PROJECTS & OFFICE CO-ORDINATOR: CANDIDATE PACK

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1 PROJECTS & OFFICE CO-ORDINATOR - PART TIME (3 dpw 9.00a.m p.m./flexible working available over 4 days/some working from home) p.a. ( pro rata) + 6% pension contribution after 3 months probation The vital role of Projects & Office Co-ordinator offers an exciting part time opportunity for a motivated self-starter who is looking for a varied and interesting role within a small committed team. If you have an entrepreneurial spark, relish a lynchpin role running events and up fronting senior people while supporting a huge range of voluntary organisations, then apply today. APPLY BY 10a.m. Monday 19 th Feb. Interviews take place 22 nd Feb. PROJECTS & OFFICE CO-ORDINATOR: CANDIDATE PACK CONTENTS About the Foundation The Role Salary, benefits and terms Job description Person specification Application and selection procedure ABOUT THE FOUNDATION The Ethical Property Foundation is a socially enterprising charity launched in 2004 with the vision that buildings should be managed for the benefit of people and planet. Our vision is of a world where the use of buildings helps people, the community and the environment. The Foundation launched its Property Advice Service in 2005 to provide independent information, advice and training to charities, social enterprises and community groups on property issues. Since then, we have successfully helped more than 4000 not-for-profits to rent, buy, let or manage property. In February 2015 the Foundation became lead referral partner for land and property advice to the Charity Commission. In January 2017, the Foundation launched the National Programme for Property Education comprising online education and an extensive workshop series across England & Wales. The Foundation earns its income from its growing consultancy business supporting larger not-forprofits. This, in addition to grant funding, enables us to supply property advice free at the point of access to smaller charities and community groups. We work closely with our Register of property professionals who offer pro bono and discounted advice. Every two years we run the Charity Property Matters Survey in partnership with the Charity Commission and this year the Charity Finance Group. Alongside our property advice service, the Foundation engages with the mainstream commercial property sector to promote ethical workplace management through its workplace accreditation the fairplace Award ( a quality mark which recognises best practice in the management of buildings for people, community and planet.

2 Future plans include a rebranding and a new online property learning platform for charities. EPF Structure Chief Executive Senior Property Advisor Senior Property Advisor Finance Manager Projects & Office Coordinator Assistant Property Advisor Register of property professionals, Associates and volunteers Salary, benefits and terms Reporting to Chief Executive Location Hours Vauxhall, London (occasional travel to other locations required). 3 dpw 9am to 5.30pm or flexible working over 4 days school hours. Some work could be done at home. The post-holder is expected to work occasional flexible hours, which may include evening work or travel across the UK which could include an overnight stay. Time off in lieu is available. Annual leave Salary Pension Term In addition to public holidays - 26 days per year pro rata, increasing by one day per annum for each completed full year of service, to a maximum of 28 days pro rata p.a. ( 26,500 pro rata) 6% employer s contribution to pension scheme on completion of probationary period Permanent subject to funding

3 Start date As soon as possible JOB DESCRIPTION 1. Office management and administrative support Meeting and event administration (setting meeting dates, collating and issuing agendas and papers, finding and arranging venues, transport and catering, taking minutes) for e.g. Board meetings, team meetings, fairplace Award meetings, receptions Project management of new learning platform, Charity Property Matters Survey and any adhoc projects such as; finding new IT support contracts or sourcing possible funders Office management including ordering stationary, liaising with IT support providers, ensuring the office is kept tidy, acting as Health and Safety representative Creating and implementing new processes and procedures to improve work efficiency Liaising with our office landlords 2. Marketing and communications Compiling and sending quarterly newsletter Uploading and updating website content via a content management system Writing copy and coordinating the design of flyers, booklets, exhibition stands Managing social media accounts 3. Administering the fairplace Award Administering the training of/ communication with our volunteer fairplace Award Assessors Administering all aspects of the application process Producing certificates, score sheets and yearly invoices Supporting the team in the sales function including researching potential clients 4. Finance & HR You will provide support to the Finance Manager to include: administrating staff recruitment maintaining holiday and sickness records data entry managing petty cash Issuing and logging invoices using Sage Induction of volunteers/new members of staff Please note that no experience is necessary in finance (though this would be an advantage) and full training will be provided. 5. Supporting the Property Advice Service You will work closely with and provide back up to the Assistant Property Adviser who provides administrative and project support for our Property Advice Service and consultancy service. Tasks may include, but not be limited to: Acting as the first point of contact for incoming enquiries (telephone, post and )

4 Building and maintaining relationships with the Foundation s Register of Property Professionals Co-ordinating our workshops and events for start to finish Monitoring and reporting on the impact of our work for funders and marketing 6. Other duties as reasonably required As a small organisation the foundation expects all members of the team to support and work closely with their colleagues. The Foundation requires all employees to work with due regard for the Foundation s policies including health and safety, equal opportunities and the environment. PERSON SPECIFICATION Essential Knowledge and experience significant experience of providing administrative support in a similar role educated to degree level or equivalent significant experience of administering all aspects of events and meetings knowledge of the charity/voluntary sector acquired through paid or voluntary experience Skills excellent written and spoken (face to face and phone) communication skills highly computer literate: confident and proficient with Word, Excel, PowerPoint, Outlook, internet and data entry and social media demonstrable aptitude for learning new IT skills demonstrable numeracy skills Desirable experience of working in a small, busy team knowledge and experience of the property sector maintenance of contact management database relevant experience of finance administration experience of uploading and editing website content taking clear, accurate minutes Personal attributes self-motivated organised and efficient, with excellent attention to detail and accuracy able to demonstrate use of initiative in appropriate situations able to manage a varied workload, balancing scheduled tasks with requests for assistance from the team, which may have short deadlines flexible and adaptive

5 able to work calmly and positively under pressure able to work independently with little supervision commitment to social and environmental issues and/or the charity sector APPLICATION PROCEDURE Informal discussion Applications For an informal phone discussion regarding the post, call the Foundation s Chief Executive Antonia Swinson on Applications will be accepted only on the application form provided with this Candidate Pack or on the Foundation s website All applications must be sent by to mail@ethicalproperty.org.uk Closing date Interview date The closing date for applications is 9am, Monday 19 Feb 2018 Interviews will be held in central London 22 nd Feb 2018 As part of the interview process you will be asked to complete a short exercise. You will not need to prepare for this in advance.