Vacancy – Office Co-ordinator

by Simon Reed ~ November 20th, 2018. Filed under: get involved, News.

Conscience: taxes for peace not war is looking for an experienced and well-organised Office Co-ordinator to ensure the small Conscience office runs smoothly, enabling the organisation to campaign effectively. There may be scope to help with the Campaign’s activities, including public meetings, lobbying and publicity. Excellent time-management and the ability to manage their workload with minimal supervision, as well as attention to detail, good communication skills and familiarity with office software are essential. This is a part-time job of 16-24 hours/week spread over four or five days. Salary £24,000 pro-rata. Please read the job description and person specification, which also gives details of how to apply, at http://www.conscienceonline.org.uk/vacancy/ . Closing date 30th November 2018.

Click here to download the Job Description and Person Specification, the text of these follows:

Office Co-ordinator part-time 16-20 hours/week negotiable

Salary: £24,000 pro rata p.a.

Job Description

The primary function of the Office Co-ordinator is to ensure the Conscience office runs smoothly, enabling the organisation to campaign effectively. There may be scope to help with the Campaign’s activities, including public meetings, lobbying and publicity.

Co-ordination

  1. Co-ordinate the work of the Campaign
  2. Manage the Conscience diary ensuring all relevant events, meetings and deadlines are added and liaise with staff as key dates are approaching
  3. Ensure work gets done according to plan and that tasks do not get overlooked
  4. Recruit and manage volunteers to help with office work, including transcribing Statements of Conscience and data entry
  5. Organise and attend Executive Committee meetings (usually four a year):
    1. book rooms
    2. prepare and circulate paperwork, including agendas and minutes
    3. liaise with directors and EC
    4. take minutes

Administration

  1. Ensure post is opened, processed and passed to relevant people
  2. Deal with queries from the public and ensure questions are answered and actions taken by Conscience staff
  3. Forward emails to relevant people
  4. Liaise with and provide assistance to the honorary treasurer
  5. Provide assistance with administrative tasks associated with Conscience events and activities
  6. Provide administrative support when necessary to other Conscience staff
  7. Order supplies
  8. File and archive documents both electronically and hardcopy
  9. Ensure office is kept clean and tidy
  10. Be responsible for health and safety
  11. Be responsible for day to day personnel work:
    1. maintain personnel records
    2. keep track of annual leave and sickness
    3. help with recruitment on occasion
  12. Maintain Conscience membership database in the absence of someone with specific responsibility for this
  13. Take responsibility for ensuring compliance with General Data Protection Regulations and Conscience’s privacy policy.
  14. Assist with searching for and moving to a new, more accessible office.

All Staff

  1. Provide input into Conscience’s overall strategic planning through membership of the Executive Committee which currently meets on four Saturdays per year.

  2. Co-operate with other staff and volunteers where areas of work overlap or are complementary.

  3. Share skills with other staff and volunteers to ensure continuity of essential tasks in times of absence.

  4. Enhance organisational memory and ease transitions between staff by creating and maintaining backed-up records with clearly written explanatory notes.

  5. Treat supporter data in accordance with General Data Protection Regulations and the Conscience privacy policies.

Person specification

Essential

  • Well-organised with excellent time-management skills
  • Able to manage their own workload with minimal supervision
  • Able to act on their own initiative
  • Able to work in a small office, sometimes on their own
  • Used to working as part of a small team, including with volunteers
  • Excellent attention to detail
  • Excellent communication skills including good written English
  • Skilled at using Word, Excel, Email and other office software
  • Awareness of and sympathy with the peace movement and the aims of Conscience

Desirable

  • Experience of the voluntary sector and peace movement
  • Familiarity with database software
  • Familiarity with personnel work
  • Familiarity with current data protection regulations

Terms

Hours are negotiable but we would want the Office Co-ordinator to be in the office at least four days a week, preferably five.

Some attendance at meetings on Saturdays (four meetings a year) and occasional evening meetings, with time off in lieu.

Holidays: 25 working days pro-rata plus public holidays when normally worked.

Conscience will contribute 5% of gross salary towards your pension.

Applications

Please apply by email with a CV demonstrating that you have relevant skills and experience, with a covering letter explaining how you meet the person specifications and your suitability for the role. Please give details of two people who can provide references.

Please put your name in the filename for both your CV and the covering letter.

Applications must be sent by email to vacancy@conscienceonline.org.uk by midnight on Friday 30th November – we will be shortlisting over the weekend.

Applications will be acknowledged but only those selected for interview will be contacted thereafter. Interviews will be held at the Conscience office in Golders Green, probably on Wednesday 12th December.

If you have not heard by early December please assume that your application has been unsuccessful.

 


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