POSITION DESCRIPTION. Victoria Charity Centre. 11 Belgrave Road. London SW1V 1RB. Temp contract 12 months with opportunity for extension

Transcription

1 POSITION DESCRIPTION Position title: Reports to: Hours: Location: Project Support Officer/Administrator Deputy Chief Executive Officer Full time WCPT office at: Victoria Charity Centre 11 Belgrave Road London SW1V 1RB Term Temp contract 12 months with opportunity for extension 1 month probationary period Date Position Description completed: Communications and working relationships: January 2018 Deputy CEO: operations management, professional policy, leading projects in related areas and responsible for overall congress direction. Chief Executive Officer: works with the Board to drive forward the implementation of the strategic plan of the organisation and manages the WCPT staff. WCPT Board: made up of the President, Vice-President and five regional members who are elected to serve four-year terms. Communications Manager: responsible for WCPT communications via a range of media, design work, corporate style and social media, as well as congress marketing and promotion. Professional Advisers: research and develop professional policy and lead projects in related areas. Project Manager and Membership Coordinator: coordinates WCPT IT planning and implementation, WCPT s website and congress logistics. Manages WCPT membership. Congress and Exhibition Manager: leads congress logistics and planning, including exhibition services.

2 The organisation: WCPT is an international professional association representing the physical therapy (physiotherapy) profession. Founded in 1951 it is a UK Registered Charity and its members are 109 national physical therapy associations. WCPT aims to: encourage high standards of physical therapy education, practice and research encourage the development and promote the strength of national organisations of physical therapists encourage communication and exchange of information across the physical therapy profession organise international congresses of physical therapists represent physical therapy internationally promote the health, wellness and fitness of global populations co-operate with appropriate national or international organisations comment on social and political issues affecting health engage in all necessary activities to further the work of WCPT in the best interests of physical therapists Office environment: The international nature of the organisation means that much of its work and communication with member organisations is conducted by and teleconference. Professional staff, project managers and the CEO frequently work off site and on a day to day basis there are usually 3-4 people in the office. Staff communicate by , telephone, Skype and regular project based team calls and face-toface meetings. By necessity all individuals working with WCPT must be able to work independently and take the initiative to stay up to date on WCPT activity seeking further information when/if required Description of the position: The position is instrumental in assisting the smooth running of WCPT and supporting the work of the CEO, Deputy CEO, President and Board members, Professional Advisers and Congress Manager. You will use your experience, initiative, confidence and organisational skills to support across the organisation. You will support the coordination, activities and administrative tasks of a number of projects and activities related to the operation of the organisation and the services provided. These include the governance requirements of the organisation, operational logistics and WCPT congress. This will require liaising with staff, member organisations and Board/Committee members. Page 2 of 5

3 Main responsibilities: 1. Project support 1.1. Support project activities across a range of functions within WCPT secretariat Accreditation service: support activities in cooperation with the Professional Adviser ranging from enquiries, applications, review, timelines and logistics Country profiles: support the Professional Adviser in the review, analysis and presentation of data WCPT subgroups and networks: work with the Deputy CEO to carry out activity analysis and assess ways to improve engagement and outcomes WCPT Future Network: provide lead contact for implementing defined projects with the volunteer leaders Association development projects: support the project manager as required, but mainly with travel logistics Congress: support staff team working across range of congress activities as necessary Work with relevant staff to ensure that activities are set up on Teamwork (project management software) and support their ongoing management Carrying out background research to support initiatives, including the review, analysis and presentation of findings Preparing presentations in support of a wide range of activities of staff, Board members and representatives of WCPT. 2. Administrative support to CEO, Deputy CEO, President and Board members, and those representing WCPT on defined activities or events: 2.1. Scheduling of all Board meetings, and supporting other Committee meetings both via teleconference and face-to-face. This includes the coordination and management of travel, accommodation, venue and food and beverage requirements Support the WCPT President with travel arrangements, accommodation booking, itineraries, meeting schedules, letters and correspondence, and coordination of event attendance Support Board members with any travel, accommodation and meetings requirements needed for WCPT related business Coordination and management of travel, accommodation, food and beverage requirements for those representing WCPT. (For example, accreditation service reviewers, staff travel) Note: Travel and accommodation logistics may be outsourced but need central coordination and oversight. Page 3 of 5

4 3. Operational support 3.1. Liaising with member organisations, regions, subgroups and networks as required by the CEO and other staff Management of general enquiries, both via and phone Maintenance of office systems, including data management and filing Maintaining office manuals, including office procedures and staff handbook Promote the image of WCPT in all activities and contribute to the overall development of the organisation undertaking any reasonable duties, as required and agreed, to support the work of WCPT Manage office supplies e.g. printing paper, files, toner etc Ensure communal areas of the office are kept clean and tidy Sort and distribute all incoming and outgoing post. Person specification: The Project Support Officer/Administrator must have experience in project support and team administration. They must be highly organised, self-motivated and able to demonstrate initiative in managing complex and competing demands from different sources. It is expected that the individual will have a good first degree ideally, or relevant experience gained across a range of comparable settings, preferably with additional experience or qualifications in project management and/or business administration. Experience of working with senior staff and Boards/Committees is essential. The post requires: excellent communication skills; advanced computer literacy skills and competency with Word, Excel, Outlook and PowerPoint; the ability to multi-task, prioritise and manage own workloads; and the initiative to identify new ways in which the skills of the Project Support Officer/Administrator can bring added value and efficiency to the organisation. Page 4 of 5

5 Attributes Essential Desirable Qualifications Experience Minimum 5 years in a relevant work environment Organising and prioritising own workload Office services Small team environment Meeting and travel planning Relevant first degree Further project management/business administration qualification Project management including use of tools to track projects Working with health professionals Working with individuals outside the UK Previous experience with a nongovernmental or charitable organisation Knowledge and skills Personal qualities Excellent Microsoft Office skills: advanced knowledge of Excel/Outlook/ PPT / Adobe suite Fluency in English, orally and in writing to a high standard Exceptional organisational skills Accuracy and attention to detail Project and workload management Strong communication skills (in a cross cultural/professional environment) Taking minutes Research skills Report writing and proof reading skills Personable and approachable Efficient and well organised Diplomacy and integrity Collaborative and team orientated Excellent initiative Cultural awareness and sensitivity Tact and discretion for dealing with confidential information Small event organisation Practical knowledge of French and/or Spanish Knowledge of/interest in physical therapy/physiotherapy Prepared: January 2018 Page 5 of 5