Job Description & Person Specification Job Title Team Co-ordinator, ITP Contract: Permanent Hours: Full time (but some flexibility on this) Location: London, N1 Salary: £23,000 per annum pro rata Department: 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. www.bitc.org.uk 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 | www.bitc.org.uk 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 advertisers 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 Job Description & Person Specification Page 2 of 7 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 spreadsheet 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 responsible. 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 Page 3 of 7 Person Specification Knowledge Interest in international relationships and issues Broad appreciation of corporate social responsibility agenda Experience Experience of developing and maintaining effective administrative processes and systems Experience in providing administrative support to a team Experience of diary management Experience of communicating to senior level executives both orally and in writing Skills Behaviours o o o o o 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 Completer-finisher Ability to work well within a team as well as independently 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 charity Act in accordance with Business in the Community’s values: Focus Passion Collaboration Pioneering Integrity Demonstrate flexibility and open mindedness Job Description & Person Specification Page 4 of 7 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 Page 5 of 7 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. Pensions 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 time. 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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