Administrator
| Salary | Starting from £29,000 |
| Length of Contract | Full time, fixed-term – 18 month contract |
| Hours of work | 37.5 hours per week (normally 9am – 5.30pm, flexible options available with agreement) |
| Benefits | 28 days holidays plus Bank holidays 3 days closure between Christmas and New Year Enhanced Pension BUPA Cashback Scheme |
We are seeking a driven and capable Administrator to work across two core areas of the organisations’ operations; supporting both the Chief Executive with general administrative work and board governance, and also providing administrative and project management support to the wider team, to ensure the smooth running of their activities.
This 18-month fixed-term role supports UKGBC through a period of change management as we streamline organisation-wide processes. It offers a confident, reliable Administrator a great opportunity to apply their organisational skills toward our ambitious, urgent mission.
To succeed in this role you will have proven organisational and project management experience in an administrative support role in a busy working environment. You will have independent prioritisation skills, a positive, can-do attitude, and the ability to communicate confidently, with clarity and appropriate discretion, with stakeholders at all levels of experience and authority.
If you feel like you are the right person to make an impact in this vital role, read on.
Key Responsibilities
Chief Executive administrative support (c.50%)
- Oversee Chief Exec’s calendar, ensuring appointments and meetings are scheduled efficiently, and required information is prepared in a timely manner with oversight of follow-up actions
- Scheduling and logistics of board and subcommittee meetings, acting as a liaison between the Chief Executive and Board of Trustees, fostering effective communication and collaboration
- Prepare board meeting materials, agendas, and minutes, ensuring accurate and timely distribution
- Screen and prioritise emails, taking appropriate action and escalating urgent matters appropriately
- Handle confidential and sensitive information with discretion, always maintaining strict confidentiality
- Prepare and edit correspondence, presentations, reports, and other documents as required
- Handle expense reports, invoices, and budget tracking
- Assist with special projects, research, and analysis as assigned
- Manage and maintain relevant files, records, and information for the organisations’ CRM database
- Coordinate some travel arrangements, including flights, accommodation, and transportation
Team administration (c.50%)
- Working across programmatic teams, predominantly with the Political and Industry team, efficiently applying and coordinating their systems, policies and procedures
- Making recommendations for process improvements and increased efficiencies and presenting solutions to senior colleagues.
- Creating presentations and other project documentation.
- Having oversight and coordination of the programmatic teams’ SharePoint filing system and its organisation; developing and supporting the implementation of templates and documents as needed.
- Coordinating and collating information for internal reports and impact tracking.
- Liaising with internal and external stakeholders; supporting contract management; liaising with partners, members, and guests as required.
- Budget tracking in support of Senior Management.
- Supporting meeting planning and arranging; agenda preparation, research for meetings and presentations, note-taking, AV support, action planning and follow up comms, booking venues, catering etc.
- Manage and respond to enquiries via the shared learning inbox.
