JOB DESCRIPTION AND PERSON SPECIFICATION
POST:
Director of Administration
LOCATION:
9 Fitzmaurice Place, London W1J 5JD
REPORTS TO: President-Elect
SALARY:
£28,000-30,000pa
FULL TIME, PERMANENT (following probationary period)
JOB DESCRIPTION
The Director of Administration furthers the Junior League of London’s (JLL)
mission by ensuring that the organisation operates as effectively and
efficiently as possible. As JLL’s volunteer leadership changes on an annual
basis, he/she will provide continuity for the 400+ member volunteer
organisation in the areas of office and staff management, regulatory
compliance, knowledge management and communications. The Director of
Administration will need to develop and maintain a good understanding of the
JLL’s organisational and financial policies and structure. He/she will need to
work closely and flexibly with the Board of Trustees, Leadership Team, Office
Administrator and Bookkeeper with the main aim to support them in their
endeavours to meet the needs of the community and membership. Specific
tasks include:
SUPERVISE DAY-TO-DAY OPERATIONS OF THE JLL OFFICE
1. Ensure that the JLL office operates efficiently and that it effectively
supports all of JLL’s membership, leaders, committees and programmes
2. Supervise Office Administrator. Responsible for related personnel matters
(hiring of new personnel, performance reviews, work prioritisation and
standards)
3. Serve as senior team member contact to Association of Junior Leagues
International (AJLI) and all other service providers / vendors
4. Ensure office equipment (copier, projector) and IT systems (computers,
software, hardware, printers and network) are fit for purpose
5. Responsible for planning and logistics for general membership and
neighbourhood meetings
6. Proactively manage operating costs and participate in related annual
budgeting process
SUPPORT JLL BOARD OF TRUSTEES AND LEADERSHIP TEAM
1. Support effective Board operation and governance, including attendance
at Board meetings, minute-taking, record-keeping, assisting President and
President-Elect, Board task forces as needed
2. Assist President and President-Elect in planning and logistics for Annual
Board Retreat and other Leadership trainings
3. Assist Board of Trustees in strategic planning / annual planning process as
required
4. Assist Board of Trustees in executing annual risk management exercise
(including review of insurance)
5. Assist Placement with setting up, running and importing results of two
Placement Lotteries per year in which members are placed on to
committees; includes update of Placement Handbook, member committee
assignments, and Placement Advisors.
6. Work with Office Administrator, Bookkeeper, Finance & Operations and
Membership Councils to manage collection of dues and related
communications to membership
7. Provide dedicated support and work at (pre, during and after) the League’s
longest running and biggest annual fundraiser – Boutique de Noel (9-10th
November 2011)
ASSIST IN EXECUTING COMMUNICATIONS STRATEGY
1. Work with members to proactively update and maintain the content of the
JLL website and databases
2. Ensure that all information regarding the JLL in print, media and visual
forms is accurate, up-to-date, adheres to branding guidelines and supports
the JLL’s Mission and Vision.
3. Work with Communications Council to develop Annual Report to showcase
the JLL’s work
4. Assist in the preparation and production of existing JLL communication
vehicles; in particular, primary responsibility for production of Dates for
your Diary (fortnightly electronic newsletter), eFlashes, ad hoc emails to
membership, Snapshot (monthly electronic newsletter), Committee Chair
package (monthly electronic newsletter), Sustainer bi-annual newsletter
and Cues (JLL’s bi-annual magazine)
5. Work with Communications Council and Leadership Team to develop
public relations partnerships and communications (e.g. press releases)
6. Work with Communications Council to maintain online database of photos
7. Work with Communications Council to provide regular social media
updates
FOSTER KNOWLEDGE SHARING AND MANAGEMENT
1. Serve as a hub to enable good internal communications among all of the
facets of the JLL, including managing the Master Calendar
2. Oversee and help to drive and manage committee transition processes
each spring/summer, ensuring appropriate knowledge transfer
3. Develop and implement formal policy and procedures to facilitate capture
of knowledge and experience
4. Train members and committee chairs on office and knowledge
management processes as necessary
RESPONSIBLE FOR REGULATORY COMPLIANCE
1. Manage and prepare all required regulatory reporting (for P-E/Board’s
approval) for JLL and its trading subsidiary, JLL Enterprises, Ltd. This
includes filings with Companies House, the Charities Commission, the
Information Commissioner’s Office (Data Protection) and Her Majesty’s
Customs and Excise (for Gift Aid).
2. Actively monitor issues that may affect JLL in areas such as financial
reporting (the Charities Act and SORP), VAT, and employee tax/law and
inform Board
3. Assist with audit as required on annual basis.
Additional tasks as required.
PERSON SPECIFICATION
EDUCATION, KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE
1. Degree-level education or equivalent business level experience and
course work.
2. Experience within the UK charity sector; working knowledge of compliance
requirements.
3. Experience of managing and motivating volunteers and working with a
voluntary Board of Trustees.
4. Communications, marketing or public relations experience
5. Experience of fostering and developing skills and knowledge within a small
team or organisation.
6. Good working knowledge of information systems and various software
packages.
7. Knowledge and experience of website and database maintenance
desirable.
8. Experience of supervising support staff.
SKILLS AND ABILITIES
1. Strong self-starter; solution-orientated, customer service mindset.
2. Evidence of previous experience in continually improving the internal
functions of the charity.
3. Excellent verbal and written communication skills, diplomacy and tact
required for working with the charity’s trustees, volunteers and supporters.
4. Strong commitment to the third sector and a passion for fostering
excellence in volunteer work.
GENERAL INFORMATION
Six-month trial period
Enhanced Criminal Records Bureau check required (JLL can arrange)
Position serves Monday – Friday, 9.30am to 5.30pm including a lunch hour
Attendance at General Meetings and Board Meetings is mandatory (17
evening meetings per year) as is attendance at 2 Saturday Leadership
meetings per year. Overtime is not paid, but TOIL may be taken by
agreement with President-Elect
28 days leave a year, including UK bank holidays
 The leave year runs from 1st June - 31 May each year and normally all
leave must be taken within this year and unused leave will not be
carried over
 No lengthy periods of leave should be taken from September to
December as this is the busiest work period for JLL
 Fridays before GMs and Board Meetings should not be taken as
holiday or TOIL
 Leave, appointments, TOIL and daily breaks eg. lunchbreaks must be
co-ordinated with the Office Administrator, with the aim of ensuring
both members of staff do not take leave at the same time and the
office is kept open