Office Coordinator Job details

Transcription

1 Linking local priorities and global challenges Office Coordinator Job details Group Reports to Responsible for Purpose of job Main contacts Facilities Group Facilities Manager N/A To carry out administrative activities to facilitate the smooth running of the office (75%) and provide general administrative support to the Climate Change Group (CCG) (25%) Internal: Members of the Climate Change Group, other staff based in Edinburgh, Executive Assistant and Facilities Manager based in London. Other Coordinators, finance staff External: Consultants, partners (individuals and organisations), contractors and suppliers, and the general public Contract type Duration Hours Location Grade and salary Permanent N/A Part-time Monday to Friday, 9am to 1pm,20 hours per week Edinburgh Grade 6, 24,729-27,197 pro rata depending on experience (up to 29,925 pro rata for exceptional candidates) Context The International Institute for Environment and Development (IIED) is a policy and action research organisation promoting sustainable development and linking local priorities to global challenges. We are based in London and work on five continents with some of the world s most vulnerable people to strengthen their voice in the decision-making arenas that affect them. With more than 100 members of staff working with associates and partners around the world, IIED has been at the forefront of policymaking in sustainable development for over 40 years. IIED has offices in London and Edinburgh. Sixteen staff from IIED s research groups are located in the Edinburgh office. The Facilities Manager based in London is IIED s Competent Person for Health and Safety and oversees health and safety at the Edinburgh office, and provides support and advice to the Office Coordinator in situ. 1

2 Main responsibilities 1. Office Services (the post holder can expect to dedicate approximately 60% of time to this area of responsibility) This involves supporting the London-based Facilities Manager and Executive Assistant with the management of routine systems to ensure that the Edinburgh office provides a safe and efficient working environment. Tasks include: Provide reception duties, post and courier services, despatching post to London twice a week Maintain a stock of stationery and other supplies Ensure all equipment is in working order and organise replacements as necessary Process invoices and track payment Monitor actual expenditure against the office annual budget Keep accounts of petty cash and foreign currencies and produce monthly records Book and keep sleeper train flexipass details up to date Be a first aider and fire warden (training will be provided if necessary) Take out the recycling for collection once a month Take out the mixed waste for collection once a week Keep the office in good repair: manage the cleaning contract and organise maintenance work when needed, in agreement with the Landlords managing agent Ensure the office complies with Health & Safety regulations and Fire Safety regulations in conjunction with IIED s Competent Person for Health and Safety Arrange the annual testing of electrical appliances and the gas boiler Carry out display screen equipment assessments for new staff and submit reports to the Facilities Manager in London (training will be provided if necessary) Work with the Facilities Manager to provide the data for the environmental management system Liaise with IIED s IT Technical Support team for simple IT troubleshooting Test video conference connections ahead of video conference meetings with external parties Provide support to the Executive Assistant and the Facilities Manager on projects as required 2

3 2. Administrative support to the CCG (the post holder can expect to dedicate approximately 20% of time to this area of responsibility) Assist with expense claims and Barclaycard processing for Edinburgh Based staff Team Provide ad hoc support to Group Head and Group Coordinators as needed. Organise travel and arrangements for the Group s staff, consultants, partners, and Senior staff, including accommodation and visas as needed. Provide logistical support for meetings and events under specific projects, at IIED and other venues, including making flight and accommodation bookings, venue bookings, liaising with participants, assisting with visa applications, preparing documentation.. Coordination (approximately 10% of time) Deal with routine correspondence (telephone, ) referring to other staff as appropriate Assist with compiling supporting documentation (such as receipts or transaction lists) for financial reports to donors Photocopy/arrange external printing of material, and organise couriers, as required Manage personal administrative tasks such as timesheets Plan and prioritise own work activities, responding to line manager and colleagues requirements. 4. Contributions to institutional life (approximately 10% of time) Participate in the IIED-wide coordinators and core group (COG). Participate in group and cross-organisational activities and processes as required Participate in organisation-wide projects, initiatives or working groups. Participate in institute meetings such as critical themes, discussion groups, lunchtime meetings, staff meetings, colleagues presentations, etc. Participate in team and group discussions on the development and improvement of office systems, processes and procedures. The job description defines the level of responsibility and area(s) of involvement of the post; the details of the duties may change over time and do not form part of the contract between IIED and the post holder.

4 Person specification Skills and experience Qualifications Knowledge Essential A Level or equivalent level of education, or learning gained through work experience, short courses or formal training in similar administrative roles. Of work practices and procedures relevant to the role Working knowledge of business software (word processing, spreadsheets, databases and communications) Desirable Full professional qualification First Aid and Fire Warden Training Interest in environment and development issues Experience Skills Relevant work experience in a similar service and administration / office support orientated role Ability to set up, implement, and maintain office systems Providing support to financial administration processes, for example reconciling petty cash, processing invoices and monitoring spend against a budget Providing events support (ideally for events both in the UK and overseas), for example booking meeting venues, arranging catering, booking travel and visas Proofreading and assisting with the production of publications A good knowledge of office software (word processing, spreadsheets, databases) Ability to organise and manage time with relatively frequent oversight, to meet tight deadlines and balance multiple demands Accuracy and attention to detail Good written and verbal communication skills in English Ability to work independently and as part of a multicultural team Ability to be adaptable and flexible, work on own initiative, prioritise work effectively and balance conflicting demands under supervision Commitment to equality of opportunity and diversity Work experience in the voluntary/public sector Working in an organisation where staff are frequently travelling or based at other locations Experience or knowledge of health and safety practices and processes, for example first aid or fire warden qualified or experience carrying out display screen equipment assessments Working knowledge of relevant specialist software A second language 4

5 Behavioural competencies Competency Description Level required Flexible thinking The ability to understand and appreciate issues from a wide range of perspectives and adapt one s thinking and approach based on this understanding Information seeking A curiosity to find out more about people, concepts and issues. Asks questions to clarify understanding, conducts research or scans the environment for information that may be of future use. Initiative Thinks ahead and takes decisive action to make the most of opportunities and avoid future issues. Integrity and commitment Demonstrates a commitment to the values of IIED and acts in the best interest of the organisation and its partners / stakeholders More details of the competency framework can be found here 5