Office & Projects Administrator

Job Details

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Office & Projects Administrator

• Start Date: Mid August/early September
• Term: Full Time or 1 year placement (September 2019 - September 2020)
• Hours: 32 – 40hrs a week (over 4 or 5 days a week)
• Salary: £20,000, pro rata (based on 40hr week)
• Holiday: 33 days holiday, pro rata (includes bank holidays & based on 40hr week)
• Location: Future Foundations, Devas Club, 2a Stormont Road, London SW11 5EN.

Summary of role

• In the role you will work closely with the CEO, the Head of Programmes, the Office Manager, other FF staff and our part time team of coaches in this very small and close knit team.
• There will be a lot of involvement in the success of the company, and we may want you to attend some programmes throughout the year to ensure you are in touch with what we do and our values.
• This role is an essential part of Future Foundations growth as we expand our GSL brand abroad, and increase our NCS delivery.
• You will be asked to complete other ad hoc duties in the office as requested, especially during busy delivery periods
• You will help with creating or printing of resources, as well as helping with packing for programme delivery

Main Responsibilities:

Office management

• Ensuring the office is neat, tidy and clean
• Monitoring and reordering office stock, furniture & stationary as appropriate
• Working with Programme Managers and other staff to ensure appropriate levels of training programme stock
• Monitoring and reordering office consumables appropriate (e.g. Asda food orders coffee / snacks)
• Updating signs in the office
• Assisting or leading in the organization of staff events, such as Christmas parties.

Administrative support

• General Admin
• Admin support for the wider FF team & programmes
• Typing up feedback from programmes & creating final reports
• CEO’s timesheets
• Post: Collecting, scanning and forwarding post as well as sending any items out to schools or programmes
• Admin relating to our database Podio, such as uploading and organising photos and files
• Ad hoc admin as directed

Operations support

• Assisting with packing for programmes under the direction of the Project Managers, and then unpacking post programme
• Organizing programme & training materials
• Printing and organising large volumes of training participant packs

Support Responsibilities

Programme Support

• Working with Programme Managers to perform office duties connected to training programme delivery or project management

Social Media Support

• Supporting with the creation of social media content as required
• Supporting with the creation of bulletins that are sent to our network using Campaign Monitor
• Assisting in the creation of email campaigns

Other Requirements

Other areas identified with this role include:

• Participate in various project work as when is required

Person Specification

Qualifications

Essential

• 5 GCSEs A*-C including English (Language) and Mathematics

Desirable

• A Levels or equivalent in any discipline
• Degree in any discipline

Experience

Desirable

• Previous office experience
• Working in a small office (under 20 people)
• Office management assistance
• Stock management assistance

Knowledge

Essential

• IT Literacy / MS Office to a high level, specifically Outlook, Word, Excel and Powerpoint

Desirable

• Adobe Creative Suite, specifically Photoshop and InDesign
• Wordpress
• Experience using business focused web-based platforms
  • Future Foundations uses Podio for organising team communication, business processes, data and content in our project management workspaces

Skills & Competencies

Essential

• Excellent telephone manner
• Clear and professional communication both in person and written
• An organized, systematic, logical and methodical approach to work
• Strong written English

Desirable

• Research skills e.g. venue finding
• Collating and presenting research (in document form)

Personal Attributes:

Essential

• Practical & organised
• Common Sense
• Initiative / Self-Starter
• Attention to detail
• Yes Attitude
• Passionate about doing their job and exceeding expectations of others
• Flexible and empathetic to the approach of others
• Sense of humor
• Commitment to Future Foundations’ mission, vision, and principles

Safeguarding Statement

Future Foundations works with children as part of its activities.

We believe that:

• children and young people should never experience abuse of any kind
• we have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.
• e recognise that:
• the welfare of the child is paramount
• all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have a right to equal protection from all types of harm or abuse
• some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
• working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

Safe Recruitment

The safety and well-being of young people on our programmes is our top priority, and we take all reasonable and sensible measures to ensure they are kept safe from harm. We operate a Safer Recruitment policy which ensures that all our staff are committed to safeguarding and promoting the welfare of children. 

All applicants must:

• Explain any gaps in their employment history
• Explain satisfactorily any anomalies or discrepancies in the information given
• Declare any information that is likely to appear on a DBS disclosure through a Self-Disclosure Form
• Provide a minimum of 2 references including a previous employer
• Complete and Enhanced DBS check

About Future Foundations

Future Foundations is an independent training organisation which believes in the power of people.

We have delivered pioneering training programmes with thousands of individuals between the ages of 8 and 24 in the last ten years.

How to apply

To apply for this yearlong placement and to find out more, please click on the apply button.

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