For more info please contact Dani Adams on (phone number removed) / (phone number removed) / (url removed) Role: Locum Consultant Clinical Oncologist - covering Breast Rates: 110- 117 per hour dependant on experience. Inside IR35 Shifts: Starting November 2025 until Feb 2026 initially. Monday-Friday, ideally 5PAs per week but this is negotiable. CESR or CCT required. Location: South West England Benefits: Access to The Support Hub - our support service to help support your mental health and well-being and enable you to deliver outstanding care. First sight of shifts across multiple NHS trusts Competitive pay rates A dedicated placement officer Free CPD courses and career support with Medacs Academy Hundreds of new shifts available every day Long term jobs and short shifts available Lucrative referral scheme Revalidation support 24/7/365 service - we're available when you need us Working flexibly at this NHS trust, you will enjoy close working relationships with cancer patients managing their cancer throughout the disease, treating where possible or providing the highest standards of palliative care. Working alongside a friendly, multidisciplinary team of dedicated healthcare professionals, you will be using some of the most advanced medical equipment in the country to ensure the effective provision of radiotherapy and systematic therapy treatments. The field of Oncology is constantly evolving as new treatments are developed and breakthroughs are made in this specialised field of medicine. By choosing to build a strong and rewarding career at this NHS trust you will become a key element within their vision to improve the health of the population, with particular focus upon the most vulnerable in our society. General key skills In addition to your qualifications, as an Oncology Consultant you will have: Quick thinking abilities Patience and the ability to remain calm in stressful situations Excellent attention to detail A systematic approach to tasks Excellent timekeeping The ability to work well and under pressure Empathy and understanding A flexible attitude A desire to improve and develop knowledge and skills Active listening skills Main Duties/Responsibilities As an Oncology Consultant with this trust you will: Actively support patients and their families, communicating clinical information to explain a diagnosis, stage of cancer and treatment options using a variety of methods, to ensure practical understanding. Assist in managing the side effects and symptoms of cancer and its treatment including pain management. Coordinate treatment plans and prescribe various types of treatment, including chemotherapy and immunotherapy. Treat patients with radiation therapy (applies to Clinical Oncologists only). Provide constant monitoring and care for patients in seriously ill or unstable conditions. Communicate with patients on shared patient decision making Work in and where appropriate, lead a multidisciplinary team Assess and prioritise patient/client requirements, delegating effectively to others. Recognise, review, and report a patient's condition and any changes to the patient and the multidisciplinary team. Performing basic administrative and clerical tasks, such as keeping records of test results, writing prescriptions, providing cancer information to patients, and monitoring treatment plans. Responsible for adhering to the GMC professional Code of Conduct. Qualifications/Licenses/Certifications Essential Be a GMC registered Doctor (you do NOT need to be on the Specialist Register). Have relevant experience at Consultant level, or references to support your transition up to Consultant level. Hold evidence of stand-alone Right to Work in the UK (unfortunately locum jobs aren't able to offer visa sponsorship). You will need to pass an enhanced background check (DBS). If you are ready to work in a hospital that prides itself on the opportunities provided to staff and the care provided to patients, apply today, and enjoy access to hundreds of shifts, a dedicated Recruitment Consultant and revalidation support. For more info please contact Dani Adams on (phone number removed) / (phone number removed) / (url removed)
Jul 04, 2025
Full time
For more info please contact Dani Adams on (phone number removed) / (phone number removed) / (url removed) Role: Locum Consultant Clinical Oncologist - covering Breast Rates: 110- 117 per hour dependant on experience. Inside IR35 Shifts: Starting November 2025 until Feb 2026 initially. Monday-Friday, ideally 5PAs per week but this is negotiable. CESR or CCT required. Location: South West England Benefits: Access to The Support Hub - our support service to help support your mental health and well-being and enable you to deliver outstanding care. First sight of shifts across multiple NHS trusts Competitive pay rates A dedicated placement officer Free CPD courses and career support with Medacs Academy Hundreds of new shifts available every day Long term jobs and short shifts available Lucrative referral scheme Revalidation support 24/7/365 service - we're available when you need us Working flexibly at this NHS trust, you will enjoy close working relationships with cancer patients managing their cancer throughout the disease, treating where possible or providing the highest standards of palliative care. Working alongside a friendly, multidisciplinary team of dedicated healthcare professionals, you will be using some of the most advanced medical equipment in the country to ensure the effective provision of radiotherapy and systematic therapy treatments. The field of Oncology is constantly evolving as new treatments are developed and breakthroughs are made in this specialised field of medicine. By choosing to build a strong and rewarding career at this NHS trust you will become a key element within their vision to improve the health of the population, with particular focus upon the most vulnerable in our society. General key skills In addition to your qualifications, as an Oncology Consultant you will have: Quick thinking abilities Patience and the ability to remain calm in stressful situations Excellent attention to detail A systematic approach to tasks Excellent timekeeping The ability to work well and under pressure Empathy and understanding A flexible attitude A desire to improve and develop knowledge and skills Active listening skills Main Duties/Responsibilities As an Oncology Consultant with this trust you will: Actively support patients and their families, communicating clinical information to explain a diagnosis, stage of cancer and treatment options using a variety of methods, to ensure practical understanding. Assist in managing the side effects and symptoms of cancer and its treatment including pain management. Coordinate treatment plans and prescribe various types of treatment, including chemotherapy and immunotherapy. Treat patients with radiation therapy (applies to Clinical Oncologists only). Provide constant monitoring and care for patients in seriously ill or unstable conditions. Communicate with patients on shared patient decision making Work in and where appropriate, lead a multidisciplinary team Assess and prioritise patient/client requirements, delegating effectively to others. Recognise, review, and report a patient's condition and any changes to the patient and the multidisciplinary team. Performing basic administrative and clerical tasks, such as keeping records of test results, writing prescriptions, providing cancer information to patients, and monitoring treatment plans. Responsible for adhering to the GMC professional Code of Conduct. Qualifications/Licenses/Certifications Essential Be a GMC registered Doctor (you do NOT need to be on the Specialist Register). Have relevant experience at Consultant level, or references to support your transition up to Consultant level. Hold evidence of stand-alone Right to Work in the UK (unfortunately locum jobs aren't able to offer visa sponsorship). You will need to pass an enhanced background check (DBS). If you are ready to work in a hospital that prides itself on the opportunities provided to staff and the care provided to patients, apply today, and enjoy access to hundreds of shifts, a dedicated Recruitment Consultant and revalidation support. For more info please contact Dani Adams on (phone number removed) / (phone number removed) / (url removed)
Job Title: B usiness Support Officer Location: Ilford Contract: Temporary Rate: 14.84 hour PAYE Are you an organised and proactive individual with a passion for providing outstanding administrative support? If so, we have an exciting opportunity for you! Our client is looking for a Business Support Officer to join their safeguarding team Ilford What You'll Do: Provide high-quality administrative support to Directors and senior officers. Manage calendars, organise meetings, and ensure effective communication. Handle a variety of tasks with flexibility and a positive attitude. Maintain confidentiality while dealing with sensitive information. Contribute to a collaborative and efficient work environment. Minute taking at meetings and conferences Key Responsibilities: Act as the first point of contact for service users and external agencies. Assist with financial administration, including payments and budget monitoring. Maintain accurate records using databases and spreadsheets. organise internal and external events, ensuring everything runs smoothly. Participate in team meetings and support colleagues as needed. What We're Looking For: Minimum of 2 years' administrative experience. Safeguarding experience Strong communication skills, both verbal and written. Proficiency in MS Office and effective IT skills. Excellent customer service abilities and a positive attitude. Ability to handle confidential information with discretion. Must be a strong minute taker If you're ready to take on this exciting challenge and make a difference, we want to hear from you! Apply today and bring your enthusiasm and expertise to our client's team. Ready to make an impact? Submit your application now! Adecco is a disability-confident employer. It is important to us that we run an inclusive and accessible recruitment process to support candidates of all backgrounds and all abilities to apply. Adecco is committed to building a supportive environment for you to explore the next steps in your career. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you. Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer. By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser (url removed)
Jul 04, 2025
Seasonal
Job Title: B usiness Support Officer Location: Ilford Contract: Temporary Rate: 14.84 hour PAYE Are you an organised and proactive individual with a passion for providing outstanding administrative support? If so, we have an exciting opportunity for you! Our client is looking for a Business Support Officer to join their safeguarding team Ilford What You'll Do: Provide high-quality administrative support to Directors and senior officers. Manage calendars, organise meetings, and ensure effective communication. Handle a variety of tasks with flexibility and a positive attitude. Maintain confidentiality while dealing with sensitive information. Contribute to a collaborative and efficient work environment. Minute taking at meetings and conferences Key Responsibilities: Act as the first point of contact for service users and external agencies. Assist with financial administration, including payments and budget monitoring. Maintain accurate records using databases and spreadsheets. organise internal and external events, ensuring everything runs smoothly. Participate in team meetings and support colleagues as needed. What We're Looking For: Minimum of 2 years' administrative experience. Safeguarding experience Strong communication skills, both verbal and written. Proficiency in MS Office and effective IT skills. Excellent customer service abilities and a positive attitude. Ability to handle confidential information with discretion. Must be a strong minute taker If you're ready to take on this exciting challenge and make a difference, we want to hear from you! Apply today and bring your enthusiasm and expertise to our client's team. Ready to make an impact? Submit your application now! Adecco is a disability-confident employer. It is important to us that we run an inclusive and accessible recruitment process to support candidates of all backgrounds and all abilities to apply. Adecco is committed to building a supportive environment for you to explore the next steps in your career. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you. Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer. By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser (url removed)
Go back Gloucestershire Hospitals NHS Foundation Trust Admin Support Officer, Band 2 The closing date is 06 July 2025 Admin Support Officer, Band 2 (30 hours a week) An exciting opportunity has arisen for a Part-Time Booking Team Admin Officer (30hrs pw) within the extremely busy Oncology Service based at Cheltenham General Hospital. The post-holder will play a vital role in supporting our teams of Specialist Anti-Cancer Treatment (SACT) Coordinators, when booking New, Routine and complex Chemotherapy and Treatment appointments. Your varied role will be to inform patients of their appointments by both telephone and email; manage the inbound and outbound patient phone line, voicemails and mailboxes. Deal with copious amounts of calls and queries on a daily basis, and assist with various other admin related tasks to ensure the delivery of a smooth and efficient administration service to our patients. For further detail, please read the Job Description and Person Specifications. Main duties of the job You must be a hardworking, pro-active, motivated, resilient and patient focused individual who enjoys communicating with patients and working in a challenging and busy environment. You should be extremely well organised with excellent communication and time management skills. You will be expected to use your own initiative and judgement to resolve queries, and have an empathetic, tactful and sensitive approach to dealing with occasionally difficult situations. You should also be able to work well under pressure, closely following booking rules & guidelines, and be able to prioritise your own workload under constantly changing demands. You will be office-based and required to sit at a desk for long periods of time. The ideal candidate will have previous experience of Trakcare and be confident in the use of other IT software systems. However, full training will be provided. About us We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you. Job responsibilities You will join an exceptionally busy yet friendly team, and will be an integral part of the department. Our clinics are held in Cheltenham General and Gloucestershire Royal Hospitals. You may be required to work cross-site as necessary Key Responsibilities Whilst the organisation and structure within specialties/divisions may vary the specific remit of this role will include: - Manage the patient telephone line with incoming and outgoing calls, and assist with enquiries; passing on accurate messages where required, using own initiative as appropriate and seeking guidance where required. - Manage the patient inbound mailbox and ensure all queries are answered and actioned in a timely manner. - Manage the patient inbound Voicemail box and ensure all queries are answered and actioned in a timely manner. - To ensure that patients receive a supportive and responsive service tailored to their specific needs particularly where barriers to understanding exist. - To assist in the booking of simple and straightforward appointments, using multiple screens and systems - Assist with the completion of clinic change forms for the provision of adequate clinic capacity. - Assist with training and sharing knowledge and skills with new employees as required. - Assist with the recruitment of patients for the Mobile Chemotherapy Cancer Care Unit (MCCU) in the community. - Assist with the management and clean-up of waiting lists and data reports for the service. Service Improvement - Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. - As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. - Participate in Health & Safety within the Department which includes Manual Handling, Fire Warden etc. Team-working - To work as part of an administrative support team, working flexibly to ensure that administrative work is performed to excellent, efficient and safe standards - To cover colleagues during absences as directed by the Pathway Supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager. Communications and Working Relationships - Medical staff including Consultant Clinical, Medical Oncologists and Specialty Doctors - Nursing Staff including Advanced Nurse Practitioners - Patients, carers and relatives - Other Medical Secretaries/Administration staff and Ward Clerks - GPs and GP practices - Service Line and General Management team - Other NHS organisations Most Challenging Part of the Job- Dealing with copious amounts of telephone calls with potentially distressing or emotional content - Responding to anxious, angry and distressed patients, relatives and carers. - Dealing with copious amounts of inbound patient emails - Sitting at a desk and using a telephone and email for long periods of time. - The need to interrogate multiple clinic screens using multiple booking systems whilst conducting a transaction with patients. - Using initiative to manage the daily workload in the allocated hours. - Working in either or both departments / hospital sites as and when required 4. Mental and Emotional effort - Dealing with sensitive and confidential information. - Dealing with anxiety and aggression from patients, relatives and carers. - Due to the acute nature of Oncological and Haematological diseases there can be last minute additions to clinic lists which can be stressful. - Working as part of a busy and pressurised team with the associated stresses. - Ability to concentrate where work pattern is unpredictable and there are frequent interruptions. - Ability to multitask. 5. General Working Conditions - Prolonged use of telephone and computer systems in a call centre type environment. - Sitting at a desk for long periods of time. - Work pattern unpredictable due to interruptions from telephone enquiries, emails, visits from colleagues/personnel. - Working as part of a busy and pressurised team with the associated stresses. - Priorities can, and often, change daily. Benefits of working in our Trust include: Holiday entitlement of 27 days per year, plus eight Bank Holidays, rising to 33 days after 10 years' service Annual personal development reviews to support your career aspirations Occupational health services and support Automatic membership of the NHS Pension Scheme Person Specification Qualifications Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ in Administration level 2 or equivalent Skills and Experience Excellent communication skills. Ability to communicate effectively with all levels of staff, clinicians and patients Proven organisational skills and ability to prioritise workload and work to deadlines Good command and understanding of English, punctuation and grammar Ability to use own judgement and initiative and to follow strict guidelines Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer name Gloucestershire Hospitals NHS Foundation Trust Address Contract Fixed term Duration 12 months Working pattern Part-time Reference number 318-25-T0461 Job locations
Jul 03, 2025
Full time
Go back Gloucestershire Hospitals NHS Foundation Trust Admin Support Officer, Band 2 The closing date is 06 July 2025 Admin Support Officer, Band 2 (30 hours a week) An exciting opportunity has arisen for a Part-Time Booking Team Admin Officer (30hrs pw) within the extremely busy Oncology Service based at Cheltenham General Hospital. The post-holder will play a vital role in supporting our teams of Specialist Anti-Cancer Treatment (SACT) Coordinators, when booking New, Routine and complex Chemotherapy and Treatment appointments. Your varied role will be to inform patients of their appointments by both telephone and email; manage the inbound and outbound patient phone line, voicemails and mailboxes. Deal with copious amounts of calls and queries on a daily basis, and assist with various other admin related tasks to ensure the delivery of a smooth and efficient administration service to our patients. For further detail, please read the Job Description and Person Specifications. Main duties of the job You must be a hardworking, pro-active, motivated, resilient and patient focused individual who enjoys communicating with patients and working in a challenging and busy environment. You should be extremely well organised with excellent communication and time management skills. You will be expected to use your own initiative and judgement to resolve queries, and have an empathetic, tactful and sensitive approach to dealing with occasionally difficult situations. You should also be able to work well under pressure, closely following booking rules & guidelines, and be able to prioritise your own workload under constantly changing demands. You will be office-based and required to sit at a desk for long periods of time. The ideal candidate will have previous experience of Trakcare and be confident in the use of other IT software systems. However, full training will be provided. About us We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you. Job responsibilities You will join an exceptionally busy yet friendly team, and will be an integral part of the department. Our clinics are held in Cheltenham General and Gloucestershire Royal Hospitals. You may be required to work cross-site as necessary Key Responsibilities Whilst the organisation and structure within specialties/divisions may vary the specific remit of this role will include: - Manage the patient telephone line with incoming and outgoing calls, and assist with enquiries; passing on accurate messages where required, using own initiative as appropriate and seeking guidance where required. - Manage the patient inbound mailbox and ensure all queries are answered and actioned in a timely manner. - Manage the patient inbound Voicemail box and ensure all queries are answered and actioned in a timely manner. - To ensure that patients receive a supportive and responsive service tailored to their specific needs particularly where barriers to understanding exist. - To assist in the booking of simple and straightforward appointments, using multiple screens and systems - Assist with the completion of clinic change forms for the provision of adequate clinic capacity. - Assist with training and sharing knowledge and skills with new employees as required. - Assist with the recruitment of patients for the Mobile Chemotherapy Cancer Care Unit (MCCU) in the community. - Assist with the management and clean-up of waiting lists and data reports for the service. Service Improvement - Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. - As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. - Participate in Health & Safety within the Department which includes Manual Handling, Fire Warden etc. Team-working - To work as part of an administrative support team, working flexibly to ensure that administrative work is performed to excellent, efficient and safe standards - To cover colleagues during absences as directed by the Pathway Supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager. Communications and Working Relationships - Medical staff including Consultant Clinical, Medical Oncologists and Specialty Doctors - Nursing Staff including Advanced Nurse Practitioners - Patients, carers and relatives - Other Medical Secretaries/Administration staff and Ward Clerks - GPs and GP practices - Service Line and General Management team - Other NHS organisations Most Challenging Part of the Job- Dealing with copious amounts of telephone calls with potentially distressing or emotional content - Responding to anxious, angry and distressed patients, relatives and carers. - Dealing with copious amounts of inbound patient emails - Sitting at a desk and using a telephone and email for long periods of time. - The need to interrogate multiple clinic screens using multiple booking systems whilst conducting a transaction with patients. - Using initiative to manage the daily workload in the allocated hours. - Working in either or both departments / hospital sites as and when required 4. Mental and Emotional effort - Dealing with sensitive and confidential information. - Dealing with anxiety and aggression from patients, relatives and carers. - Due to the acute nature of Oncological and Haematological diseases there can be last minute additions to clinic lists which can be stressful. - Working as part of a busy and pressurised team with the associated stresses. - Ability to concentrate where work pattern is unpredictable and there are frequent interruptions. - Ability to multitask. 5. General Working Conditions - Prolonged use of telephone and computer systems in a call centre type environment. - Sitting at a desk for long periods of time. - Work pattern unpredictable due to interruptions from telephone enquiries, emails, visits from colleagues/personnel. - Working as part of a busy and pressurised team with the associated stresses. - Priorities can, and often, change daily. Benefits of working in our Trust include: Holiday entitlement of 27 days per year, plus eight Bank Holidays, rising to 33 days after 10 years' service Annual personal development reviews to support your career aspirations Occupational health services and support Automatic membership of the NHS Pension Scheme Person Specification Qualifications Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ in Administration level 2 or equivalent Skills and Experience Excellent communication skills. Ability to communicate effectively with all levels of staff, clinicians and patients Proven organisational skills and ability to prioritise workload and work to deadlines Good command and understanding of English, punctuation and grammar Ability to use own judgement and initiative and to follow strict guidelines Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer name Gloucestershire Hospitals NHS Foundation Trust Address Contract Fixed term Duration 12 months Working pattern Part-time Reference number 318-25-T0461 Job locations
Connect2Luton are excited to recruit a Senior Licensing Officer on behalf of Luton Borough Council. Main purpose of position: Provide high level advice, guidance and technical support for the Licensing Service including acting as first point of contact for those enquiries and applications from service users on licensing matters. You will be responsible to: Deal with and progress a broad range of complex enquiries from a range of service users, from licence applicants the general public and all other service users. Refer matters as appropriate. Progress a caseload of applications in specialist areas of Licensing requiring close liaison with Senior Licensing Officers. This will include pre-application through to the provision of detailed and accurate information provided to deadlines for report preparation and decision making. Effectively maintain manual and computerised records including the operation of the Licensing data base, inputting, retrieving and manipulating data to provide accurate information in response to service requests. Ensure that data is available for planning, forecasting and compilation of reports, KPIs and statutory public registers. Liaise with external organisations to ensure that all pre-licensing or registration criteria are met and carry out inspections on licensed premises where required Investigate complaints and take appropriate action as required including issuing warnings, drafting reports for decision making and referring matters to Licensing Panel or Sub-Committee where applicable, preparing statements and conducting interviews under PACE, preparing standard reports for Licensing Panel or Sub-Committee and attending Licensing Panel or Sub-Committee and Court to give evidence if required. Provide administrative co-ordination and lecturing support on any other training programme operated by the Licensing Service. Skills and Experience: Able to communicate and deal politely and tactfully, including in an interviewing capacity, with a wide range of people, in person and by telephone Able to read complex letters, and work procedures, write a range of letters and process applications Undertake investigative and basic project work within deadlines and targets Able to maintain accurate manual and computer based records Demonstrable knowledge of Licensing law and awareness of licensing enforcement procedures Knowledge of the Licensing Act 2003 Knowledge of Hackney Carriage and Private Hire Licensing Training relevant to licensing inspections Able to undertake inspections on premises throughout the Borough About Us Luton Borough Council have partnered with Kent County Council to create Connect2Luton, a recruitment managed service for all contingent temporary agency, contract, and interim roles at the Council. Our heritage and being local government owned which means we have a wealth of knowledge and expertise within the public sector, with many of our employees having previously worked for the Council or have supplied previously into the Council, for several years. We are an equal opportunities employment agency and business that positively encourages applications from all suitably qualified and eligible candidates. Connect2Luton is a trading style of Luton & Kent Commercial Services LLP - A joint venture between Luton Borough Council & Commercial Services Kent Ltd. Connect2Luton is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates.
Jul 03, 2025
Seasonal
Connect2Luton are excited to recruit a Senior Licensing Officer on behalf of Luton Borough Council. Main purpose of position: Provide high level advice, guidance and technical support for the Licensing Service including acting as first point of contact for those enquiries and applications from service users on licensing matters. You will be responsible to: Deal with and progress a broad range of complex enquiries from a range of service users, from licence applicants the general public and all other service users. Refer matters as appropriate. Progress a caseload of applications in specialist areas of Licensing requiring close liaison with Senior Licensing Officers. This will include pre-application through to the provision of detailed and accurate information provided to deadlines for report preparation and decision making. Effectively maintain manual and computerised records including the operation of the Licensing data base, inputting, retrieving and manipulating data to provide accurate information in response to service requests. Ensure that data is available for planning, forecasting and compilation of reports, KPIs and statutory public registers. Liaise with external organisations to ensure that all pre-licensing or registration criteria are met and carry out inspections on licensed premises where required Investigate complaints and take appropriate action as required including issuing warnings, drafting reports for decision making and referring matters to Licensing Panel or Sub-Committee where applicable, preparing statements and conducting interviews under PACE, preparing standard reports for Licensing Panel or Sub-Committee and attending Licensing Panel or Sub-Committee and Court to give evidence if required. Provide administrative co-ordination and lecturing support on any other training programme operated by the Licensing Service. Skills and Experience: Able to communicate and deal politely and tactfully, including in an interviewing capacity, with a wide range of people, in person and by telephone Able to read complex letters, and work procedures, write a range of letters and process applications Undertake investigative and basic project work within deadlines and targets Able to maintain accurate manual and computer based records Demonstrable knowledge of Licensing law and awareness of licensing enforcement procedures Knowledge of the Licensing Act 2003 Knowledge of Hackney Carriage and Private Hire Licensing Training relevant to licensing inspections Able to undertake inspections on premises throughout the Borough About Us Luton Borough Council have partnered with Kent County Council to create Connect2Luton, a recruitment managed service for all contingent temporary agency, contract, and interim roles at the Council. Our heritage and being local government owned which means we have a wealth of knowledge and expertise within the public sector, with many of our employees having previously worked for the Council or have supplied previously into the Council, for several years. We are an equal opportunities employment agency and business that positively encourages applications from all suitably qualified and eligible candidates. Connect2Luton is a trading style of Luton & Kent Commercial Services LLP - A joint venture between Luton Borough Council & Commercial Services Kent Ltd. Connect2Luton is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates.
Salary: Scale 6, 18-20 (£36,345-£37,437), pro rata Position type: Permanent, TTO plus 3 weeks To start: August/September 2025 Location: London Reports to: School Business Manager / Office Manager Tasks • Oversee the daily office functions ensuring efficiency and professionalism. • Provide comprehensive administrative support to SLT and teaching staff. • Maintain accurate pupil/staff data using MIS (e.g., SIMS). • Manage internal and external communications, including official correspondence. • Support in organising school events, meetings, and documentation preparation. Requirements Level 3 qualifications in English and Maths Willingness to undertake further training Experience in a school administrative role Experience working in an office environment Experience with pupil welfare or attendance Strong communication and interpersonal skills Confidentiality and professional integrity Proficient in Microsoft Office and SIMS Ability to meet deadlines and manage pressure Understanding of safeguarding in education Satisfactory enhanced DBS check
Jul 03, 2025
Full time
Salary: Scale 6, 18-20 (£36,345-£37,437), pro rata Position type: Permanent, TTO plus 3 weeks To start: August/September 2025 Location: London Reports to: School Business Manager / Office Manager Tasks • Oversee the daily office functions ensuring efficiency and professionalism. • Provide comprehensive administrative support to SLT and teaching staff. • Maintain accurate pupil/staff data using MIS (e.g., SIMS). • Manage internal and external communications, including official correspondence. • Support in organising school events, meetings, and documentation preparation. Requirements Level 3 qualifications in English and Maths Willingness to undertake further training Experience in a school administrative role Experience working in an office environment Experience with pupil welfare or attendance Strong communication and interpersonal skills Confidentiality and professional integrity Proficient in Microsoft Office and SIMS Ability to meet deadlines and manage pressure Understanding of safeguarding in education Satisfactory enhanced DBS check
Administrative Officer - Emmanuel CE Primary School, West Hampstead Emmanuel CE Primary School 152-158 Mill Lane London NW6 1TF United Kingdom (map) Emmanuel CE Primary School 152-158 Mill Lane, London, NW6 1TF Administrative Officer Paid pro rata on a 39-week, term-time only contract (actual salary £25,803) 35 hours per week (8:30am - 4:30pm including a one-hour lunch break) Annual 2025-26 pay award pending and any continuous service benefits will be applied Reporting to: School Business Manager and Head of School Location: Camden Contract type: Full-time Contract Term: Permanent We are seeking to appoint a highly motivated and enthusiastic person to join our friendly team as Administrative Officer. This is an exciting and varied role which requires someone with a good level of organisational, IT and administrative skills. Candidates must have experience in administrative work and be able to use various Microsoft Office Packages, including excellent Excel, Word and Outlook, with competence. Candidates will also have excellent interpersonal and customer service skills as this role provides a crucial first point of contact for staff, students and parents. The successful candidate will need to be able to demonstrate that they have previous experience in an administrative role, are able to work flexibly and prioritise workload, work calmly under pressure and uphold a professional and friendly manner at all times. Experience of working in a school and using MIS software is desirable, but not essential. Our school has many things to offer including: Enthusiastic, happy children who love to learn A positive staff team who are mutually supportive of one another Supportive parents and governors Continuous professional development opportunities with Camden Learning and LDBS Excellent transport links to the Jubilee Line, Thameslink and London Overground A commitment to staff well-being and reducing workload. Visits to our school are warmly encouraged. To arrange a visit contact Andrew Bloomer on or . To apply please download the application form, person specification and job description from our website: Please note a personal statement (writing to the criteria in the person specification) must be included as part of your application form and CVs will not be accepted. Completed application forms should be returned to the School Business Manager on . Closing date for applications: Wednesday 4th June 2025 at Noon Emmanuel CE Primary School is committed to safeguarding and promoting the welfare of its children and expects all staff to share this commitment. The appointment will be subject to an enhanced DBS check and appropriate references will be required. It is an offence to apply if you are barred from engaging in regulated activity relevant to children. In line with KCSIE 2024 and safer recruitment practices, the school will conduct an online search for all shortlisted candidates. The online search is part of our safeguarding checks and will seek publicly available information on candidates' suitability to work with children. We are also committed to the promotion of equal opportunities and diversity.
Jul 03, 2025
Full time
Administrative Officer - Emmanuel CE Primary School, West Hampstead Emmanuel CE Primary School 152-158 Mill Lane London NW6 1TF United Kingdom (map) Emmanuel CE Primary School 152-158 Mill Lane, London, NW6 1TF Administrative Officer Paid pro rata on a 39-week, term-time only contract (actual salary £25,803) 35 hours per week (8:30am - 4:30pm including a one-hour lunch break) Annual 2025-26 pay award pending and any continuous service benefits will be applied Reporting to: School Business Manager and Head of School Location: Camden Contract type: Full-time Contract Term: Permanent We are seeking to appoint a highly motivated and enthusiastic person to join our friendly team as Administrative Officer. This is an exciting and varied role which requires someone with a good level of organisational, IT and administrative skills. Candidates must have experience in administrative work and be able to use various Microsoft Office Packages, including excellent Excel, Word and Outlook, with competence. Candidates will also have excellent interpersonal and customer service skills as this role provides a crucial first point of contact for staff, students and parents. The successful candidate will need to be able to demonstrate that they have previous experience in an administrative role, are able to work flexibly and prioritise workload, work calmly under pressure and uphold a professional and friendly manner at all times. Experience of working in a school and using MIS software is desirable, but not essential. Our school has many things to offer including: Enthusiastic, happy children who love to learn A positive staff team who are mutually supportive of one another Supportive parents and governors Continuous professional development opportunities with Camden Learning and LDBS Excellent transport links to the Jubilee Line, Thameslink and London Overground A commitment to staff well-being and reducing workload. Visits to our school are warmly encouraged. To arrange a visit contact Andrew Bloomer on or . To apply please download the application form, person specification and job description from our website: Please note a personal statement (writing to the criteria in the person specification) must be included as part of your application form and CVs will not be accepted. Completed application forms should be returned to the School Business Manager on . Closing date for applications: Wednesday 4th June 2025 at Noon Emmanuel CE Primary School is committed to safeguarding and promoting the welfare of its children and expects all staff to share this commitment. The appointment will be subject to an enhanced DBS check and appropriate references will be required. It is an offence to apply if you are barred from engaging in regulated activity relevant to children. In line with KCSIE 2024 and safer recruitment practices, the school will conduct an online search for all shortlisted candidates. The online search is part of our safeguarding checks and will seek publicly available information on candidates' suitability to work with children. We are also committed to the promotion of equal opportunities and diversity.
The Diocesan Office supports the Bishop of Edinburgh in the delivery of the priorities of the Diocese. It is accountable for the management and delivery of a range of services for the Diocese, particularly mission and ministry, governance, finance, buildings and communications. The new role of Diocesan Office Finance and Support Officer has been created to re-align the workflows of the office and increase the efficiency of the small administrative team. There is a friendly culture of sharing and collaboration amongst the staff, along with the diocese s commitment to both personal and professional development for all staff. The work includes bookkeeping, making payments, database entry, IT and facilities (we use an IT support company).
Jul 03, 2025
Full time
The Diocesan Office supports the Bishop of Edinburgh in the delivery of the priorities of the Diocese. It is accountable for the management and delivery of a range of services for the Diocese, particularly mission and ministry, governance, finance, buildings and communications. The new role of Diocesan Office Finance and Support Officer has been created to re-align the workflows of the office and increase the efficiency of the small administrative team. There is a friendly culture of sharing and collaboration amongst the staff, along with the diocese s commitment to both personal and professional development for all staff. The work includes bookkeeping, making payments, database entry, IT and facilities (we use an IT support company).
Do you have experience in advisory, information, advocacy or guidance role supporting local communities? We want to hear from you! We have an exciting opportunity for a part-time Casework Services Coordinator to be part of our North East Team ensuring that beneficiaries receive appropriate welfare support and advice in an integrated and seamless way which provides a person-centred solution, based on immediate presenting needs and circumstances. This is an exciting time to join our established team at a time when the RBL are focusing on making the beneficiaries journey the best it possibly can be. Come and be part of the leading Armed Forces charity, making a difference to the lives of those who have served to keep us safe and protect our way of life. As a Casework Services Coordinator you will provide excellent customer service at every opportunity ensuring our team are supported with administrative tasks to deliver an extraordinary and unique service to our beneficiaries when they need us. You will work closely with Case Officers and the Casework Services Manager to meet the immediate needs of beneficiaries referred to the North East Team. Key responsibilities: - On day-to-day basis you will be responsible for providing administrative support to the casework of the Area Team. - Contact beneficiaries directly to ensure verification of service is obtained. This will include gathering, collating, and preparing required documentation from a beneficiary for grant giving and ensuring compliance with the organisations grants policy. - You will also make appointments, external referrals, maintain diary management, which could include contact by telephone, emails, letters. - Log and track informal and formal complaints. The role is primarily homebased with occasional requirement to travel across North East depending on beneficiaries' needs, training and meeting purposes. Please be aware a full UK driving licence is required and the ability to travel throughout North East is essential for this role. A DBS check will also be required. Employee benefits include: - 28 day's paid holiday (plus bank holidays), pro rata, increasing with service, with optional annual leave purchase scheme of up to 5 working days - Very generous pension contributions, with Employer contributions ranging from 6% to 14% - A range of flexible working options may be available, depending on your role and the needs of RBL. - Employee Assistance Programme providing confidential counselling, financial and legal advice - A range of courses delivered by learning specialists to support your development goals and objectives. - Opportunities to volunteer - Travel loans, Cycle to Work, and more! For more detailed information about the role, please see Vacancy Information Pack attached to our direct advert. RBL is committed to creating a diverse and inclusive organisation, reflecting the diversity of the armed forces community and of wider society. We welcome applications from people of all backgrounds and personal characteristics. We may close this vacancy early if we believe we have enough strong applications to be able to successfully fill the role(s). Interested candidates are encouraged to apply as soon as possible. If you require the job advert or job description in an alternative format, please contact .
Jul 03, 2025
Full time
Do you have experience in advisory, information, advocacy or guidance role supporting local communities? We want to hear from you! We have an exciting opportunity for a part-time Casework Services Coordinator to be part of our North East Team ensuring that beneficiaries receive appropriate welfare support and advice in an integrated and seamless way which provides a person-centred solution, based on immediate presenting needs and circumstances. This is an exciting time to join our established team at a time when the RBL are focusing on making the beneficiaries journey the best it possibly can be. Come and be part of the leading Armed Forces charity, making a difference to the lives of those who have served to keep us safe and protect our way of life. As a Casework Services Coordinator you will provide excellent customer service at every opportunity ensuring our team are supported with administrative tasks to deliver an extraordinary and unique service to our beneficiaries when they need us. You will work closely with Case Officers and the Casework Services Manager to meet the immediate needs of beneficiaries referred to the North East Team. Key responsibilities: - On day-to-day basis you will be responsible for providing administrative support to the casework of the Area Team. - Contact beneficiaries directly to ensure verification of service is obtained. This will include gathering, collating, and preparing required documentation from a beneficiary for grant giving and ensuring compliance with the organisations grants policy. - You will also make appointments, external referrals, maintain diary management, which could include contact by telephone, emails, letters. - Log and track informal and formal complaints. The role is primarily homebased with occasional requirement to travel across North East depending on beneficiaries' needs, training and meeting purposes. Please be aware a full UK driving licence is required and the ability to travel throughout North East is essential for this role. A DBS check will also be required. Employee benefits include: - 28 day's paid holiday (plus bank holidays), pro rata, increasing with service, with optional annual leave purchase scheme of up to 5 working days - Very generous pension contributions, with Employer contributions ranging from 6% to 14% - A range of flexible working options may be available, depending on your role and the needs of RBL. - Employee Assistance Programme providing confidential counselling, financial and legal advice - A range of courses delivered by learning specialists to support your development goals and objectives. - Opportunities to volunteer - Travel loans, Cycle to Work, and more! For more detailed information about the role, please see Vacancy Information Pack attached to our direct advert. RBL is committed to creating a diverse and inclusive organisation, reflecting the diversity of the armed forces community and of wider society. We welcome applications from people of all backgrounds and personal characteristics. We may close this vacancy early if we believe we have enough strong applications to be able to successfully fill the role(s). Interested candidates are encouraged to apply as soon as possible. If you require the job advert or job description in an alternative format, please contact .
Job Title: Facilities Management (FM) Helpdesk Officer Location : London Borough of Harrow, Forward Drive, Harrow, Middlesex, HA3 8NT Salary : 17.66 per hour Hours: Full-time Job Purpose: The London Borough of Harrow is seeking a Facilities Management Helpdesk Officer to join its team. This role is essential to the smooth operation of the FM service, serving as the first point of contact for maintenance requests, service inquiries, and contractor coordination. The successful candidate will be responsible for logging, prioritizing, and resolving issues efficiently while maintaining clear communication with internal teams and external suppliers. Key Responsibilities: Act as the primary contact for all FM-related inquiries via phone, email, and the helpdesk system. Log, prioritize, and assign service requests to appropriate teams or contractors. Track the progress of work orders, ensuring timely resolution and stakeholder updates. Escalate urgent issues or unresolved requests to relevant personnel. Maintain accurate records of service requests, maintenance schedules, and compliance documentation. Coordinate planned preventive maintenance (PPM) activities and contractor visits. Generate reports on helpdesk performance, service level agreements (SLAs), and key performance indicators (KPIs). Assist with procurement by raising purchase orders and tracking invoices for FM-related services. Liaise with external contractors to schedule maintenance, repairs, and inspections. Ensure contractors comply with site policies, health & safety regulations, and agreed service levels. Verify completion of works and follow up on outstanding tasks. Provide courteous and professional support to staff, tenants, and external stakeholders. Keep requesters informed of the status of their service requests. Handle complaints and service escalations efficiently to ensure prompt resolution. Essential Skills & Experience: Previous experience in facilities management, customer service, or administrative roles. Strong organizational skills with the ability to manage multiple tasks simultaneously. Excellent written and verbal communication skills. Proficiency in Microsoft Office (Word, Excel, Outlook) and FM helpdesk software (e.g., CAFM systems). Ability to work under pressure and prioritize workload effectively. Strong attention to detail and problem-solving abilities. Desirable Qualifications: Experience in a facilities management environment. Knowledge of health & safety regulations and compliance standards. Understanding of SLA and KPI reporting within an FM setting. Proficiency in data management and reporting tools. About Us: Pertemps Recruitment Partnership has been a market leader in permanent and temporary staffing solutions for nearly 60 years. We are proud to be accredited as an Investor in People, which is reflected in our commitment to career progression and employee satisfaction. Recognized by The Sunday Times as one of the Best 100 Companies to Work For for 14 consecutive years, we prioritize a personalized approach in everything we do. The London Borough of Harrow is the 12th largest borough in London, celebrated for its cultural diversity and excellent transport links. Located just 10 miles from Central London and 13 minutes to Euston via Harrow & Wealdstone station, it offers convenient access via the Metropolitan Line, Watford DC Line, national rail services, and major road networks including the M1, M25, and A406. Important Notice: The personal information collected from you will be shared with Cifas to prevent fraud, unlawful conduct, and malpractice. If fraudulent activity is detected, it may affect access to certain services or employment opportunities. Your data will also be used for identity verification. Further details regarding data protection and rights can be found at (url removed).
Jul 03, 2025
Seasonal
Job Title: Facilities Management (FM) Helpdesk Officer Location : London Borough of Harrow, Forward Drive, Harrow, Middlesex, HA3 8NT Salary : 17.66 per hour Hours: Full-time Job Purpose: The London Borough of Harrow is seeking a Facilities Management Helpdesk Officer to join its team. This role is essential to the smooth operation of the FM service, serving as the first point of contact for maintenance requests, service inquiries, and contractor coordination. The successful candidate will be responsible for logging, prioritizing, and resolving issues efficiently while maintaining clear communication with internal teams and external suppliers. Key Responsibilities: Act as the primary contact for all FM-related inquiries via phone, email, and the helpdesk system. Log, prioritize, and assign service requests to appropriate teams or contractors. Track the progress of work orders, ensuring timely resolution and stakeholder updates. Escalate urgent issues or unresolved requests to relevant personnel. Maintain accurate records of service requests, maintenance schedules, and compliance documentation. Coordinate planned preventive maintenance (PPM) activities and contractor visits. Generate reports on helpdesk performance, service level agreements (SLAs), and key performance indicators (KPIs). Assist with procurement by raising purchase orders and tracking invoices for FM-related services. Liaise with external contractors to schedule maintenance, repairs, and inspections. Ensure contractors comply with site policies, health & safety regulations, and agreed service levels. Verify completion of works and follow up on outstanding tasks. Provide courteous and professional support to staff, tenants, and external stakeholders. Keep requesters informed of the status of their service requests. Handle complaints and service escalations efficiently to ensure prompt resolution. Essential Skills & Experience: Previous experience in facilities management, customer service, or administrative roles. Strong organizational skills with the ability to manage multiple tasks simultaneously. Excellent written and verbal communication skills. Proficiency in Microsoft Office (Word, Excel, Outlook) and FM helpdesk software (e.g., CAFM systems). Ability to work under pressure and prioritize workload effectively. Strong attention to detail and problem-solving abilities. Desirable Qualifications: Experience in a facilities management environment. Knowledge of health & safety regulations and compliance standards. Understanding of SLA and KPI reporting within an FM setting. Proficiency in data management and reporting tools. About Us: Pertemps Recruitment Partnership has been a market leader in permanent and temporary staffing solutions for nearly 60 years. We are proud to be accredited as an Investor in People, which is reflected in our commitment to career progression and employee satisfaction. Recognized by The Sunday Times as one of the Best 100 Companies to Work For for 14 consecutive years, we prioritize a personalized approach in everything we do. The London Borough of Harrow is the 12th largest borough in London, celebrated for its cultural diversity and excellent transport links. Located just 10 miles from Central London and 13 minutes to Euston via Harrow & Wealdstone station, it offers convenient access via the Metropolitan Line, Watford DC Line, national rail services, and major road networks including the M1, M25, and A406. Important Notice: The personal information collected from you will be shared with Cifas to prevent fraud, unlawful conduct, and malpractice. If fraudulent activity is detected, it may affect access to certain services or employment opportunities. Your data will also be used for identity verification. Further details regarding data protection and rights can be found at (url removed).
Job Scope The Royal Society is the independent scientific academy of the UK, dedicated to promoting excellence in science. We believe that science is central to modern culture and demonstrating the importance of science to everyone is one of the strategic aims of the Royal Society. We want to enable young people to understand what it is to be a scientist and to encourage experimental work and problem solving in schools and colleges to improve understanding of the scientific process. We promote and support good practice in teaching Science, Technology, Engineering and Mathematics (STEM) and promote STEM for all young people. Our major schools engagement programme includes: Grants to support schools and colleges to enable students, aged 5-18, to carry out investigative science, technology, engineering or mathematics (STEM) projects in partnership with a STEM professional, primarily through the Partnership Grants Evidence-based resources to support excellence in the teaching of science, maths and computing, in particular around scientific literacy and practical science. Events to showcase practical science, including a tailored schools programme at the Royal Society Summer Exhibition. The Schools Engagement Officer will be responsible for supporting the set-up, administration and day-to-day delivery of a new strand of Partnership Grants (Science Community Grants) which build on Partnership Seed Grants within the Royal Society and are designed to support organisations to build lasting relationships between STEM professionals and clusters of UK-based schools and colleges to undertake practical STEM investigations. The officer will support the workflow of this grant within the wider engagement team. This includes supporting the day-to-day administration of the grant, marketing and communication of this new programme, and developing relationships with stakeholder organisations as well as working with colleagues across the Royal Society. The officer will also contribute to the management of the Partnership Seed Grant scheme and work with the Schools Engagement team to undertake tasks related to Partnership Grants and other schools engagement strands of work. This position is suitable for an individual with strong project administration experience who shares our belief in the value of science and mathematics education and public engagement and enjoys working with a range of people. The post holder should have good organisational skills, a commitment to high standards throughout their work, and a strong attention to detail. They should also be able to manage their own workload, and collaborate with colleagues on shared tasks and projects, to ensure milestones and targets are achieved. In return, this position offers opportunities for the successful candidate to contribute to a new and exciting programme of schools engagement activities and help develop successful schemes which benefit teachers, young people and STEM professionals. They will also get the chance to be part of the work of one of the most respected scientific organisations in the world. This role will require occasional travel to visit grant projects across the UK. The post holder will be subject to Disclosure and Barring Service (DBS) checks Please note that we are unable to offer sponsorship for this role. Reports to: Senior Schools Engagement Officer Line manages: N/A Location: Carlton House Terrace, London, SW1Y 5AG plus hybrid remote working, Pay band: C Salary: £37,105 Contract type: Fixed-term 3 years with opportunity to extend Hours: 35 hours per week (full time), occasional travel to visit grant holders (mainly within the UK), evening and weekend work required. Closing date: Midnight 20 July 2025 Interview date: 4th - 6th August 2025 Responsibilities The work of the Schools Engagement Officer will include:Supporting the set-up and administration of the application process for the new grant strand, including managing expressions of interest and queries from organisations, providing feedback and online guidance to applicants, and managing applications within the Royal Society's grant management system, Flexi-Grant.Assisting the grants review process, including communicating with the review panel about required reviews and supporting the Senior Schools Engagement Officer and Schools Engagement Manager to run online review meetings by taking minutes and coordinating application clarifications.Coordinating and processing grant payments.Supporting the post-award management of the new grant strand, including handling enquiries and post-application questions.Implementing internal monitoring, reporting and evaluation of the grant scheme, including conducting monitoring meeting calls and in-person visits to grant projects and organisations around the UK, as required, and preparing reports for senior colleagues and committee members.Promoting the new and existing grant strands through the preparation of new webpages within the Royal Society website, preparing promotional material and presenting at internal and external events and conferences, as required.Building and maintaining relationships with key networks and external stakeholders such as grant applicants and recipients and interested organisations.Contributing to the day-to-day running of the Partnership Seed Grant scheme to ensure alignment with this new grant scheme, providing detailed support and feedback to applicants and recipients, processing grants forms and payments, and administering the monitoring, reporting and evaluation of projects.Assisting with the day-to-day running of the Partnership Grant scheme and other schools engagement strands of work, as required.Contributing to the continual review of procedures and systems and recommending improvements to contribute to the team's efficiency and effectiveness, providing a high-quality service to stakeholders.Responding on behalf of the Royal Society to questions and requests for information regarding school engagement.Undertaking such other duties as may be required from time to time, for example, assisting in the organisation of various events and conferences. Key Knowledge and Skills Required Education / qualifications / knowledge / interests Ability to build and maintain strong strategic relationships with colleagues and STEM organisations Essential Interest and knowledge of science, mathematics, technology and their broader social significance Highly desirable Interest in and/or awareness of the key issues in STEM education Highly desirable STEM Education and Engagement outreach experience Highly desirable Teaching experience in the UK school system Desirable Experience Experience of working in a team environment Essential Experience of identifying and targeting a variety of audiences Essential Experience of establishing and maintaining a network of contacts, and communicating with stakeholders at all levels Essential Experience of guidance and report writing Highly desirable Experience of presenting to a variety of audiences (such as STEM professionals, and teachers) Highly desirable Experience of project evaluation Highly desirable Experience of administering and managing grants to individuals and/or organisations, ideally Flexi-Grant. Highly desirable Experience of producing and managing promotional material for a variety of media Highly desirable Experience of STEM education outreach organisations and opportunities Highly desirable Experience of managing a budget Desirable Experience of administering selection processes, for example for grants or awards Desirable Competencies Pay Band C - Role Descriptor and Competencies Suggested Titles - Officer, Junior Officer, Exec, Senior Administrator, Senior Assistant, Programme Officer, Co-ordinator At Band C you will hold a more specialist role and will have increased responsibility for your area of work and output. Pay Band C roles are described in the following dimensions: Decision-making - Your work is varied, and you have a range of administrative or technical tasks. You take decisions in line with specific routines, guidelines, or procedures. You plan your own work and coordinate with others on how their work fits into the broader plan of activities. Supervision is available for issues that fall outside of existing operating guidelines or your realm of knowledge Thinking challenges - The solutions to issues or problems are not always obvious and investigation is needed before choosing a way forward. Your initiative is required to help find ways to improve working practices and procedures in your area of work, in sorting out problems that occur in day-to-day work or improvements to work processes. Communicating - You maintain relationships which involve liaison or coordinating with a range of internal and/or external contacts on mainly transactional issues and a range of levels Developing people - You may be responsible for allocating work to, or checking the work of less experienced colleagues, or the supervision of temporary staff. Managing Resources - You may perform activities such as reconciling information/data or analyses of expenditure or income, adhering to agreed procedures. Applying knowledge & expertise - You require proficiency in, and keep up to date with . click apply for full job details
Jul 03, 2025
Full time
Job Scope The Royal Society is the independent scientific academy of the UK, dedicated to promoting excellence in science. We believe that science is central to modern culture and demonstrating the importance of science to everyone is one of the strategic aims of the Royal Society. We want to enable young people to understand what it is to be a scientist and to encourage experimental work and problem solving in schools and colleges to improve understanding of the scientific process. We promote and support good practice in teaching Science, Technology, Engineering and Mathematics (STEM) and promote STEM for all young people. Our major schools engagement programme includes: Grants to support schools and colleges to enable students, aged 5-18, to carry out investigative science, technology, engineering or mathematics (STEM) projects in partnership with a STEM professional, primarily through the Partnership Grants Evidence-based resources to support excellence in the teaching of science, maths and computing, in particular around scientific literacy and practical science. Events to showcase practical science, including a tailored schools programme at the Royal Society Summer Exhibition. The Schools Engagement Officer will be responsible for supporting the set-up, administration and day-to-day delivery of a new strand of Partnership Grants (Science Community Grants) which build on Partnership Seed Grants within the Royal Society and are designed to support organisations to build lasting relationships between STEM professionals and clusters of UK-based schools and colleges to undertake practical STEM investigations. The officer will support the workflow of this grant within the wider engagement team. This includes supporting the day-to-day administration of the grant, marketing and communication of this new programme, and developing relationships with stakeholder organisations as well as working with colleagues across the Royal Society. The officer will also contribute to the management of the Partnership Seed Grant scheme and work with the Schools Engagement team to undertake tasks related to Partnership Grants and other schools engagement strands of work. This position is suitable for an individual with strong project administration experience who shares our belief in the value of science and mathematics education and public engagement and enjoys working with a range of people. The post holder should have good organisational skills, a commitment to high standards throughout their work, and a strong attention to detail. They should also be able to manage their own workload, and collaborate with colleagues on shared tasks and projects, to ensure milestones and targets are achieved. In return, this position offers opportunities for the successful candidate to contribute to a new and exciting programme of schools engagement activities and help develop successful schemes which benefit teachers, young people and STEM professionals. They will also get the chance to be part of the work of one of the most respected scientific organisations in the world. This role will require occasional travel to visit grant projects across the UK. The post holder will be subject to Disclosure and Barring Service (DBS) checks Please note that we are unable to offer sponsorship for this role. Reports to: Senior Schools Engagement Officer Line manages: N/A Location: Carlton House Terrace, London, SW1Y 5AG plus hybrid remote working, Pay band: C Salary: £37,105 Contract type: Fixed-term 3 years with opportunity to extend Hours: 35 hours per week (full time), occasional travel to visit grant holders (mainly within the UK), evening and weekend work required. Closing date: Midnight 20 July 2025 Interview date: 4th - 6th August 2025 Responsibilities The work of the Schools Engagement Officer will include:Supporting the set-up and administration of the application process for the new grant strand, including managing expressions of interest and queries from organisations, providing feedback and online guidance to applicants, and managing applications within the Royal Society's grant management system, Flexi-Grant.Assisting the grants review process, including communicating with the review panel about required reviews and supporting the Senior Schools Engagement Officer and Schools Engagement Manager to run online review meetings by taking minutes and coordinating application clarifications.Coordinating and processing grant payments.Supporting the post-award management of the new grant strand, including handling enquiries and post-application questions.Implementing internal monitoring, reporting and evaluation of the grant scheme, including conducting monitoring meeting calls and in-person visits to grant projects and organisations around the UK, as required, and preparing reports for senior colleagues and committee members.Promoting the new and existing grant strands through the preparation of new webpages within the Royal Society website, preparing promotional material and presenting at internal and external events and conferences, as required.Building and maintaining relationships with key networks and external stakeholders such as grant applicants and recipients and interested organisations.Contributing to the day-to-day running of the Partnership Seed Grant scheme to ensure alignment with this new grant scheme, providing detailed support and feedback to applicants and recipients, processing grants forms and payments, and administering the monitoring, reporting and evaluation of projects.Assisting with the day-to-day running of the Partnership Grant scheme and other schools engagement strands of work, as required.Contributing to the continual review of procedures and systems and recommending improvements to contribute to the team's efficiency and effectiveness, providing a high-quality service to stakeholders.Responding on behalf of the Royal Society to questions and requests for information regarding school engagement.Undertaking such other duties as may be required from time to time, for example, assisting in the organisation of various events and conferences. Key Knowledge and Skills Required Education / qualifications / knowledge / interests Ability to build and maintain strong strategic relationships with colleagues and STEM organisations Essential Interest and knowledge of science, mathematics, technology and their broader social significance Highly desirable Interest in and/or awareness of the key issues in STEM education Highly desirable STEM Education and Engagement outreach experience Highly desirable Teaching experience in the UK school system Desirable Experience Experience of working in a team environment Essential Experience of identifying and targeting a variety of audiences Essential Experience of establishing and maintaining a network of contacts, and communicating with stakeholders at all levels Essential Experience of guidance and report writing Highly desirable Experience of presenting to a variety of audiences (such as STEM professionals, and teachers) Highly desirable Experience of project evaluation Highly desirable Experience of administering and managing grants to individuals and/or organisations, ideally Flexi-Grant. Highly desirable Experience of producing and managing promotional material for a variety of media Highly desirable Experience of STEM education outreach organisations and opportunities Highly desirable Experience of managing a budget Desirable Experience of administering selection processes, for example for grants or awards Desirable Competencies Pay Band C - Role Descriptor and Competencies Suggested Titles - Officer, Junior Officer, Exec, Senior Administrator, Senior Assistant, Programme Officer, Co-ordinator At Band C you will hold a more specialist role and will have increased responsibility for your area of work and output. Pay Band C roles are described in the following dimensions: Decision-making - Your work is varied, and you have a range of administrative or technical tasks. You take decisions in line with specific routines, guidelines, or procedures. You plan your own work and coordinate with others on how their work fits into the broader plan of activities. Supervision is available for issues that fall outside of existing operating guidelines or your realm of knowledge Thinking challenges - The solutions to issues or problems are not always obvious and investigation is needed before choosing a way forward. Your initiative is required to help find ways to improve working practices and procedures in your area of work, in sorting out problems that occur in day-to-day work or improvements to work processes. Communicating - You maintain relationships which involve liaison or coordinating with a range of internal and/or external contacts on mainly transactional issues and a range of levels Developing people - You may be responsible for allocating work to, or checking the work of less experienced colleagues, or the supervision of temporary staff. Managing Resources - You may perform activities such as reconciling information/data or analyses of expenditure or income, adhering to agreed procedures. Applying knowledge & expertise - You require proficiency in, and keep up to date with . click apply for full job details
To assist the Southwark Cleaning management team in the technical provision, organising and co-ordination of resources by providing all necessary administration support. Principal accountabilities 1. Provide administrative support to the cleaning, grounds maintenance and tree services 2. Data entry and processing, filing and photocopying. 3. Mail Merging, Receiving, sorting and distributing post and preparing outgoing post for despatch. 4. Inter-office/departmental liaison e.g. providing/getting information from other sections. 5. Face to face customer/contractor relations and back up cover for the commercial waste services team. 6. Initiating correspondence where appropriate. 7. Presentations development, workshop leads and support Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer
Jul 03, 2025
Contractor
To assist the Southwark Cleaning management team in the technical provision, organising and co-ordination of resources by providing all necessary administration support. Principal accountabilities 1. Provide administrative support to the cleaning, grounds maintenance and tree services 2. Data entry and processing, filing and photocopying. 3. Mail Merging, Receiving, sorting and distributing post and preparing outgoing post for despatch. 4. Inter-office/departmental liaison e.g. providing/getting information from other sections. 5. Face to face customer/contractor relations and back up cover for the commercial waste services team. 6. Initiating correspondence where appropriate. 7. Presentations development, workshop leads and support Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer Technical Support Officer
Salary: £29,773 per annum Grade: Grade 5 Position Type: Permanent contract; 37.5 hrs per week (Flexible hours considered) Responsible to: Community & Events Manager Location: Remote (UK only) or ShelterBox Head Office, Truro, Cornwall Role purpose: At ShelterBox, we know that powerful storytelling, consistent communication, and unforgettable experiences are key to inspiring action. That's where our community events and products come in. The Community Fundraising Marketing & Events Officer plays a vital role in delivering a dynamic programme of fundraising campaigns, events, and communications that connect people to our mission in meaningful ways. From national initiatives like Tent for Lent and Tea in a Tent, to flagship events like the Truro Carol Concert, this role is about creating moments that move people from awareness to action. You'll lead on marketing, supporter journeys, and project management for our community fundraising events, ensuring they are engaging, impactful, and aligned with our strategy. You'll also be responsible for mass communications and the creation of high-quality resources that support and empower our national network of community fundraisers and volunteers. Whether that's a campaign toolkit, an email journey, or a direct mail appeal. Working closely with the Community Engagement Officer, you'll help shape the future of community fundraising at ShelterBox - building stronger supporter journeys, amplifying our message, and raising vital funds for families affected by disaster. Who are we looking for? We're looking for a creative and organised communicator who thrives on bringing people together through compelling campaigns and memorable events. You'll be confident managing multiple projects, with a flair for storytelling and a strong grasp of how to engage audiences both digitally and in person. You should have experience in marketing, fundraising, or events and be comfortable leading on campaign planning, content creation, and supporter engagement. A keen eye for detail, strong project management skills, and the ability to work collaboratively are essential. Duties will include but not be limited to: To work with the Community Engagement Officer on the development and roll out of our community fundraising programme, identifying areas of growth and undertaking regular analysis to increase the awareness, engagement and income generating opportunities Coordinate and help deliver fundraising campaigns, Tent for Lent and Tea in a Tent, engaging existing audiences, generating new leads, income and awareness for the organisation. Actively seeking further opportunities to grow these campaigns. Contribute and implement marketing plans, materials and content for all campaigns and activities to recruit and retain supporters, making sure brand and impactful messaging are at the heart of everything we do and driven by audience insight. Identify and maintain effective administrative processes for events and campaigns, ensuring accurate communication and financial records, while using data insights to drive continuous improvement and learning. Actively seeking further opportunities in the UK fundraising market to develop our events and campaign portfolio, offering engaging products for our audiences. Coordinate our annual Truro carol concert, working collaboratively with the wider Fundraising and Communications team to deliver an engaging and memorable fundraising event. Establish and help deliver the community fundraising marketing and communications plan, identifying opportunities to create inspiring touch points. To include development of content for appeals, newsletters, adverts, articles, social media etc Coordinate the creation of high-quality resources and tool kits, working closely with the Community Engagement Officer, that empower fundraisers and volunteers to take action confidently and effectively. Design, develop and implement a communication journey, in collaboration with the Supporter Care Team and Marketing & Events Officer, which supports all community fundraisers, ensuring they receive a positive and engaging experience which encourages continued acts of support Responsible for the logistical delivery of our annual volunteer conference, working collaboratively with the Community Engagement Officer to deliver a first-class event for our volunteers. Working closely with wider Community Team to support promotion of campaigns and activities through our volunteer network, giving them the tools to do this, helping to achieve targets. To work to set income and expenditure budgets, monitoring costs and trends, reporting and analysing performance and implementing solutions where appropriate. Work closely with wider Community Team to deliver major disaster plan during periods of emergency appeal, with the objective of maximising fundraising revenue and enhancing public awareness of ShelterBox's mission. Work collaboratively with wider Fundraising and Communications Department to ensure our community programme helps to deepen supporter engagement, working towards shared goals and supporting on specific projects where appropriate. General duties: Producing detailed annual action plans and evaluations on specific areas of responsibility, identifying areas for growth/development and outlining measurable objectives. Objectively review the success and achievements against agreed targets, identifying strengths, weaknesses and areas for development Contribute new ideas and continually seek to improve processes to drive efficiency and increase income. Participate in the day-to-day work of the organisation - such as reporting, attending team meetings as required, and taking a flexible approach Representing ShelterBox at supporter/public events, delivering presentations where necessary. Keep volunteer and community fundraising sector knowledge current and share learning with the team. Other responsibilities Any other duties as required which are deemed appropriate to the level and grade of the post.
Jul 03, 2025
Full time
Salary: £29,773 per annum Grade: Grade 5 Position Type: Permanent contract; 37.5 hrs per week (Flexible hours considered) Responsible to: Community & Events Manager Location: Remote (UK only) or ShelterBox Head Office, Truro, Cornwall Role purpose: At ShelterBox, we know that powerful storytelling, consistent communication, and unforgettable experiences are key to inspiring action. That's where our community events and products come in. The Community Fundraising Marketing & Events Officer plays a vital role in delivering a dynamic programme of fundraising campaigns, events, and communications that connect people to our mission in meaningful ways. From national initiatives like Tent for Lent and Tea in a Tent, to flagship events like the Truro Carol Concert, this role is about creating moments that move people from awareness to action. You'll lead on marketing, supporter journeys, and project management for our community fundraising events, ensuring they are engaging, impactful, and aligned with our strategy. You'll also be responsible for mass communications and the creation of high-quality resources that support and empower our national network of community fundraisers and volunteers. Whether that's a campaign toolkit, an email journey, or a direct mail appeal. Working closely with the Community Engagement Officer, you'll help shape the future of community fundraising at ShelterBox - building stronger supporter journeys, amplifying our message, and raising vital funds for families affected by disaster. Who are we looking for? We're looking for a creative and organised communicator who thrives on bringing people together through compelling campaigns and memorable events. You'll be confident managing multiple projects, with a flair for storytelling and a strong grasp of how to engage audiences both digitally and in person. You should have experience in marketing, fundraising, or events and be comfortable leading on campaign planning, content creation, and supporter engagement. A keen eye for detail, strong project management skills, and the ability to work collaboratively are essential. Duties will include but not be limited to: To work with the Community Engagement Officer on the development and roll out of our community fundraising programme, identifying areas of growth and undertaking regular analysis to increase the awareness, engagement and income generating opportunities Coordinate and help deliver fundraising campaigns, Tent for Lent and Tea in a Tent, engaging existing audiences, generating new leads, income and awareness for the organisation. Actively seeking further opportunities to grow these campaigns. Contribute and implement marketing plans, materials and content for all campaigns and activities to recruit and retain supporters, making sure brand and impactful messaging are at the heart of everything we do and driven by audience insight. Identify and maintain effective administrative processes for events and campaigns, ensuring accurate communication and financial records, while using data insights to drive continuous improvement and learning. Actively seeking further opportunities in the UK fundraising market to develop our events and campaign portfolio, offering engaging products for our audiences. Coordinate our annual Truro carol concert, working collaboratively with the wider Fundraising and Communications team to deliver an engaging and memorable fundraising event. Establish and help deliver the community fundraising marketing and communications plan, identifying opportunities to create inspiring touch points. To include development of content for appeals, newsletters, adverts, articles, social media etc Coordinate the creation of high-quality resources and tool kits, working closely with the Community Engagement Officer, that empower fundraisers and volunteers to take action confidently and effectively. Design, develop and implement a communication journey, in collaboration with the Supporter Care Team and Marketing & Events Officer, which supports all community fundraisers, ensuring they receive a positive and engaging experience which encourages continued acts of support Responsible for the logistical delivery of our annual volunteer conference, working collaboratively with the Community Engagement Officer to deliver a first-class event for our volunteers. Working closely with wider Community Team to support promotion of campaigns and activities through our volunteer network, giving them the tools to do this, helping to achieve targets. To work to set income and expenditure budgets, monitoring costs and trends, reporting and analysing performance and implementing solutions where appropriate. Work closely with wider Community Team to deliver major disaster plan during periods of emergency appeal, with the objective of maximising fundraising revenue and enhancing public awareness of ShelterBox's mission. Work collaboratively with wider Fundraising and Communications Department to ensure our community programme helps to deepen supporter engagement, working towards shared goals and supporting on specific projects where appropriate. General duties: Producing detailed annual action plans and evaluations on specific areas of responsibility, identifying areas for growth/development and outlining measurable objectives. Objectively review the success and achievements against agreed targets, identifying strengths, weaknesses and areas for development Contribute new ideas and continually seek to improve processes to drive efficiency and increase income. Participate in the day-to-day work of the organisation - such as reporting, attending team meetings as required, and taking a flexible approach Representing ShelterBox at supporter/public events, delivering presentations where necessary. Keep volunteer and community fundraising sector knowledge current and share learning with the team. Other responsibilities Any other duties as required which are deemed appropriate to the level and grade of the post.
JOB AND PERSON DESCRIPTION Job Title : Senior Administrative Officer (T emporary 6 months) Division : Office of the Deputy Secretary-General Grade: J Reports To: Adviser and Head of Office to the Deputy Secretary-General General Information The Commonwealth Secretariat is the principal intergovernmental body of the Commonwealth, responsible for advancing and achieving the shared goals of the association's 56 member governments in promoting democracy, development and respect for diversity. The Secretariat is headed by the Secretary-General who, as the Chief Executive of the organisation, is responsible and accountable for overall leadership, management and delivery. The Deputy Secretary-General assists the Secretary-General in managing the operations of the Secretariat in all areas, and acts for the Secretary-General at the Secretariat and in other cases as decided by the Secretary-General. Job S ummary T his role is critical in ensuring the smooth operation and support across the portfolio of the Deputy Secreta ry-General. The post-holder will provide administrative oversight, review of policy and operational documents, and quality assurance across key activities. They will act as a liaison between DSGO and a range of internal teams, ensuring efficiency, compliance, and responsiveness. The post-holder also assists other d ivisional staff members as required. Duties Travel and Mission Planning Support Review travel documentation prior to approval including, Mission Planning Tools, Out-of-Policy Requests, and Acquittals in accordance with Secretariat policies. Ensure quality control and consistency in submissions prior to DSG approval. Coordinate with designated officers managing Divisional portfolios to streamline travel-related processes. Accreditation Committee Coordination Support the DSG ' s oversight role in the Accreditation Committee, ensuring all outputs (letters, documents, reports) are compliant, timely, and ready for DSG review and sign-off. Coordinate closely with the Partnerships team, providing additional review and feedback where necessary. Review and Triage of Strategic Requests Assess and prioritize incoming requests from the Divisions within the Deputy Secretary-General's portfolio. Conduct preliminary reviews and prepare briefing notes, ensuring alignment with DSGO priorities before escalation to the DSG. Engagement Preparation Review speeches, talking points, and briefing material developed by teams to ensure clarity, coherence, and strategic alignment prior to briefing the DSG . Provide feedback and recommendations to improve messaging and impact. Transformation Initiatives Support the implementation of organizational transformation projects and reforms led by the DSGO. Conduct background research, draft reports, coordinate meetings, and track progress on change initiatives. Administrative and Governance Support Assist in organizing and documenting governance and internal coordination meetings chaired by the DSG. Contribute to the maintenance of accurate records, schedules, and briefings relevant to DSG responsibilities. General Operational Duties Contribute to broader DSGO and Secretariat administrative tasks, supporting D ivisional projects and cross-office collaboration as needed. Uphold confidentiality and professionalism in all communications and documentation handling. Person Specification Education: Degree in business administration , social science or equivalent. Experience: At least five years of demonstrated administrative experience Experience in undertaking research and presentations Desirable: Experience of working in an international intergovernmental organisation. Experience of working in a public service. Essential Ability and Skills: Critical decision making skills Ability to organise, anticipate, plan and prioritise work load Excellent written and oral communication skills Excellent relationship-building skills Emotional intelligence Ability to work under pressure and tight deadlines Ability to proficiently use MS Office Suite - Outlook, Word , Excel and PowerPoint Delivering at pace Presentation skills A high level of discretion and tact in handling sensitive and confidential matters An ability to use own initiative An ability to work effectively as part of a team Demonstrated commitment to working effectively and sensitively in a multicultural environment. Competencies: Respect for Diversity Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect and understanding of diverse points of view and demonstrates understanding in daily work and decision making. Examine own biases and behaviours to avoid stereotypical responses and does not discriminate against any individual or group. Identifies biases in systems & processes Working with Others Regularly shares information of value with colleagues Shows commitment to delivering on key agreements made to colleagues Makes an effort to view a situation from the other party's perspective as well Demonstrates awareness and sensitivity to colleagues' pressures Utilises networks to ensure similar goals are achieved collaboratively Develops long term relationships across cultures and/or geographical boundaries Uses relationships to identify the best people to help in the completion of tasks Tactfully deals with difficult people to gain buy-in and manage their expectations Developing & Applying Expertise Takes advantage of opportunities to develop an area of expertise Takes learning from previous experience and applies them appropriately Demonstrates willingness to learn new skills and/or approaches Adapting & Innovating Recognises opportunities for improvement and proposes change with impact and effect Helps others evaluate and strengthen ideas Quickly grasps new concepts and how to apply them Demonstrates flexibility e.g. by working beyond own remit in order to achieve an objective inter alia Will effectively reorganise activities when faced with changing contexts and demands Welcomes and adapts to new ideas and/or approaches Adapts personal style to meet the needs of others Accountability Takes ownership of assigned tasks, honours deadlines. Ensures timely delivery of outputs within defined cost and quality standard parameters. Takes ownership of assigned tasks, honours deadlines Ensures timely delivery of outputs 1
Jul 03, 2025
Full time
JOB AND PERSON DESCRIPTION Job Title : Senior Administrative Officer (T emporary 6 months) Division : Office of the Deputy Secretary-General Grade: J Reports To: Adviser and Head of Office to the Deputy Secretary-General General Information The Commonwealth Secretariat is the principal intergovernmental body of the Commonwealth, responsible for advancing and achieving the shared goals of the association's 56 member governments in promoting democracy, development and respect for diversity. The Secretariat is headed by the Secretary-General who, as the Chief Executive of the organisation, is responsible and accountable for overall leadership, management and delivery. The Deputy Secretary-General assists the Secretary-General in managing the operations of the Secretariat in all areas, and acts for the Secretary-General at the Secretariat and in other cases as decided by the Secretary-General. Job S ummary T his role is critical in ensuring the smooth operation and support across the portfolio of the Deputy Secreta ry-General. The post-holder will provide administrative oversight, review of policy and operational documents, and quality assurance across key activities. They will act as a liaison between DSGO and a range of internal teams, ensuring efficiency, compliance, and responsiveness. The post-holder also assists other d ivisional staff members as required. Duties Travel and Mission Planning Support Review travel documentation prior to approval including, Mission Planning Tools, Out-of-Policy Requests, and Acquittals in accordance with Secretariat policies. Ensure quality control and consistency in submissions prior to DSG approval. Coordinate with designated officers managing Divisional portfolios to streamline travel-related processes. Accreditation Committee Coordination Support the DSG ' s oversight role in the Accreditation Committee, ensuring all outputs (letters, documents, reports) are compliant, timely, and ready for DSG review and sign-off. Coordinate closely with the Partnerships team, providing additional review and feedback where necessary. Review and Triage of Strategic Requests Assess and prioritize incoming requests from the Divisions within the Deputy Secretary-General's portfolio. Conduct preliminary reviews and prepare briefing notes, ensuring alignment with DSGO priorities before escalation to the DSG. Engagement Preparation Review speeches, talking points, and briefing material developed by teams to ensure clarity, coherence, and strategic alignment prior to briefing the DSG . Provide feedback and recommendations to improve messaging and impact. Transformation Initiatives Support the implementation of organizational transformation projects and reforms led by the DSGO. Conduct background research, draft reports, coordinate meetings, and track progress on change initiatives. Administrative and Governance Support Assist in organizing and documenting governance and internal coordination meetings chaired by the DSG. Contribute to the maintenance of accurate records, schedules, and briefings relevant to DSG responsibilities. General Operational Duties Contribute to broader DSGO and Secretariat administrative tasks, supporting D ivisional projects and cross-office collaboration as needed. Uphold confidentiality and professionalism in all communications and documentation handling. Person Specification Education: Degree in business administration , social science or equivalent. Experience: At least five years of demonstrated administrative experience Experience in undertaking research and presentations Desirable: Experience of working in an international intergovernmental organisation. Experience of working in a public service. Essential Ability and Skills: Critical decision making skills Ability to organise, anticipate, plan and prioritise work load Excellent written and oral communication skills Excellent relationship-building skills Emotional intelligence Ability to work under pressure and tight deadlines Ability to proficiently use MS Office Suite - Outlook, Word , Excel and PowerPoint Delivering at pace Presentation skills A high level of discretion and tact in handling sensitive and confidential matters An ability to use own initiative An ability to work effectively as part of a team Demonstrated commitment to working effectively and sensitively in a multicultural environment. Competencies: Respect for Diversity Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect and understanding of diverse points of view and demonstrates understanding in daily work and decision making. Examine own biases and behaviours to avoid stereotypical responses and does not discriminate against any individual or group. Identifies biases in systems & processes Working with Others Regularly shares information of value with colleagues Shows commitment to delivering on key agreements made to colleagues Makes an effort to view a situation from the other party's perspective as well Demonstrates awareness and sensitivity to colleagues' pressures Utilises networks to ensure similar goals are achieved collaboratively Develops long term relationships across cultures and/or geographical boundaries Uses relationships to identify the best people to help in the completion of tasks Tactfully deals with difficult people to gain buy-in and manage their expectations Developing & Applying Expertise Takes advantage of opportunities to develop an area of expertise Takes learning from previous experience and applies them appropriately Demonstrates willingness to learn new skills and/or approaches Adapting & Innovating Recognises opportunities for improvement and proposes change with impact and effect Helps others evaluate and strengthen ideas Quickly grasps new concepts and how to apply them Demonstrates flexibility e.g. by working beyond own remit in order to achieve an objective inter alia Will effectively reorganise activities when faced with changing contexts and demands Welcomes and adapts to new ideas and/or approaches Adapts personal style to meet the needs of others Accountability Takes ownership of assigned tasks, honours deadlines. Ensures timely delivery of outputs within defined cost and quality standard parameters. Takes ownership of assigned tasks, honours deadlines Ensures timely delivery of outputs 1
Reports to: Finance Manager Directorate: Operations Salary: £33,457 per annum Location: London - EC4Y 8EE (hybrid working) Contract: Permanent, full-time (31.5 hours over 5 days) J ob Purpose The finance team is a core part of our Operations Directorate, and although we're a small team we have a huge impact on the effectiveness of our organisation. The team provides support and guidance to all staff members on how to process invoices, expenses, and generally manage their budgets effectively. The main purpose of the Finance Officer role is to provide key support to the finance team with our finance processes, supporting staff members across the organisation, helping with any queries on a day-to-day basis, as well as supporting our members and suppliers with queries. The Finance Officer ensures all financial transactions are processed in accordance with BSR's procedures and processes and in line with data protection regulations. You don't need to have worked in the charity sector previously. Continual professional development is vital for us as a team, and so we're happy to support you if you're interested in completing a professional finance qualification. Main Responsibilities Purchase Ledger Receive all supplier invoices (including member expenses), checking correct finance codes with relevant nominal, department, project, VAT and fund codes are on all invoices, and that the necessary authorisation is present Scan and file all finance related documents (e.g. bank statements) Set up fortnightly supplier payment runs for review by the Finance Manager Sales Ledger Work with budget holders and project leads to produce sales invoices Liaise with budget holders to ensure correct coding of all invoices (nominal, department, project, VAT, and fund codes) Credit Control - dealing with customer queries and chasing for payments fortnightly Other Finance Responsibilities Manage monthly credit card process including posting in Dext and reconciliation in Xero Assist the Finance Manager with preparing for year end and audit fieldwork Reconcile purchase ledger payments with the bank transactions Run new starter finance inductions for budget holders and set up new staff on finance systems Maintain process documents for all finance systems Suggest and support relevant finance system and process improvements where identified Be the first point of contact for finance systems and internal system integrations Payroll Ensure new starters are processed by HR Process leavers Exported payroll reports and ensuring that they are filed in the correct place Run the monthly payroll with Finance Manager Submission of EPS and FPS to HMRC Committee Management Minute-taking for Finance & Risk Committee meetings Administrative support relating to committee management Please note: Interviews are scheduled to take place Thursday 7 August Person Specification: Desire to build a career in finance Experience of computerised accounting financial systems and CRM Good organisation and time management skills Commitment to professional and personal development Excellent attention to detail Ability to explain finance processes to colleagues effectively Willingness to gain an in-depth understanding of what we do at BSR, to enable all colleagues to do their best work Equity, Inclusion and Diversity statement BSR is committed to encouraging inclusion, equity, and diversity in our workforce. We are actively trying to increase the diversity of our staff team. We try to reduce as many barriers as we can for those with a disability. We know that everyone is an individual, so please always tell us what we can do to support you. We welcome approaches from individuals from underrepresented groups, including those from minoritised communities, and those with a disability, to better reflect the community we serve and help broaden our perspectives.
Jul 03, 2025
Full time
Reports to: Finance Manager Directorate: Operations Salary: £33,457 per annum Location: London - EC4Y 8EE (hybrid working) Contract: Permanent, full-time (31.5 hours over 5 days) J ob Purpose The finance team is a core part of our Operations Directorate, and although we're a small team we have a huge impact on the effectiveness of our organisation. The team provides support and guidance to all staff members on how to process invoices, expenses, and generally manage their budgets effectively. The main purpose of the Finance Officer role is to provide key support to the finance team with our finance processes, supporting staff members across the organisation, helping with any queries on a day-to-day basis, as well as supporting our members and suppliers with queries. The Finance Officer ensures all financial transactions are processed in accordance with BSR's procedures and processes and in line with data protection regulations. You don't need to have worked in the charity sector previously. Continual professional development is vital for us as a team, and so we're happy to support you if you're interested in completing a professional finance qualification. Main Responsibilities Purchase Ledger Receive all supplier invoices (including member expenses), checking correct finance codes with relevant nominal, department, project, VAT and fund codes are on all invoices, and that the necessary authorisation is present Scan and file all finance related documents (e.g. bank statements) Set up fortnightly supplier payment runs for review by the Finance Manager Sales Ledger Work with budget holders and project leads to produce sales invoices Liaise with budget holders to ensure correct coding of all invoices (nominal, department, project, VAT, and fund codes) Credit Control - dealing with customer queries and chasing for payments fortnightly Other Finance Responsibilities Manage monthly credit card process including posting in Dext and reconciliation in Xero Assist the Finance Manager with preparing for year end and audit fieldwork Reconcile purchase ledger payments with the bank transactions Run new starter finance inductions for budget holders and set up new staff on finance systems Maintain process documents for all finance systems Suggest and support relevant finance system and process improvements where identified Be the first point of contact for finance systems and internal system integrations Payroll Ensure new starters are processed by HR Process leavers Exported payroll reports and ensuring that they are filed in the correct place Run the monthly payroll with Finance Manager Submission of EPS and FPS to HMRC Committee Management Minute-taking for Finance & Risk Committee meetings Administrative support relating to committee management Please note: Interviews are scheduled to take place Thursday 7 August Person Specification: Desire to build a career in finance Experience of computerised accounting financial systems and CRM Good organisation and time management skills Commitment to professional and personal development Excellent attention to detail Ability to explain finance processes to colleagues effectively Willingness to gain an in-depth understanding of what we do at BSR, to enable all colleagues to do their best work Equity, Inclusion and Diversity statement BSR is committed to encouraging inclusion, equity, and diversity in our workforce. We are actively trying to increase the diversity of our staff team. We try to reduce as many barriers as we can for those with a disability. We know that everyone is an individual, so please always tell us what we can do to support you. We welcome approaches from individuals from underrepresented groups, including those from minoritised communities, and those with a disability, to better reflect the community we serve and help broaden our perspectives.
Purpose of Job The Assistant is responsible for administrative support and secretarial assistance to senior and/or other managers in the Climate Strategy and Delivery team. The role is responsible for the smooth running of the managers' business activities including extensive travel planning, expenses, diary management including internal high-level meetings and day-to-day support. For this role to be successful they need to interact across the whole of the EBRD, including Managing Directors and where applicable external clients and service providers. Background The Climate Strategy and Delivery group comprises c.100 people, primarily based in London, that is responsible for the Bank's green and climate, strategy, policy and operational support. Its core functions are to coordinate the definition of the Bank's strategy in the green and climate areas, support the Banking teams with specialist expertise to ensure delivery of the Bank's green investment goals and deliver policy advice and technical support to the Bank's clients and countries of operations. The group is led by a Managing Director and is further divided into three teams, covering the areas of: Policy, Research and Partnerships, Sustainable Business and Infrastructure and Green Financial Systems. Administrative support for the group is centralised in a team of four Assistants, based in the Front Office but providing support to the whole group. That team reports to the Associate, Team Lead, who is responsible for all the group's administrative and operational support needs, including administration, budget, IT and similar areas. The Assistant provides secretarial and administrative support to Senior Managers, Managers and assists other Assistants/Officers in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants' absence and providing guidance and coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments. Facts / Scale The Assistant supports the Climate Strategy and Delivery Team members including Directors, Senior Managers and Managers. The main interfaces are with their Managers, Directors and other Assistants/Officers within the same department and throughout the Bank both in HQ and the RO's. No Line Management Responsibility. Liaison with external clients and service providers as appropriate. Accountabilites and Responsbililities Manage and coordinate hotel/travel arrangements, itineraries and arranging visas as required to ensure travel arrangements run smoothly. Support the CSD Budget Officer with budgetary functions for the CSD Group. Carry out all secretarial and administrative duties for the entire Climate Strategy and Delivery Team including the Managing Director and Directors (when required) to enable smooth running of the office. Assist the CSD HR Coordinator with onboarding new joiners and managing leavers within the team. Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed. Correspondence - drafting, checking and/or proofreading as needed. Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner. Prepare Powerpoint presentations and other material for meetings / committees. Prepare, draft and check team documentation ensuring quality management control. Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the CSD staff members do not incur any unnecessary delays in receiving payment. Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers'/team to ensure instant retrieval of documents. Organise and coordinate filing in various electronic systems i.e. Teams Channels and Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information. Assist in managing and coordinating conferences, and events by being well organised, paying the utmost attention to detail and trouble shooting on the day to ensure that all runs smoothly and to time. Assist in organising and coordinating internal team building events ensuring they are professionally managed to a high standard when required. Conduct ad-hoc or specific tasks assigned by Line Manager when required. Maintain Team shared calendar, Weekly Whereabouts and Contact Database. Provide secretarial cover during absences and provide handover notes to ensure a smooth transition. Knowledge, Skills, Expereience and Qualifications Academic Qualifications High School Education A recognised secretarial qualification would be useful, but is not essential Fluent English, with excellent written and oral communication skills Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful Experience/Knowledge Secretarial and administrative experience essential. Knowledge of SAP is essential. Strong team player with the ability to effectively cooperate and collaborate with other members of the team with a positive mind-set. Good organisational skills, proactive and flexible attitude to work essential. Ability to use initiative to undertake tasks and projects without guidance. Good communications skills. Attention to detail and eye for accuracy. Good knowledge of the Department's procedures and the EBRD. Ability to cope well under pressure. Ability to build effective working relationships with clients and colleagues in a multicultural environment. Conscientious, reliable and flexible with a professional and helpful attitude. Ability to multi-task while remaining calm and professional and a capacity for hard work. Ability to work efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts. Excellent interpersonal manner, including tact and diplomacy. Ability to exercise judgment on and deal discretely with confidential/sensitive information and data. Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand. Technical Skills Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint Knowledge of SAP desirable but not essential At least 55 wpm typing What is it like to work at the EBRD? Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. The EBRD environment provides you with: Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in; A working culture that embraces inclusion and celebrates diversity; An environment that places sustainability, equality and digital transformation at the heart of what we do. Diversity is one of the Bank's core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time. Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration). Job Segment: Sustainability, Administrative Assistant, Bank, Banking, Bilingual, Energy, Administrative, Finance
Jul 03, 2025
Full time
Purpose of Job The Assistant is responsible for administrative support and secretarial assistance to senior and/or other managers in the Climate Strategy and Delivery team. The role is responsible for the smooth running of the managers' business activities including extensive travel planning, expenses, diary management including internal high-level meetings and day-to-day support. For this role to be successful they need to interact across the whole of the EBRD, including Managing Directors and where applicable external clients and service providers. Background The Climate Strategy and Delivery group comprises c.100 people, primarily based in London, that is responsible for the Bank's green and climate, strategy, policy and operational support. Its core functions are to coordinate the definition of the Bank's strategy in the green and climate areas, support the Banking teams with specialist expertise to ensure delivery of the Bank's green investment goals and deliver policy advice and technical support to the Bank's clients and countries of operations. The group is led by a Managing Director and is further divided into three teams, covering the areas of: Policy, Research and Partnerships, Sustainable Business and Infrastructure and Green Financial Systems. Administrative support for the group is centralised in a team of four Assistants, based in the Front Office but providing support to the whole group. That team reports to the Associate, Team Lead, who is responsible for all the group's administrative and operational support needs, including administration, budget, IT and similar areas. The Assistant provides secretarial and administrative support to Senior Managers, Managers and assists other Assistants/Officers in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants' absence and providing guidance and coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments. Facts / Scale The Assistant supports the Climate Strategy and Delivery Team members including Directors, Senior Managers and Managers. The main interfaces are with their Managers, Directors and other Assistants/Officers within the same department and throughout the Bank both in HQ and the RO's. No Line Management Responsibility. Liaison with external clients and service providers as appropriate. Accountabilites and Responsbililities Manage and coordinate hotel/travel arrangements, itineraries and arranging visas as required to ensure travel arrangements run smoothly. Support the CSD Budget Officer with budgetary functions for the CSD Group. Carry out all secretarial and administrative duties for the entire Climate Strategy and Delivery Team including the Managing Director and Directors (when required) to enable smooth running of the office. Assist the CSD HR Coordinator with onboarding new joiners and managing leavers within the team. Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed. Correspondence - drafting, checking and/or proofreading as needed. Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner. Prepare Powerpoint presentations and other material for meetings / committees. Prepare, draft and check team documentation ensuring quality management control. Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the CSD staff members do not incur any unnecessary delays in receiving payment. Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers'/team to ensure instant retrieval of documents. Organise and coordinate filing in various electronic systems i.e. Teams Channels and Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information. Assist in managing and coordinating conferences, and events by being well organised, paying the utmost attention to detail and trouble shooting on the day to ensure that all runs smoothly and to time. Assist in organising and coordinating internal team building events ensuring they are professionally managed to a high standard when required. Conduct ad-hoc or specific tasks assigned by Line Manager when required. Maintain Team shared calendar, Weekly Whereabouts and Contact Database. Provide secretarial cover during absences and provide handover notes to ensure a smooth transition. Knowledge, Skills, Expereience and Qualifications Academic Qualifications High School Education A recognised secretarial qualification would be useful, but is not essential Fluent English, with excellent written and oral communication skills Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful Experience/Knowledge Secretarial and administrative experience essential. Knowledge of SAP is essential. Strong team player with the ability to effectively cooperate and collaborate with other members of the team with a positive mind-set. Good organisational skills, proactive and flexible attitude to work essential. Ability to use initiative to undertake tasks and projects without guidance. Good communications skills. Attention to detail and eye for accuracy. Good knowledge of the Department's procedures and the EBRD. Ability to cope well under pressure. Ability to build effective working relationships with clients and colleagues in a multicultural environment. Conscientious, reliable and flexible with a professional and helpful attitude. Ability to multi-task while remaining calm and professional and a capacity for hard work. Ability to work efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts. Excellent interpersonal manner, including tact and diplomacy. Ability to exercise judgment on and deal discretely with confidential/sensitive information and data. Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand. Technical Skills Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint Knowledge of SAP desirable but not essential At least 55 wpm typing What is it like to work at the EBRD? Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. The EBRD environment provides you with: Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in; A working culture that embraces inclusion and celebrates diversity; An environment that places sustainability, equality and digital transformation at the heart of what we do. Diversity is one of the Bank's core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time. Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration). Job Segment: Sustainability, Administrative Assistant, Bank, Banking, Bilingual, Energy, Administrative, Finance
Purpose of Job The Assistant is responsible for administrative support and secretarial assistance to senior and/or other allocated managers from the team (in RO's this can include support to a Director). The role is responsible for the smooth running of the managers' business activities including travel planning and expenses, diary and internal high level meetings Inc. committee meetings. For this role to be successful they need to interact across the whole of the EBRD up to and including Managing Directors and where applicable external clients & service providers Background The Assistant provides secretarial and administrative support to Director, Senior Managers, Managers and assists other Assistants/Officers in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants' absence and providing guidance & coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments. Facts / Scale The Assistant supports Director or a number of Senior Managers, Managers and other allocated team members. The main interfaces are with their Managers, Directors and other Assistants/Officers within the same department and throughout the Bank both in HQ and the RO's. No Line Management Responsibility. Liaison with external clients & service providers as appropriate. Accountabilities and Respnsibilities Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly. HQ only - process consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by manager. Carry out all secretarial and administrative duties for Director/Manager to enable smooth running of the office. Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed. Correspondence - drafting, checking and/or proofreading as needed Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner. Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager. Prepare Powerpoint presentations and other material for meetings / committees Draft routine business correspondence for Director's signature. Prepare, draft and check team documentation ensuring quality management control. Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment. Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers'/team to ensure instant retrieval of documents. Organise and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information. May manage and coordinate conferences and events by being well organised, paying the utmost attention to detail and trouble shooting on the day to ensure that all runs smoothly and to time. May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator. Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard. Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting. Maintain Team shared calendar, Weekly Whereabouts, & Contact Database. Depending on the Team/location may be responsible for the team's sick record by updating absences in SAP HR ensuring an accurate and up to date record is available. Provide secretarial cover during absences and provide handover notes to ensure a smooth transition. Depending on RO to assist two-three lawyers and deal with OGC related issues particularly processing of POAs related to the project; processing of legal documentation, safekeeping; completion of OGC forms Depending on RO to deal with pipeline update for the relevant Team Knowledge, Skills, Expereince and Qualifications Academic Qualifications High School Education A recognised secretarial qualification would be useful, but is not essential Fluent English, with excellent written and oral communication skills Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful Experience/Knowledge Secretarial and administrative experience essential. Good organisational skills, proactive and flexible attitude to work essential. Ability to use initiative to undertake tasks and projects without guidance. Good communications skills, including pleasant and efficient telephone manner. Attention to detail and eye for accuracy. Good knowledge of the Department's procedures and the EBRD. Ability to cope well under pressure. Ability to build effective working relationships with clients and colleagues in a multicultural environment. Conscientious, reliable and flexible with a professional and helpful attitude. Strong team player, with the ability to work efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts. Ability to multi-task while remaining calm and professional and a capacity for hard work. Excellent interpersonal manner, including tact and diplomacy. Ability to exercise judgment on and deal discretely with confidential/sensitive information and data. Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand. Technical Skills Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint Knowledge of SAP desirable but not essential At least 55 wpm typing What is it like to work at the EBRD? Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. The EBRD environment provides you with: Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in; A working culture that embraces inclusion and celebrates diversity; An environment that places sustainability, equality and digital transformation at the heart of what we do. Diversity is one of the Bank's core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time. Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration). Job Segment: Bank, Banking, Administrative Assistant, Sustainability, Bilingual, Finance, Administrative, Energy
Jul 03, 2025
Full time
Purpose of Job The Assistant is responsible for administrative support and secretarial assistance to senior and/or other allocated managers from the team (in RO's this can include support to a Director). The role is responsible for the smooth running of the managers' business activities including travel planning and expenses, diary and internal high level meetings Inc. committee meetings. For this role to be successful they need to interact across the whole of the EBRD up to and including Managing Directors and where applicable external clients & service providers Background The Assistant provides secretarial and administrative support to Director, Senior Managers, Managers and assists other Assistants/Officers in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants' absence and providing guidance & coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments. Facts / Scale The Assistant supports Director or a number of Senior Managers, Managers and other allocated team members. The main interfaces are with their Managers, Directors and other Assistants/Officers within the same department and throughout the Bank both in HQ and the RO's. No Line Management Responsibility. Liaison with external clients & service providers as appropriate. Accountabilities and Respnsibilities Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly. HQ only - process consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by manager. Carry out all secretarial and administrative duties for Director/Manager to enable smooth running of the office. Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed. Correspondence - drafting, checking and/or proofreading as needed Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner. Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager. Prepare Powerpoint presentations and other material for meetings / committees Draft routine business correspondence for Director's signature. Prepare, draft and check team documentation ensuring quality management control. Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment. Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers'/team to ensure instant retrieval of documents. Organise and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information. May manage and coordinate conferences and events by being well organised, paying the utmost attention to detail and trouble shooting on the day to ensure that all runs smoothly and to time. May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator. Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard. Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting. Maintain Team shared calendar, Weekly Whereabouts, & Contact Database. Depending on the Team/location may be responsible for the team's sick record by updating absences in SAP HR ensuring an accurate and up to date record is available. Provide secretarial cover during absences and provide handover notes to ensure a smooth transition. Depending on RO to assist two-three lawyers and deal with OGC related issues particularly processing of POAs related to the project; processing of legal documentation, safekeeping; completion of OGC forms Depending on RO to deal with pipeline update for the relevant Team Knowledge, Skills, Expereince and Qualifications Academic Qualifications High School Education A recognised secretarial qualification would be useful, but is not essential Fluent English, with excellent written and oral communication skills Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful Experience/Knowledge Secretarial and administrative experience essential. Good organisational skills, proactive and flexible attitude to work essential. Ability to use initiative to undertake tasks and projects without guidance. Good communications skills, including pleasant and efficient telephone manner. Attention to detail and eye for accuracy. Good knowledge of the Department's procedures and the EBRD. Ability to cope well under pressure. Ability to build effective working relationships with clients and colleagues in a multicultural environment. Conscientious, reliable and flexible with a professional and helpful attitude. Strong team player, with the ability to work efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts. Ability to multi-task while remaining calm and professional and a capacity for hard work. Excellent interpersonal manner, including tact and diplomacy. Ability to exercise judgment on and deal discretely with confidential/sensitive information and data. Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand. Technical Skills Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint Knowledge of SAP desirable but not essential At least 55 wpm typing What is it like to work at the EBRD? Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. The EBRD environment provides you with: Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in; A working culture that embraces inclusion and celebrates diversity; An environment that places sustainability, equality and digital transformation at the heart of what we do. Diversity is one of the Bank's core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time. Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration). Job Segment: Bank, Banking, Administrative Assistant, Sustainability, Bilingual, Finance, Administrative, Energy
Operations and Grants Officer Could you be the backbone of the team s administrative processes creating timelines and communicating them to stakeholders, coordinating meetings and tracking actions, preparing documentation and maintaining accurate records? We're seeking someone with a strong background in operational support, adept at managing complex processes with precision. You ll thrive in this role if you re a motivated team player who is organised, efficient and able to prioritise tasks, with excellent oral and written communication skills. Position: Operations and Grants Officer Location: Swindon/Hybrid Hours: Part-time, 15 hours per week. Flexibility to work over two or three days Salary: £10,400 to £12,000 per annum (FTE £26,000 to £30,000 pa) Contract: Permanent Closing Date: 13 July 2025 Interview Date: Interview dates: The first round is online on 21 July 2025 and the second round is in person at the Swindon office on 29 July 2025. The Role To help bring the charity s vision to life globally, we are looking for a highly organised and proactive Operations and Grants Officer. In this role, you'll play a pivotal role in supporting the International Mission team in strategic initiatives. Working closely with the International Operations Manager and the Head of Global Relationships, you will provide critical operational support, which includes ensuring compliance and stewardship in grant-making to Societies worldwide. In addition to facilitating the grant management processes, you will provide essential operational assistance for projects and events aligned with the strategic goal to mobilise a global movement for Bible engagement. About You We're seeking someone with a strong background in operational support, adept at managing complex processes with precision. You ll thrive in this role if you re a motivated team player who is organised, efficient and able to prioritise tasks, with excellent oral and written communication skills. Please provide your CV and a 250-word statement that sets out your interest and suitability for this position. In Return Commitment - As a Christian organisation, the charity believe you have gifts and abilities that are all your own. So they re willing to explore how what you have might fit what s needed. The checklist There s no such thing as the perfect candidate. You don't have to tick every box on the job description before you apply! It's personal - You have a life outside work, and the organisation want you to be able to live it well. So are happy to talk to you about flexible working hours and working from home. Learn and grow - When you're trained in a new skill, or learn a different perspective, it benefits everyone. The organisation is committed to making it possible for everyone to flourish, with a huge variety of learning resources available. Together and apart - The charity believe in home working where it s appropriate, and during lockdown they made that work really well. But know how important it is to meet face to face, too and are committed to making the office an enriching environment, where people are glad to be. Celebrating difference - Universal acceptance for everyone, everywhere is at the heart of the organisation and it promotes diversity of thought, culture and background. Diversity is valued and this is reflected in the workforce. Level ground - We want you to bring your best to the application and selection process. If you need any adjustments to be made for that to happen, let us know and we'll be glad to help. Benefits include: Flexible Working, Pension, Employee Assistance Programme, Family Time benefits including TOIL, 28 days (plus bank holidays) after 2 years service (plus holiday trading, office closed at Christmas, additional closure the day before Good Friday and as day after Easter Monday), gym membership, Health Cash Plan or Private Medical, Cycle Scheme, Life Assurance, Staff Seminars, All Staff Gatherings, Access to LinkedIn Learning platform, Tastecard, Childcare Vouchers, Loyalty Awards, Staff Events, Free tea and coffee Working in over 200 countries and territories, the organisations parent charity, is on a global mission to bring the Bible to life for everyone and believes that when people engage with the Bible lives can be changed, for good. The charity is proud to be an Equal Opportunity Employer and values diversity and aspires to reflect this in its workforce. Applications are welcome from people representing all sections of the community. You may also have experience in areas such as Operations, Grants, Operations and Grants, Grants, Operations Officer, Grants Officer, Operations and Grants Officer, Grants Officer, Operations Assistant, Grants Assistant, Operations and Grants Assistant, Grants Assistant, Operations Administrator, Grants Administrator, Operations and Grants Administrator, Grants Administrator. PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.
Jul 03, 2025
Full time
Operations and Grants Officer Could you be the backbone of the team s administrative processes creating timelines and communicating them to stakeholders, coordinating meetings and tracking actions, preparing documentation and maintaining accurate records? We're seeking someone with a strong background in operational support, adept at managing complex processes with precision. You ll thrive in this role if you re a motivated team player who is organised, efficient and able to prioritise tasks, with excellent oral and written communication skills. Position: Operations and Grants Officer Location: Swindon/Hybrid Hours: Part-time, 15 hours per week. Flexibility to work over two or three days Salary: £10,400 to £12,000 per annum (FTE £26,000 to £30,000 pa) Contract: Permanent Closing Date: 13 July 2025 Interview Date: Interview dates: The first round is online on 21 July 2025 and the second round is in person at the Swindon office on 29 July 2025. The Role To help bring the charity s vision to life globally, we are looking for a highly organised and proactive Operations and Grants Officer. In this role, you'll play a pivotal role in supporting the International Mission team in strategic initiatives. Working closely with the International Operations Manager and the Head of Global Relationships, you will provide critical operational support, which includes ensuring compliance and stewardship in grant-making to Societies worldwide. In addition to facilitating the grant management processes, you will provide essential operational assistance for projects and events aligned with the strategic goal to mobilise a global movement for Bible engagement. About You We're seeking someone with a strong background in operational support, adept at managing complex processes with precision. You ll thrive in this role if you re a motivated team player who is organised, efficient and able to prioritise tasks, with excellent oral and written communication skills. Please provide your CV and a 250-word statement that sets out your interest and suitability for this position. In Return Commitment - As a Christian organisation, the charity believe you have gifts and abilities that are all your own. So they re willing to explore how what you have might fit what s needed. The checklist There s no such thing as the perfect candidate. You don't have to tick every box on the job description before you apply! It's personal - You have a life outside work, and the organisation want you to be able to live it well. So are happy to talk to you about flexible working hours and working from home. Learn and grow - When you're trained in a new skill, or learn a different perspective, it benefits everyone. The organisation is committed to making it possible for everyone to flourish, with a huge variety of learning resources available. Together and apart - The charity believe in home working where it s appropriate, and during lockdown they made that work really well. But know how important it is to meet face to face, too and are committed to making the office an enriching environment, where people are glad to be. Celebrating difference - Universal acceptance for everyone, everywhere is at the heart of the organisation and it promotes diversity of thought, culture and background. Diversity is valued and this is reflected in the workforce. Level ground - We want you to bring your best to the application and selection process. If you need any adjustments to be made for that to happen, let us know and we'll be glad to help. Benefits include: Flexible Working, Pension, Employee Assistance Programme, Family Time benefits including TOIL, 28 days (plus bank holidays) after 2 years service (plus holiday trading, office closed at Christmas, additional closure the day before Good Friday and as day after Easter Monday), gym membership, Health Cash Plan or Private Medical, Cycle Scheme, Life Assurance, Staff Seminars, All Staff Gatherings, Access to LinkedIn Learning platform, Tastecard, Childcare Vouchers, Loyalty Awards, Staff Events, Free tea and coffee Working in over 200 countries and territories, the organisations parent charity, is on a global mission to bring the Bible to life for everyone and believes that when people engage with the Bible lives can be changed, for good. The charity is proud to be an Equal Opportunity Employer and values diversity and aspires to reflect this in its workforce. Applications are welcome from people representing all sections of the community. You may also have experience in areas such as Operations, Grants, Operations and Grants, Grants, Operations Officer, Grants Officer, Operations and Grants Officer, Grants Officer, Operations Assistant, Grants Assistant, Operations and Grants Assistant, Grants Assistant, Operations Administrator, Grants Administrator, Operations and Grants Administrator, Grants Administrator. PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.
Exciting Opportunity for a Band 3 Administrative Assistant! Brook Street (UK) Ltd is actively searching for a skilled Band 3 Administrative Assistant to join our clients within the Healthcare section of Knockbracken Healthcare Park, South Belfast! This is a full-time role of 37:50 hours per week, offering a fantastic opportunity for a 6-month period click apply for full job details
Jul 03, 2025
Seasonal
Exciting Opportunity for a Band 3 Administrative Assistant! Brook Street (UK) Ltd is actively searching for a skilled Band 3 Administrative Assistant to join our clients within the Healthcare section of Knockbracken Healthcare Park, South Belfast! This is a full-time role of 37:50 hours per week, offering a fantastic opportunity for a 6-month period click apply for full job details
Artifex Interior Systems ispleased to confirm the below opportunity within our business: Senior HR Officer Main purpose of the job: Supports the implementation and management of the HR Strategy in the company,through staff and payroll administration in accordance with current employmentlaw, administrative support for employees and through recruitment processes click apply for full job details
Jul 03, 2025
Full time
Artifex Interior Systems ispleased to confirm the below opportunity within our business: Senior HR Officer Main purpose of the job: Supports the implementation and management of the HR Strategy in the company,through staff and payroll administration in accordance with current employmentlaw, administrative support for employees and through recruitment processes click apply for full job details
Company Description At Canva, we create tools that empower the world to design. Our mission is to democratise design and empower creativity for anyone and everyone, on every platform! Inspired by a team of talented thinkers, an amazing culture, and a remarkable growth trajectory - we're out to change the world, one design at a time. About the Vibe Team As part of the People SuperGroup, the Vibe team's mission is to "Create environments that cultivate Canva's culture and inspire us all to do the best work of our lives." This includes everything from planning future spaces, keeping our existing space functioning efficiently, producing engaging activations and events, to preparing healthy meals. The Vibe team plays a key role in creating and maintaining the type of workplace that we all love, where every single person has opportunities to grow and develop their skills and is able to do their best work and make an impact, every day. As Canva grows, The Vibe Team is scaling its operations to adapt to the ever-changing needs and complexities of the company, to take on new responsibilities and to contribute in strategic and meaningful ways. Currently, the Vibe team oversees several functions including Workplace Experience, Facilities and Construction, Food and Beverage, Health and Wellbeing programming, Events and Engagement. This role leads our EMEA Vibies, and is a part of the global Vibe Leadership team. Our EMEA Vibe team specifically looks after the experience of our Canvanauts across our campuses in London, Nottingham, Vienna, and Prague. Vibe is responsible for office set up, maintenance and operations, events & activations, and all sorts of community engagement and activations. This role will collaborate with Global Vibe Leadership to establish cultural strategic direction for the region and implement cultural programs to bring that strategy to life. Job Description About the Role You will be an ambassador of Canva's values and embody Vibe's mission: to "Build a workplace that cultivates Canva's culture and inspires us all to do the best work of our lives." You'll be responsible for leading Vibe across EMEA and setting up and overseeing the related facilities and Vibe programming. The role spans Real Estate, Facilities and Construction, Office Operations, Hospitality, Workplace Experience, Events, and a touch of Sustainability. Many of the touch points that bring our culture to life are the responsibility of Vibe, and in turn, you will be a significant influence and ambassador of Canva's culture. A part of this role's mission is to bring together all ongoing projects of Vibe and drive them to unilateral success by coordinating and communicating between key stakeholders and project owners. Working closely with different teams, you will be the organiser and the driver of projects, events, and other fundamental administrative requirements in your location. The person in this role will also help shape the future of Vibe globally, and have the opportunity to raise the bar for Vibe to provide even more value to Canva. This role will have the responsibility to further Vibe's mission and Create environments that cultivate Canva's culture and inspire us all to do the best work of our lives. Some key goals of the EMEA Vibe Lead: Establish a Vibe engagement strategy for EMEA in partnership with local leadership and drive programming and initiatives identified in that strategy to increase engagement, office attendance and broader cultural outcomes across the region. Establish world-class Workplace Experience programming and streamline operations for all campuses in the EMEA region You'll be responsible for supporting and guiding a Vibe team in EMEA and launching all the services Vibe are famous for around the world while curating a local Vibe that is unique and special to the team in their locations. This role will have a mission to make the Canva experience magical, inspiring, and create the best place to work in EMEA. This Canva site will be a huge contributing force to Canva's growth and success. What You'll Do (Responsibilities) Using your experience with program management, facilities management, workplace experience, coaching, communications, and relationship building, you'll work cross-functionally with teams and working groups to build foundational support for our team with a global mindset. Engagement & Culture Expand on existing and develop new cultural programs and policies that drive engagement in our employees and guests through hospitality, events, and workplace experience. Provide fun, informative, and clear communications with the EMEA team, as well as input into our monthly Canvazine (magazine). Deliver stakeholder reporting on EMEA Vibe Team and representing Vibe on the EMEA stage. Champion team celebrations within our team with a focus on EMEA. This means you will rally teams and ensure that they celebrate their milestones, no matter how big or small. Build relationships with stakeholders to best understand their respective businesses and use knowledge gleaned to enhance the employee experience. Build a strategy for EMEA cultural engagement in collaboration with broader EMEA leadership and implement actions and programs aligned with that strategy. Global-Local Collaboration Participate in Global Vibe working teams to ensure EMEA perspectives are incorporated into global standards. Build strong standards of communication across distributed teams. Implement global standards with appropriate regional adaptations. Share EMEA best practices with other Global Vibe Team through knowledge-sharing mechanisms. Collaborate on global goals spearheaded by the Vibe Team. Office Vibe & Events Ensure events and social activations at our EMEA campuses are globally aligned and loved locally. Build a team culture of data driven decision making for events, activations, real estate, engagement programming and more. Manage and assist with bump in and out for all major events like Canva Create, Droptober, End of Year Party and other major experiences for EMEA offices. Ensure an engaging and informative onboarding experience for EMEA newbies i.e., Office Newbie Tour and other Vibe touch points. Ensure office and hub interiors and design of spaces are recognisably Canva and uniquely local. Ensure our EMEA team is engaged and informed with effective Vibe communications. Ensure our Communal Table food program is well represented in EMEA and a pillar of our culture. Oversee EMEA budget for all Vibe programs, events, and real estate. Work Health and Safety Oversee the implementation of all WHS from the Facilities Officer which covers: Ensure compliance with WHS policies Maintenance of first aid protocols Ensure fire safety and compliance of the offices and hubs Coordinate with contractors and schedule regular maintenance checks First Aid and Emergency Management training Injury and incident reporting Liaise with Head of Security to develop Security plan for EMEA offices and hubs. Guest Services Ensure the experience of guests, community, and friends of Canva are safe, special, and reflective of our culture and values. Office Facilities Regularly assess workplace readiness and operations ensuring that Canva standards are maintained while incorporating appropriate aspects of local culture. Own EMEA facilities processes and procedures to global standards Own Real Estate efficiency goals and ROI on our capital investments in the EMEA region. Make strong and clear recommendations on the real estate roadmap and real estate strategy in the region. Own subtenant relationships and subtenant stack-plans to ensure smooth and consistent tenancy. Own facilities contracting, vendor management and compliance across the EMEA region. Team Management & Coaching You will directly lead the EMEA Vibe team (coaching 4 directly in a team of 8), setting goals, providing regular feedback in 1:1's, and nurturing growth and performance across locations. Be a pillar of support to Vibe roles based in London and our EMEA Hubs. Lift the skills and expertise of those around you by identifying gaps and helping them to improve. Proactively help others to address issues and work effectively with diverse groups of people. Ask powerful questions to help others unlock performance. Inspire the team and lead by example. Own operations and administration of the Vibe Team and proactively look for ways to improve how we work and to help manage team communications and change. Ensure the EMEA campuses are meeting budget targets and we are driving cost optimisations where needed.
Jul 03, 2025
Full time
Company Description At Canva, we create tools that empower the world to design. Our mission is to democratise design and empower creativity for anyone and everyone, on every platform! Inspired by a team of talented thinkers, an amazing culture, and a remarkable growth trajectory - we're out to change the world, one design at a time. About the Vibe Team As part of the People SuperGroup, the Vibe team's mission is to "Create environments that cultivate Canva's culture and inspire us all to do the best work of our lives." This includes everything from planning future spaces, keeping our existing space functioning efficiently, producing engaging activations and events, to preparing healthy meals. The Vibe team plays a key role in creating and maintaining the type of workplace that we all love, where every single person has opportunities to grow and develop their skills and is able to do their best work and make an impact, every day. As Canva grows, The Vibe Team is scaling its operations to adapt to the ever-changing needs and complexities of the company, to take on new responsibilities and to contribute in strategic and meaningful ways. Currently, the Vibe team oversees several functions including Workplace Experience, Facilities and Construction, Food and Beverage, Health and Wellbeing programming, Events and Engagement. This role leads our EMEA Vibies, and is a part of the global Vibe Leadership team. Our EMEA Vibe team specifically looks after the experience of our Canvanauts across our campuses in London, Nottingham, Vienna, and Prague. Vibe is responsible for office set up, maintenance and operations, events & activations, and all sorts of community engagement and activations. This role will collaborate with Global Vibe Leadership to establish cultural strategic direction for the region and implement cultural programs to bring that strategy to life. Job Description About the Role You will be an ambassador of Canva's values and embody Vibe's mission: to "Build a workplace that cultivates Canva's culture and inspires us all to do the best work of our lives." You'll be responsible for leading Vibe across EMEA and setting up and overseeing the related facilities and Vibe programming. The role spans Real Estate, Facilities and Construction, Office Operations, Hospitality, Workplace Experience, Events, and a touch of Sustainability. Many of the touch points that bring our culture to life are the responsibility of Vibe, and in turn, you will be a significant influence and ambassador of Canva's culture. A part of this role's mission is to bring together all ongoing projects of Vibe and drive them to unilateral success by coordinating and communicating between key stakeholders and project owners. Working closely with different teams, you will be the organiser and the driver of projects, events, and other fundamental administrative requirements in your location. The person in this role will also help shape the future of Vibe globally, and have the opportunity to raise the bar for Vibe to provide even more value to Canva. This role will have the responsibility to further Vibe's mission and Create environments that cultivate Canva's culture and inspire us all to do the best work of our lives. Some key goals of the EMEA Vibe Lead: Establish a Vibe engagement strategy for EMEA in partnership with local leadership and drive programming and initiatives identified in that strategy to increase engagement, office attendance and broader cultural outcomes across the region. Establish world-class Workplace Experience programming and streamline operations for all campuses in the EMEA region You'll be responsible for supporting and guiding a Vibe team in EMEA and launching all the services Vibe are famous for around the world while curating a local Vibe that is unique and special to the team in their locations. This role will have a mission to make the Canva experience magical, inspiring, and create the best place to work in EMEA. This Canva site will be a huge contributing force to Canva's growth and success. What You'll Do (Responsibilities) Using your experience with program management, facilities management, workplace experience, coaching, communications, and relationship building, you'll work cross-functionally with teams and working groups to build foundational support for our team with a global mindset. Engagement & Culture Expand on existing and develop new cultural programs and policies that drive engagement in our employees and guests through hospitality, events, and workplace experience. Provide fun, informative, and clear communications with the EMEA team, as well as input into our monthly Canvazine (magazine). Deliver stakeholder reporting on EMEA Vibe Team and representing Vibe on the EMEA stage. Champion team celebrations within our team with a focus on EMEA. This means you will rally teams and ensure that they celebrate their milestones, no matter how big or small. Build relationships with stakeholders to best understand their respective businesses and use knowledge gleaned to enhance the employee experience. Build a strategy for EMEA cultural engagement in collaboration with broader EMEA leadership and implement actions and programs aligned with that strategy. Global-Local Collaboration Participate in Global Vibe working teams to ensure EMEA perspectives are incorporated into global standards. Build strong standards of communication across distributed teams. Implement global standards with appropriate regional adaptations. Share EMEA best practices with other Global Vibe Team through knowledge-sharing mechanisms. Collaborate on global goals spearheaded by the Vibe Team. Office Vibe & Events Ensure events and social activations at our EMEA campuses are globally aligned and loved locally. Build a team culture of data driven decision making for events, activations, real estate, engagement programming and more. Manage and assist with bump in and out for all major events like Canva Create, Droptober, End of Year Party and other major experiences for EMEA offices. Ensure an engaging and informative onboarding experience for EMEA newbies i.e., Office Newbie Tour and other Vibe touch points. Ensure office and hub interiors and design of spaces are recognisably Canva and uniquely local. Ensure our EMEA team is engaged and informed with effective Vibe communications. Ensure our Communal Table food program is well represented in EMEA and a pillar of our culture. Oversee EMEA budget for all Vibe programs, events, and real estate. Work Health and Safety Oversee the implementation of all WHS from the Facilities Officer which covers: Ensure compliance with WHS policies Maintenance of first aid protocols Ensure fire safety and compliance of the offices and hubs Coordinate with contractors and schedule regular maintenance checks First Aid and Emergency Management training Injury and incident reporting Liaise with Head of Security to develop Security plan for EMEA offices and hubs. Guest Services Ensure the experience of guests, community, and friends of Canva are safe, special, and reflective of our culture and values. Office Facilities Regularly assess workplace readiness and operations ensuring that Canva standards are maintained while incorporating appropriate aspects of local culture. Own EMEA facilities processes and procedures to global standards Own Real Estate efficiency goals and ROI on our capital investments in the EMEA region. Make strong and clear recommendations on the real estate roadmap and real estate strategy in the region. Own subtenant relationships and subtenant stack-plans to ensure smooth and consistent tenancy. Own facilities contracting, vendor management and compliance across the EMEA region. Team Management & Coaching You will directly lead the EMEA Vibe team (coaching 4 directly in a team of 8), setting goals, providing regular feedback in 1:1's, and nurturing growth and performance across locations. Be a pillar of support to Vibe roles based in London and our EMEA Hubs. Lift the skills and expertise of those around you by identifying gaps and helping them to improve. Proactively help others to address issues and work effectively with diverse groups of people. Ask powerful questions to help others unlock performance. Inspire the team and lead by example. Own operations and administration of the Vibe Team and proactively look for ways to improve how we work and to help manage team communications and change. Ensure the EMEA campuses are meeting budget targets and we are driving cost optimisations where needed.
