JOB DESCRIPTION
Post Title: Senior Administrator
Accountable to: Operations Manager
Location: London
Salary: £6500 per annum
Contract: 1 Year (subject to funding)
Hours: 17.5 Hours per week
Annual Leave: 14 days
Human Aid UK
Human Aid UK is an international humanitarian charity which strives to alleviate the suffering of the oppressed.
Vision:
Bringing hope to life
Mission:
Connecting hearts to the oppressed; as a result of man-made disasters; by providing dignity, empowerment and
independence. This is by growing initiatives which provides real benefits.
Main Tasks
General office administration
1. Be the initial point of contact for all incoming enquiries for the organisation including email, post and telephone.
2. Supporting the Operations Manager (OM) and the various teams within Human Aid UK with all administrative
related tasks.
3. Managing the maintenance of Human Aid UK office, including all contracts related to the maintenance and
stationary supplies.
4. To maintain and improve where necessary an effective filing and archiving system.
5. To assist with audio, typing, photocopying, scanning and to prepare documentation as and where necessary.
6. To prepare transcripts and documents ensuring they are accurate and ready for submission.
7. To develop, maintain and review administration systems in order to achieve maximum efficiency.
8. Organise the monthly Operations Team meeting, take minutes and distribute and follow up action points for the
team.
9. To maintain and continuously keep up to date all Human Aid UK communications lists.
10. To ensure the effective management and update of all relevant databases.
11. To assist the fundraising team with event specific correspondence and administration. This may involve seeking
appropriate venues, booking and paying invoices, inviting speakers, sending invites and ensuring evaluations are
done post events.
Human resources
1. Attendance & leave management
 maintaining leave file
 monitoring attendance sheet
 distributing summary attendance details to OM
2. Maintaining personnel files (both electronic and hard copy)
 filing necessary documents,
 providing necessary information to the Board
3.





Assisting OM with new recruitment
Placing advertisements with institutions for various Human Aid UK positions
following up with candidates/arranging interviews
following up on references
assisting with induction process
Maintaining Human Resource files
4. Assisting with the supervision process
 Booking in 1:1 meetings with the OM
 Ensuring paperwork is completed and filed.
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Personal Assistant to the Operations Manager
1. To organise and manage the OM diary, book in appointments when asked and keep monitoring regular
meetings which need to be organised.
2. Providing administrative support to the Operations Manager including diary management and setting KPI’s for
projects
3. Monitoring relationships with project partners and key external stakeholders
4. Reporting on any financial aspects of project related issues
5. Coordinating the logistics for meetings and workshops in the UK and internationally whilst managing project
documentation
6. Undertake a range of project support activities and work closely with the project managers.
7. Project set-up – Assist with set-up of new projects and entering relevant project data into the internal systems
8. Project Planning – assist in the creation and revision of project delivery
9. Project Tracking – update project tracking reports with extracted actual data. Assist in the preparation of project /
operational reviews.
10. Project Resourcing – assist in the set up and tracking of resources delivery in relevant project.
11. Cross functional support: work closely with the current operational teams, where required, to facilitate the timely
flow of information into to these parts of the business
12. Project management methodology and practice development: undertake assigned tasks to assist in the
development of methodology and practices within the project management
13. Ensure guests are welcomes and refreshments are provided, if required, for meetings with the Operations
Manager
14. To appropriately screen the OM telephone calls, enquiries and requests, and handle them when appropriate, in
conjunction with the OM
15. In conjunction with the OM, take the lead on dealing with incoming email, faxes and post.
16. Conduct weekly diary meetings with the OM to discuss upcoming engagements, invitations and other requests.
17. Organise the monthly Operations team meetings and Management meetings, compile all papers and reports
beforehand and ensure they are sent in good time for meetings. Liaise with the OM and chair of the Human Aid
UK when necessary.
18. To respond to members of the management members and other stakeholder queries in a timely and
professional manner, both orally and in writing.
What we offer
1. A lively position with exposure to multiple different skill development opportunities.
2. Training and mentoring where required.
3. A full induction, support and supervision. We like to ensure we are discussing with staff members their welfare and
personal development goals.
4. Flexible and understanding work environment.
5. Valuable exposure to the work of the organization in the UK and around the world.
Additional Information
 Hours of work are between: 10am to 6pm, on five days per week, Monday-Friday, with an unpaid lunch break
of one hour. The shift pattern will be agreed for 17.5 hours (Flexible)
 Undertake other tasks on the direction of the OM if/when required.
 Be flexible around working in the evenings and weekends as required.
 Adhere to and ensure the implementation of Human Aid UK organisational policies and procedures within
their role.
 Seek to improve his/her own performance and be committed to continuous professional development.
 To act as an ambassador for Human Aid UK, upholding and promoting our organisational values and ethos
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PERSON SPECIFICATION
It is essential that the post holder shows a good understanding and empathy with the Human Aid UK values and
principles as well as commitment to Human Aid UK vision and mission. This section should detail the requirements of
the role in the following sections:
Qualification & Training
a. Educated to degree level or equivalent by experience
Experience
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
p.
Supervision of staff. **
Admin experience**
Experience of project management
Experience of developing activities in response to identified needs**
Experience of working in partnership with other organisations
Experience of marketing
A minimum of 1 years’ experience of working in a high pressure office environment**
Excellent communication skills with the ability to manage a demanding and diverse workload**
Ability to meet deadlines
Experience of co-ordinating an office environment**
Good attention to detail**
An ability to support and maximise the performance of team members
Strong team player**
Ability to prioritise a varied workload
An appreciation of issues around confidentiality
Skills
a.
b.
a.
b.
Competent in Microsoft Office programs **
Highly developed communication skills.
Outcome focussed, target driven with a track record of timely delivery.
People management
Knowledge
c.
Islamic knowledge
Behaviours
d.
e.
f.
g.
h.
i.
Uphold the Fundamental Principles and act with integrity and in accordance with Human Aid UK ethos**
Recognise the implications of working within a charity and a voluntary organisation**
Ensure equal opportunities and anti discriminatory practices and promote diversity**
Recognise and value the contribution of others**
Take responsibility for own decisions and actions**
Demonstrate flexibility and open mindedness**
Ability
j.
k.
Ability to think strategically and innovatively
Ability to communicate with non-accountants
Commitment
l.
Commitment to equality of opportunity and diversity.
Special Circumstances
m. Able to organise work and meet deadlines
n. Able to respond to emergency situations, with 24 hour on call duties as required
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**Minimum Short Listing Criteria
Please signify your acceptance of this job description by signing below and returning a copy to the Employer
Employee:
Signature:
Date:
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