Part-Time Office Administrator

Institution of Environmental Sciences
£10.75 per hour
Central London, EC2A 3NT
8 July 2020

Lisa Abbott, +44 (0)20 3862 7484

Send CV, cover letter (stating "why us and why you?") & equal opportunities monitoring form by 5pm 8th July

About the IES 
The IES is a charitable organisation which promotes and raises public awareness of environmental science by supporting professional scientists and academics working in this crucial arena. You can learn more about us by exploring our website. 
 
Main purpose of the post 
We are seeking a multi-talented Office Administrator to ensure the promotion and maintenance of excellent membership care, who fits with the friendly and collaborative culture of the office. We are a small team (nine) with a flat hierarchy and a fast pace of work. Our office is located in the heart of London.  


Job role 

  • Deal with incoming emails, post and telephone enquiries
  • Act as the first point of contact for potential and existing members, suppliers and external contacts  
  • Coordinate, implement and improve office procedures  
  • Provide administrative support for meetings and events including minute writing and managing our room hire facility  
  • Handle documents, digitising and archiving of membership and office records, and the management of members’ documents   
  • Maintain and update contact records and electronic and postal mailings  
  • Promote and maintain excellent levels of membership care  
  • Raise and process invoices and purchase orders, deal with payments and reconcile credit card payments 
  • Book travel and accommodation for staff and trustees  
  • Maintain stock levels of office supplies  
  • Manage job advert bookings and upload to the website  
  • Ensure that personal data is managed in accordance with GDPR  
  • Ad hoc office duties  

Due to the current circumstances around COVID-19 the position holder will need to have access to a computer and a good internet connection during work hours. When located in the office the required equipment is provided.  
 
Person specification 

Knowledge and experience   
Essential  Desirable 
  • English and Maths to GCSE Grade C or equivalent 
  • Administrative/secretarial experience including the maintaining of office systems 
  • Demonstrable experience dealing with the public and sensitive and confidential information 
  • 1-2 years of workplace experience in small charity 
  • Experience of using membership databases 
  • Experience of supporting internal meetings and taking minutes 
  • Experience of using accountancy software 
Skills and competences   
  • Good all-round office and IT skills, particularly MS Word and Excel, Gmail and Google Calendar 
  • Excellent organisational skills, with a strong attention to detail 
  • Ability to organise and prioritise workload 
  • Good written standard with the ability to write with a professional tone 
  • Good telephone manner  
  • Demonstrable self-sufficiency and motivation 
  • Flexible approach, able to use own initiative 

 

 

 

About the role 
The position is for 16 hours per week, over two days (Monday to Friday). This is a shared post so the working days will vary from week-to-week so some flexibility is required. The initial contract will be for six months (subject to a two-month probation period) with the possibility of extending. Interviews will take place remotely via Zoom on Friday 17th July with a view to the successful candidate starting as soon as possible. 
 
How to apply 
Please email a CV, cover letter (stating “why us and why you”) and equal opportunities monitoring form (doc.) (ensuring the latter does not have your name in the title or anywhere within) to Lisa Abbott by 5pm on the 8th July 2020. Applications without a personalised cover letter will not be considered.  
 
Accessibility 
The IES aim to ensure meetings, events and communications are accessible to all. If you anticipate needing any type of assistance to apply for this role, please email Lisa Abbott or call +44 (0)20 3862 7484

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