Job Description & Person Specification Job Title Team Co

Job Description & Person Specification
Job Title
Team Co-ordinator, ITP
Full time (but some flexibility on this)
London, N1
£23,000 per annum pro rata
International Tourism Partnership (ITP)
Reports to:
Director, ITP
Background to BITC
Business in the Community is a business-led charity committed to shaping a new contract
between business and society. We have over 30 years’ experience forging better relationships
between business and society, driven by a unique collaboration of business leaders. We
stimulate action by challenging and supporting thousands of businesses to create a fairer
society and a more sustainable future - through our local, national and international campaigns.
Business in the Community is one of The Prince’s Charities, a group of not-for-profit
organisations of which The Prince of Wales is president.
Background to International Tourism Partnership (ITP)
The International Tourism Partnership (ITP) brings together the world’s leading international
hotel companies to provide a voice for environmental and social responsibility in the industry.
ITP seeks to demonstrate in a very practical way that environmental and social responsibility
makes good business sense.
This is done by:
 highlighting end encouraging best practice
 offering a range of practical products and programme
137 Shepherdess Walk. London N1 7RQ
T: 020 7566 8650 |
President HRH The Prince of Wales | Chairman Mark Price | Chief Executive Stephen Howard
Business in the Community is registered in England and Wales. Charity No 297716. Company No 1619253
setting the agenda on sustainability through collaborative working groups and
issues management
The combined reach of the ITP membership extends to nearly 23,000 properties, over 3.2m
rooms and more than 1.5m employees in over 100 countries worldwide. ITP has a unique
leadership role within the hospitality sector to address the challenges of sustainability.
Purpose of Job
The team co-ordinator will undertake essential support and co-ordination functions across the
team’s activities so as to make our work as efficient as possible, and in order to help free up
time of the other team members for their core priorities.
Main Responsibilities / Accountabilities:
Desk research and partner co-ordination:
o Ad-hoc desk-based research work to support programmes
o Analysing members’ CR reports / websites to feed our communications,
programme development and member outreach activities
o Coordinate conference / event supporter agreements / media partnerships, and
work with team colleagues to ensure partner events are appropriately represented
in ITP / YCI media.
o Conduct web research on opportunities for new event / media partnerships
Salesforce / contact management / financial administration:
o Manage member details on Salesforce, ensuring our records reflect correct
company structures
o Ensure lists of Exec Committee, Governing Council, working groups and Advisory
Panel are kept up to date on Salesforce
o Maintain up to date schedule of invoices to be raised. Request invoices from
Finance, distribute invoices and chase debt – ensure integration / automation via
Salesforce. Ensure invoices and payment requests received by the team are
coded and processed in a timely and efficient manner.
o Collate half-yearly returns to Finance on team use of in-kind support
o Manage generic ITP, YCI and HCMI (hotel carbon measurement initiative) inboxes
and act as first point of call for external contacts where necessary
o Provide support for the Green Hotelier directory and manage payments from
Event and meeting management:
o With input from Director, set timelines for production of meeting packs for e.g.
Exec Committee and Governing Council meetings plus occasional member /
stakeholder events
o Collate, format and distribute meeting packs
o Liaise with venue / meeting hosts and ensure seamless logistics on the day
o Produce short and accurate minutes of key meetings (e.g. Exec Committee) and
administer simple feedback surveys where necessary
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o Provide administrative support for webinars and conference calls as well as
monthly ITP and YCI team meetings (scheduling, room bookings, dial-in numbers,
organising IT connection via skype / Google / Lync / GoToMeeting as required)
Travel and diary support:
o Provide support with team travel requirements: visas, flight bookings, hotel
reservations, helping with meeting schedules, maintaining flight tracker
o Develop and maintain a checklist of member companies who can offer preferential
hotel rates
o Provide basic diary management for Director
Other responsibilities:
Project and Programme Support: assist the team with project-based research, analysis
and coordination to support ITP/YCI activity when appropriate
Ensure that health and safety requirements are met in the areas for which the jobholder is
The post holder may be required to carry out other duties that are reasonably to be
considered as within the scope and purpose of the job and the aptitudes of the job holder.
This job description reflects the current requirements of the post. As duties and responsibilities
change and develop due to changes in organisational and other circumstances, so the actual
duties and responsibilities will vary from the particulars of this job description.
Job Description & Person Specification
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Person Specification
Interest in international relationships and issues
Broad appreciation of corporate social
responsibility agenda
Experience of developing and maintaining effective
administrative processes and systems
Experience in providing administrative support to a
Experience of diary management
Experience of communicating to senior level
executives both orally and in writing
Excellent knowledge of IT systems to include
Word, Excel, Outlook, PowerPoint
Proven organisational skills working as part of a
busy team
Strong planning, prioritisation and time
management skills
Strong attention to detail
Ability to work well within a team as well as
Ability to work under pressure overcoming
obstacles and managing high and / or fluctuating
workloads to meet deadlines
Excellent written, verbal and interpersonal
communication skills
Highly organised and positive, flexible approach as
a core part of a busy team
Recognise the implications of working within a
Act in accordance with Business in the
Community’s values:
Demonstrate flexibility and open mindedness
Job Description & Person Specification
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Instructions to apply
Applications should be in the form of a full CV and supporting letter outlining how your skills and
experience meet the person specification for the post. We also accept applications by post to
Human Resources Team, 137 Shepherdess Walk, London, N1 7RQ.
Closing Date: Friday 23 January 2015 – midnight
Interview Date: 5 February 2015
When will you hear from us
You should expect to hear from us within 3 weeks from the closing date, letting you know
whether or not you have been selected for an interview.
We regret that we are unable to provide feedback to applicants who have not been shortlisted
due to the volume of applications we receive.
Job Description & Person Specification
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Employee benefits
Annual leave
Business in the Community offers employees 25 days annual leave each year, and our holiday
year runs from January to December. This rises on a sliding scale to a maximum of 30 days
after 10 years service.
Employees can also "buy" more holiday entitlement or "sell" days unused.
We operate a Group Personal Pension scheme, which employees can join after three months'
service. Business in the Community will contribute up to 5% of salary providing the individual
contributes a minimum of 2.5%.
Season ticket Loan
We offer interest-free loans for annual Season Ticket Travel to all staff.
Childcare vouchers
Business in the Community participates in the HMRC recognised Childcare Voucher salary
sacrifice scheme. Our provider is currently Edenred.
Cycle to work scheme
We also participate in the HMRC Cycle loan scheme.
Employee Volunteering
Employees are encouraged to volunteer in their local communities. You will have the
opportunity to take part in volunteering activities with your team whilst working in Business in
the Community and we will also allow you two days additional paid leave to volunteer in work
Life assurance
Payment of four times the annual salary will be paid to the estate of any individual in the event
of death while they are employed at Business in the Community.
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Job Description & Person Specification
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