs are complete every week.
You will be commutable to Kingston upon Thames until the end of the year where the office moves to Vauxhall!
Working in an SME membership organisation of great importance, supporting senior people and the organisation in general.
Fast paced, hands on, get stuck in type of role for a confident PA / sectary and administrative all-rounder at this South London Head office.
You will be dynamic, flexible and a team player. Down to earth, professional and have like for like current experience with this type of role in this fast paced, SME
Start - August (or asap)
This is in South London with an office move to Vauxhall in the Autumn.
A brilliant role - great people and team and a purpose led opportunity to make yourself indispensable!
Speak to Caroline or Natalie at Duval Associates ASAP
The Role:
This is an important role providing administrative support across the Head Office Admin and Membership departments of this fantastic organisation. The focus will be to provide administrative support to the Senior Officers and the Membership department. You will need to be able to work flexibly, and enjoy working with computerized systems, traditional office systems and numbers. We need an excellent eye for detail, as well as being exceptionally methodical, organised, and flexible in their outlook to work. We need someone with determination and patience to complete tasks accurately and will understand the importance of meeting deadlines.
The Candidate:
- A strong level of Maths and English.
- Microsoft Office trained in Word, Outlook, PowerPoint, Excel to intermediate level
- Working knowledge of office databases
- Confident and adept at using computerised systems and databases; willing to learn new systems.
- Excellent communication skills, with the ability to deal courteously and professionally with people at all levels, both internally and externally, in a calm and confident manner
- Excellent organisation, prioritising, and multi-tasking skills, and attention to detail.
Standard JD below:
The job holder will support all Senior Officers as follows:
- Provide support to the Senior Officers to include:
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Diary management
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Managing e-mails
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Fielding telephone calls and media enquiries
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Conduct administrative-related research projects, as may be requested
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Assist with drafting replies on their behalf
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Assist with the administration and issue of any ad hoc reports, circulars, etc.
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Booking of accommodation and travel
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Annual Conference
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Elections
- Organise the Officers' engagements by coordinating and administering internal and external meetings, including the booking of venues, travel, and accommodation.
- To provide assistance to the Officers for meetings, seminars, conferences by meeting and greeting visitors, organising refreshments and occasionally assist with presentations and take minutes, as may be required.
- Act as a central point of contact across the organisation when required for the Senior Officers in respect of organising relevant meetings and events which may be attended by them.
- Act as a key representative of the Union providing informed professional and courteous responses to external enquiries and creating documents as and when required on behalf of the National Officers.
Membership Department
- Undertake training on the Membership system and become proficient to enable effective support and cover for the department as required.
- Input, retrieve and update the organisation's Membership System, including liaising with Organisers, Regional Officials, EC Members, National Officers, and Head Office.
- Process membership accounts for applications, AIF nominations and direct debits, ensuring that everything is accurate and recorded.
- Carry out various finance related duties as required. This includes raising membership refunds for the Accounts Department to process. Allocating checkoff payments.
All Departments
- Provide effective and efficient administrative assistance to include dealing courteously with email, telephone queries, and postal mail; working with colleagues, officials, members, and other stakeholders to answer and resolve queries, ensuring that key tasks are prioritised and all deadlines are met across all areas of the role.
- Set up and maintain appropriate office management and storage systems, as required, and ensure that paper and electronic file and data are kept current and updated. Undertaking scanning, photocopying, filing, distribution, and storage of documents as required.
- Generate correspondence as appropriate on own initiative or as directed, to include obtaining the relevant authorisation as necessary and undertaking distribution as required. Provide accurate typing of letters, to include originating and responding to correspondence., including for and on behalf of Officers.
- Liaise as necessary with other departments, regions and external agencies ensuring the maintenance of an efficient and professional service.
- Ensure that the requirements of the General Data Protection Regulations are observed and adhered to, and confidentiality is maintained, across all areas of the role.
- To provide cover within the relevant Departments as and when required, and establish good working relationships with the team, staff, Executive Council members and Officials across the organisation.
An All-Action Senior Administration / PA / Support role in a wonderful South London SME / Member union organisation!