Administration Support - London, United Kingdom - Hopkins Van Mil

Description

Are you looking to join a successful and friendly small business? Join the Hopkins Van Mil team as an Administration Support

The Administration Support at HVM will support the Director and HVM Team to deliver projects, and support internal operations e.g.

finance, as an integral and essential part of our friendly and dynamic team.


Main responsibilities
Support HVM's Director and Senior Associate by providing administrative support for finance tasks including:

• Keeping up to date financial records e.g. logging invoices and payments accurately and in a timely fashion
• Collecting and storing participant payment details in line with HVM policies

Liaising with the HVM Team, freelance facilitators, external stakeholders and public participants to organise:

• Travel and accommodation
• Booking facilitator and team travel and accommodation for inperson workshops
• Issuing expense claim forms to those who are booking their own travel and logging expenses
• Booking travel and accommodation for members of the public to attend our workshops
• Workshop and meeting logistics
• Setting up meeting invitations with videoconferencing (e.g. Zoom) links for workshops issuing them to the team, to speakers and to participants
• Identifying appropriate venues for inperson workshops, in consultation with the team, liaising with venues and making appropriate bookings in good time
• Attending and note taking at the weekly team meeting, working with the team to set the weekly agenda
• Arranging for transcription of audio files promptly after each recorded session, downloading the transcripts to the correct folder

From time to time the Administration Support role may be asked to
- transcribe audio recordings of workshops into anonymised transcripts to use for research
- support the HVM Director with personal assistant duties, e.g. making bookings, planning meetings and travel, diary management.

This role is not limited to these tasks, and you will be asked to work flexibly to contribute to tasks as needed to support HVM.

What we're looking for

Our ideal Administration Support has:
- excellent organisational skills and attention to detail
- exceptional interpersonal skills, demonstrating HVM values
- initiative and confidence to liaise effectively with our team and stakeholders
- ability to work independently
- confidentiality
- fluent English speaking and writing
- touch typing/ rapid and accurate typing of audio recordings
- proficient use of Microsoft Office suite including Word and Excel, and competence to use/learn a range of software platforms including social media, video conferencing, project or website management platforms.


What we're offering

We're a small, friendly and collaborative team who are committed to our work and support each other to do great things.

As a successful small business, we feel this is a brilliant opportunity to work with us supporting a wide variety of projects that make a difference to society.

Reporting to:
Hopkins Van Mil (HVM) Director


Liaison with:
HVM Team and Associates (7 people); freelance facilitators; members of the public, external clients and stakeholders


Location:
Coppergate House, 10 Whites Row, London E1 7NF. Some working from home could be considered.


Hours: 12 hours per week equivalent to 3 half days. Monday - Wednesday or Tuesday - Thursday preferable.


Salary:
£25,000 pro rata, reviewed annually


Holiday: 30 days per year in addition to public holidays (pro-rata)


Pension:
HVM makes a 5% contribution to the People's Pension scheme. You are required to make a minimum of 3% contribution.


Next steps
Interviews will be held on 20th June in our London office.


Job Types:
Part-time, Permanent


Pay:
£25,000.00 per year

Expected hours: 12 per week


Schedule:

• Day shift
• Monday to Friday

Education:

• A-Level or equivalent (required)

Experience:

• Administrative experience: 1 year (required)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location:
Hybrid remote in London, E1 7NF

Application deadline: 07/06/2024