Administrative and Information Officer Full time, six month contract

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Job Description The role encompasses a broad range of administrative and communications tasks including general communications, organizing meetings, database management, basic website administration, general office management and fundraising administration and research. The postholder will be directly responsible to XXXs Chief Executive Officer. Responsibilities 1. Communications

Communicate in a positive, helpful and tactful manner with other staff, Governing Board, members, consultants, suppliers, and others e.g. individual XXX; health professional associations; governmental, XXX and XXX representatives

Respond to general communications (emails, telephone, letter, fax), usually requests for information, enquiries from potential members, requests for meetings or an XXX speaker/attendee at conferences

Forward communications to other staff and the Board, keep them up to date as appropriate Collate news items from the XXX website into our monthly email newsletter and coordinate the distribution of the newsletter Meet visitors to XXXs office, ensuring everything is ready for their visit (e.g. publications, documents, refreshments), taking notes and following up if needed, as guided by senior staff

2. Meeting and event organization

Arrange and administer meetings and conference calls, and provide notes, including the twice yearly Board Meetings, Board/committee calls, office visits in collaboration with other staff Assist with arrangements for the attendance of XXX staff or Board Members at external events and conferences e.g. their travel arrangements, reimbursement of expenses

3. Database management

Maintain our database, making amendments to peoples records, with great attention to detail

Administrative and Information Officer Full time, six month contract

Add new organizations and contacts to the database following general communications and requests from other staff/Board Members Send out mail outs including XXXs monthly e-newsletter to members and others through the database

4. Administration

Website General website administration including posting information and news items on XXXs website using our simple content management system, as guided by the senior staff e.g. keeping our Events Calendar up to date, assisting other staff with adding information on XXXs policy activities

Membership - Help process membership applications and renewals, filing applications and preparing and sending out membership files Fundraising support XXXs Chief Executive Officer in XXXs fundraising activities including researching contact information for potential sponsors and administering grant applications and contracts

5. General office management

Deal with incoming and outgoing post Liaise with suppliers, including stationery, IT hardware, software, database support, website server and domain suppliers, insurance, mailing house and printers Maintain and develop electronic and paper storage systems, including day-to-day filing and archiving Basic troubleshooting with computers, printers, network, fax and telephones Ensure the office is kept tidy, professional and organized, and arrange for the maintenance or repair of office equipment including liaison with the management of our office building, XXX Understand and ensure XXX complies with Health & Safety and Data Protection regulations Maintain and expand XXXs Office Management Handbook Process sales of XXX publications such as the XXX Briefing Papers

Person Specification This is a full time post based on a 35 hour week. Basic office hours are 9.30am-5.30pm (allowing one hour for lunch), but we offer flexibility in terms of working hours. It is a six month temporary position but it is possible that the term will be extended or become a permanent position. Training will be offered, both internally on database and website maintenance, and on external courses.

Administrative and Information Officer Full time, six month contract

This post offers many opportunities to communicate with a wide range of people from many different countries and from a diverse array of XXX-related organizations. It is important that the postholder is enthusiastic and prepared to work in a small team, which also offers the benefit of learning about and contributing to the communications, planning, membership and policy aspects of XXX work. Essential Requirements General

Positive, enthusiastic and cheerful attitude Minimum 1 year relevant administrative experience The capacity to work in a developing organization with a minimum of supervisio n

IT and administrative skills

Very organized, thorough and methodical Sound experience of Microsoft Office, including Word, Outlook, Excel, Powerpoint, Internet Explorer Experience of using databases

Communication

Excellent written communication skills, with the ability to provide comprehensive information with tact, clarity and attention to XXXs tone and formatting Clarity of expression in speaking and writing, to include communication with people for whom English is a second language

Additional useful skills Knowledge of/fluency in a second language especially XXX Knowledge or experience of XXX-related non-profit organizations in the UK, Europe or beyond

Further Details Level of remuneration: XXX per annum, according to experience Contract: Six months initially but with the potential to be extended or become a permanent position Benefits: 5% contribution to pension (after three month probationary period), flexi-time, Travelcard loan (after three month probationary period), training and personal development opportunities, 20 days paid holiday per annum, opportunities to travel and work abroad Application: CV and supporting letter

Administrative and Information Officer Full time, six month contract

Closing date: XXX Interview date: Week commencing Monday XXX Preferred start date: XXX