JOB DESCRIPTION
1. JOB DETAILS
Job Title
Department
Reports to
Status
Grade
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:
:
:
Fellowship Administrator
Fellowship
Fellowship Administration Manager
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28 hours per week
A
2. PURPOSE OF JOB
To provide administrative support for the delivery of Fellowship
Services’ department procedures and activities, and enhance the
Fellowship experience through exceptional customer service. This
includes, but is not limited to: inputting and maintaining data on the
Fellowship CRM database, including financial and personal information;
acting as the key interface between the Fellowship department and
Fellows by email, telephone, letter, or in person when visiting RSA
House; and provide cover for the other Fellowship Services team
members when required.
3. KEY TASKS/RESPONSIBILITIES
Fellowship Admin
 Manage the Fellowship inbox, and be the first point of contact
for Fellows telephoning Fellowship Services.
 Assist in the preparation of welcome materials and other
Fellowship mailings, including resignation letters and letters
of condolence.
 Produce ‘in house’ membership cards, and replace lost or damaged
cards for Fellows.
 Maintain compliance with Data Protection legislation, and shred
confidential information daily.
 Proofreading and typing as required.
Database maintenance
 Update and maintain Fellows’ personal details and Salesforce
records e.g. change of address notifications, resignations, and
sending acknowledgement letters and receipts when requested.
 Research and trace up to date contact details for Fellows whose
addresses and emails are out of date.
Financial Administration
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Take payments over the phone from Fellows wishing to renew their
Fellowship.
Send receipts when requested.
Provide financial administrative support for the Senior
Fellowship Administrator (data input, processing payments,
filing etc).
Online Administration
 Provide guidance to Fellows on the Fellowship areas of the RSA
website, including resolving technical difficulties experienced
by site users.
Direct Contact with Fellows
 Represent the Society to Fellows and potential Fellows visiting
the House
 Lead ad hoc tours of the House
Departmental
 Provide cover for other members of the team when required.
 Open, process and distribute Fellowship post, and distribute
emails from a central inbox as required.
 Contribute to the overall enhancement of the Fellowship team,
with a particular focus on retention.
 Assist the Fellowship Services Manager in producing written
process guidance.
 Answer telephone enquiries and emails from Fellows, colleagues
and members of the public.
 Stock checks and stationery ordering.
 Other ad hoc duties as required.
4. PERSON SPECIFICATION: KNOWLEDGE AND SKILLS REQUIRED
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Articulate and a clear communicator, with a good command of both
written and spoken English and the ability to communicate
confidently with colleagues and Fellows
Scrupulous attention to detail and high levels of accuracy
An understanding of data protection and a total commitment to
preserving the confidentiality of Fellowship data
Good IT skills including fast and accurate typing and
intermediate knowledge of Microsoft Word, Excel, Outlook and
databases
Ability to work unsupervised and prioritise work load
Excellent interpersonal and team working skills
Tact and diplomacy
Mature and confident outlook
Experience of working in an administrative capacity in a fast
paced office
Ability to both identify problem areas and contribute to their
solution
Demonstrable customer service skills
Interest in and willingness to develop knowledge of the work of
the RSA
5. NATURE AND SCOPE
The RSA combines thought leadership with civic innovation to further
human progress. Building on our 250 year history as a beacon for
enlightenment values, the RSA is currently at an exciting period in
its history. We provide platforms for leading experts through the UK’s
most ambitious free public lecture series, our projects generate new
models for tackling the social challenges of today and we are building
on our network of over 27,000 Fellows around the world – these are
achievers and influencers from every field with a real commitment to
progressive and social change.
The postholder must have the ability to work to tight deadlines to
ensure a continuous flow of forms and financial data are entered onto
the Fellowship database.
Attention to detail and the ability to prioritise are essential to
this post. Accuracy of data input, whether this is financial or
personal information, is of paramount importance. The postholder must
follow strict confidentiality and Data Protection guidelines as the
nature of the information handled can be personally, financially and
commercially sensitive.
The postholder must be mature enough in outlook and conduct to
properly represent the Society to visiting Fellows and aware enough of
the nature and scope of the Society to promote it to visiting
potential Fellows. The postholder is often the primary ‘face’ of the
RSA to visiting Fellows and others.
This is a key administrative and support role within the Fellowship
Department and will enable the postholder to gain a useful insight
into both the administrative and financial functions of the RSA.
This is a part-time role (28 hours per week). The post-holder must be
prepared to work outside normal hours of work, including some evenings
where the business is required. Expenses will be covered for travel.
Time off in lieu can be taken for out of hours work.
This job description is not exhaustive and is liable to review
following discussion with the job holder. The job holder will be
expected to undertake any other reasonable duties as requested by
their line manager and commensurate with the job grade.
The attention of the job holder is drawn to the following:
1.
All employees have a duty under the Health and Safety at Work
Act to ensure that their working environment is kept free of
hazards that may prove injurious to themselves, their colleagues
and all those engaged in Society business as well as any
visitors to the Society.
2.
All employees have a duty to comply with the Society’s Equal
Opportunities Policy in their contacts with other staff, Fellows
and visitors.
3.
All employees have a responsibility to ensure that their use of
the RSA’s computer systems does not jeopardise the security,
integrity or legality of that system. Users must:
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maintain password confidentiality and not provide access to
the system to those not employed by the RSA or in any other
way unauthorised;
not load any software onto the system themselves nor permit
anyone other than a member of the RSA’s IT department to
load software onto the system;
not use any unlicensed software and report any suspected
breaches of software licensing to the RSA’s IT Manager (the
Chief Operating Officer) or another member of the Executive
Team;
take the same care with e-mails as with any other written
communication from or on behalf of the RSA; and
restrict their usage of the Internet to that allowed by the
RSA.
Signed by Job Holder………………………………
Date……………………………
Signed by Manager…………………………………. Date…………………………….
EMPLOYEE BENEFITS
Annual leave†
29 days annual leave per year
plus all bank holidays (pro rata
for part time staff). Three of
these days may be designated for
the Christmas period. Option to
buy up to five additional days
leave per year (pro rata).
Pension scheme*
The RSA will double match your
contributions into our pension
scheme, up to a maximum employer
contribution of 10% of salary.
Salary sacrifice available.
Sick pay and income protection
scheme
Sick pay up to 14 weeks at full
pay, 14 weeks at half pay*. 75%
of your average salary to be
paid once sick pay ends.
Life assurance scheme
Life Assurance at four times
annual salary.
Enhanced maternity, paternity
and adoption pay*
Maternity and adoption leave pay
is enhanced to 12 weeks at full
pay, 8 weeks at half pay,
statutory pay for 19 weeks.
Paternity leave is enhanced to
three weeks full pay.
Childcare vouchers
Up to £55 per week or £243 per
month as a tax-free salary,
where eligible.
Flexible benefits allowance*
Up to £35 per month before
deductions (pro rata for part
time staff) to spend on
voluntary benefits.
Employee assistance programme
24/7 information and advice line
on any topic. Also provide face
to face counselling.
Eye care
The RSA covers up to £25 for eye
tests and contributes up to £50
towards glasses required for
working with a computer.
Voluntary medical and dental
cash plan and health screening†
Option to purchase medical and
dental cover, or a thorough
check up.
Flexible working requests*
The RSA extends the right to
request flexible working to all
employees.
Career
Option
months
caring
breaks*
to apply for up to six
unpaid leave for study,
or travelling.
Season ticket and cycle loans*†
A season ticket loan up to a
maximum of £5,000; or a tax free
loan for a bike to ride to work,
up to a maximum of £1,000.
Discounted gym membership
At a wide variety of gyms and
health clubs across the UK.
Discounts and vouchers
Cashback and discounts on
thousands of products and
services.
Food and drink
Subsidised food and drink at the
Gerard Bar, and free tea and
coffee in the offices.
Staff Fellowship*
Fellowship is free throughout
employment plus one year after
leaving the RSA; then 50%
discount for life.
Library and events
The Library and the Events
Programme are open to all staff.
Learning and development
Broad training programme and
opportunities for individual
training.
Social
Two staff shindigs per year and
a Civic Day where we get
together to work in the local
community.
*length of service criteria apply
†applies to full and part time employees but may not apply to interns and casual
staff
Further details of all benefits are available on the RSA’s flexible benefits portal
APPLICATION DETAILS
To apply for this position please prepare your CV and a covering
letter clearly addressing how you meet the criteria for the role as
set out in the person specification. Please also state your current
salary and where you saw this advertised (for recruitment monitoring
purposes). You may address your covering letter to Melanie Hartley.
Please submit your application through the RSA website. The deadline
for completed applications is Midnight on Sunday 1 February. Please
note that we cannot accept late or incomplete applications.
Interviews are expected to take place on Friday 13 February.
If you require any reasonable adjustments to the application or
interview process (e.g. communication support, personal support or
physical access), then please contact a member of the HR team in
confidence by calling 020 7451 6907.
The RSA is committed to equality of opportunity for all.
Registered as a charity in England and Wales no. 212424 and in
Scotland no. SC037784