Secretary / Senior Administrator

Job Title: Secretary / Senior Administrator
Contract Type: Contract
Location: London
Salary: £24219 per annum
Start Date: 2019-01-24 00:00:00
Reference: 775109340
Contact Name: Suzanne Patel
Contact Email:
Job Published: January 24, 2019 16:46

Job Description

National charity is seeking an experienced Secretary / Senior Administrator to support their Operations Directorate at their London based offices.

This is a 6 month fixed term contract to start ASAP and will pay £24,219.60 pro rota.

The Secretary / Senior Administrator will provide a senior level of administrative/secretarial support to the Assistant Director of Operations. Duties include:
  • Organise and maintain an up-to-date electronic diary for Heads of Department in the Operations Directorate and their teams.
  • Arrange travel and accommodation for planned meetings both UK/Overseas and provide supporting documentation.
  • Undertake accurate minute taking for relevant meetings and circulate in a timely manner.
  • Build and maintain good relationships with internal/external stakeholders.
  • Ensure that reports and statistical data required for meetings is received in a timely manner.
  • Assist the Assistant Director (Operations) Grants, Policy and Information to plan and organise events, such as team away days/conferences as and when required which involve a wide range of high profile stakeholders - both internal and external in support of the achievement of Operational Plans and objectives
  • Prepare, organise and monitor the authorisation of invoices and payment requests electronically using eBis. Specifically manage the effective processing of all purchase orders and payments for authorisation
  • Provide reconciliation support of financial records
  • Act as point of contact for receiving telephone enquiries from staff, volunteers and beneficiaries.
  • Proactively arrange meetings/teleconferences through the prioritisation of email inboxes.
  • Format, proof read, edit and prepare Executive Board Papers and Board of Trustees papers to an exceptionally high standard within pressured deadlines.
  • Undertake research as and when required and as directed, in support of the planning and delivery of reports and presentations.
  • Produce PowerPoint presentations and ensure content is kept current for presentations used on a regular basis at various events.
The ideal Secretary / Senior Administrator will have the following knowledge, skills and experience:
  • Demonstrable experience at providing administrative and secretarial support
  • Demonstrable experience at providing administrative and secretarial support to Director/ Senior Management level working in a large diverse organisation
  • Experience of minute taking
  • Experience of Diary Management
  • Experience of Event Management
  • Experience of using databases
  • Experience of working in the Charity/Not for Profit Sector is desirable
  • Good IT skills including workable knowledge of Microsoft Office suite, particularly Excel, Outlook and PowerPoint
  • Effective problem solving skills - identify and resolve and identify improvements for future
  • Attention to Detail - able to meticulously check documentation
  • Understanding issues of confidentiality