Operations and Communications Administrator

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Job description

Position Title: Operations and Communications Administrator

Location: The Trust's office in West London

Reporting to: Office Manager

Grade and salary: Grade B £31,659 (pro rata)

Contract terms: Full Time

Closing date: 11.30pm on Sunday December 12th.

Background

The Sigrid Rausing Trust is a grant-making foundation based in London. Founded in 1995, its purpose is to promote the values and principles of human rights, equality and the rule of law, and to preserve nature from further degradation. In pursuit of these goals, the Trust had committed approximately £429 million to organisations all over the world by the end of 2020. Its current annual budget is approximately £47million. The Trust is led by nine Trustees and currently employs 24 staff. More detail on the Trust's work can be found on its website.

The Operations and Communications Administrator is part of the operations team of 7 staff, who provide a range of infrastructure services and support to the Trust, including finance, information and communications technology, grants management, governance, compliance, facilities and office services, health and safety, and human resources. The Operations and Communications Administrator provides a range of support to the operations team and wider Trust, and is key in ensuring the smooth running of the Trust's day to day activities.

Working for the Trust

The Trust is committed to staff development. We offer various opportunities for staff to learn and develop, including an individual training budget, and management devoted to coaching and development. We encourage staff to attend events such as conferences, expert and donor meetings, to keep abreast of the developments in the human rights and philanthropic fields. The Trust is committed to being a good practice employer. We offer flexible working arrangements and are currently undertaking a wide-ranging review of staff benefits.

It is important to us that our organisation is diverse, so we actively encourage applications from people of all backgrounds and identities.

Purpose of the Role:

To provide administrative support to the Office Manager and wider Operations team in the delivery of tasks at key periods and provide cover as required;
To provide administrative, communications and other operational support to the Trust;
To undertake administrative tasks in support of the Finance Officer and Manager as required.

Key Responsibilities:

Operations

Present a professional front of house service to visitors, telephone calls and emails; including monitoring of key Trust email inboxes.
Support the Office Manager with recruitment processes which may include posting of adverts; dealing with enquiries from applicants; filing and anonymising applications; scheduling interviews and communication with applicants in general.
Provide scheduling support to the Trust overall including team meetings, managers meetings, board and Trustee meetings, assistance to the Executive Director and Deputy Executive Director on scheduling and other scheduling tasks as they arise.
Administrative work associated with ensuring office provision and resources are fit for purpose. This will include support to staff working remotely as well as maintenance of the Trust's central office. Tasks include organising stationery and equipment orders, keeping ordering records up to date, assisting with the scheduling and management of building maintenance; maintaining equipment and IT logs and list etc.
Provide administrative support to the Office Manager on HR projects relating to staff benefits and policies.
Work alongside the office manager providing administrative and logistical support with the daily running of the office.

Communications

Update and maintain website content in coordination with members of the programme team, the COO and external communications consultants. This includes monthly changes to grants data as well more static elements of the website.
Add news stories and relevant Trust updates as they are developed;
Be responsible for the Trust's twitter account and send out tweets as needed and in coordination with the senior management team and communications consultant.
Assist the COO and Grants Manager with the monthly preparation of the devolved grant making minutes

Finance

Assist with initial processing of all supplier invoices
Assist with gathering of grantee bank details for review by the Finance Officer
Assist with initial checking of staff expenses claims and paperwork

Travel

Occasional support of programme staff in organising travel for complex trips (for example higher risk locations or trips with Trustees), including travel and accommodation booking and trip scheduling and background research for travel risk assessments as necessary;
Assistance in keeping up to date on COVID restrictions in relevant locations to assist programme staff in planning travel

Relationships and reporting lines

Receives line management and development from the Office Manager
Works closely with the Office Manager and Finance Office
Works collaboratively with colleagues in the operations team, sharing information and learning and mutual support;
Works supportively with colleagues across the programmes team.

PERSON SPECIFICATION

Knowledge, qualifications and experience

Bachelor's degree in a related field (such as social sciences, human rights, environmental sciences, sociology etc.) or equivalent experience.
A demonstrable understanding of human rights issues or interest in developing this further;
High level of literacy and numeracy;
At least two years of work experience in an administrative role, preferably in a related field;
Strong and demonstrable administration skills. Any experience of financial work would be an advantage;
Some experience of working with website content management systems or other equivalent communications exposure;
High level of computer literacy, including experience of using Microsoft Office particularly excel, and ideally customer relationship management (CRM), grant-making or other databases.

Key Competences, Skills and Abilities

Excellent analytical skills and outstanding communications skills; ability to write concisely and persuasively and to present ideas confidently in English;
Excellent interpersonal skills and ability to work with people at all levels and from a variety of ethnic and cultural backgrounds;
Excellent attention to detail and commitment to high standards of delivery;
Strong planning and organising skills and ability to project manage complex activities to time and to a high standard;
Ability to manage multiple competing priorities, to work on own initiative proactively identifying problems and potential solutions;
Team player, and flexible approach to supporting others in a small team.

Personal qualities

Demonstrable interest in and commitment to human rights;
Commitment to respect and value equality and diversity and inclusion, and understanding of how this applies to own area of work;
Commitment to own continuing personal and professional development;
Commitment to the vision, mission and values of SRT;
Flexibility and a sense of humour.

Other requirements

SRT is only able to consider applications from candidates who already have the right to live and work in the United Kingdom. SRT is currently allowing staff work flexibly either in our Holland Park office or at home. This arrangement will apply to this post though office attendance from time to time may be required as part of the role's duties.

How to apply:

Please submit a 2-page CV and 2-page cover letter to apply.

Closing date for applications is 11.30pm on Sunday December 12th.

We expect to hold first round interviews during the week starting 17th January 2022.