Support for Ukraine Administrator - Hereford, United Kingdom - Hereford Diocesan Board of Finance

Hereford Diocesan Board of Finance
Hereford Diocesan Board of Finance
Verified Company
Hereford, United Kingdom

3 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Job Title:

Support for Ukraine Project Administrator


Department:


Post Reporting To

First Reporting Manager's Job Title:
Support for Ukraine Project Manager


Job Purpose

  • Summary of why job exists
To provide administrative and project support to both the Support for Ukraine Project Manager and Support for Ukraine Project Officer


Dimensions

Accountabilities

  • Organise, prioritise and manage the busy workload of supporting the Project Manager and Project Officer
  • Liaise with the hub coordinators under the direction of the project officer.
  • Prioritising, managing and keeping track of actions resulting from a diverse range of activities set up by Project Manager and Project Officer often working to tight deadlines
:


  • Managing the diaries and workload of the Project Manager and Project Officer, keeping them informed of meetings/commitments and ensuring they have all relevant papers and briefing notes for meetings.
  • Coordination and organisation of appointments and meetings on behalf of the Project Manager and Project Officer for a complex and diverse range of groups. This includes finding dates, booking venues, providing agendas, informing attendees and ensuring any required documentation and equipment is available.
For virtual meetings using Zoom, Teams and/or Eventbrite to organise.

  • Support the officers in organising events, including conferences, training and seminars where there is diocesan involvement
    .
This includes all aspects of organisation:

checking budgets; booking venues, equipment, caterers and speakers; advertising and managing bookings; producing marketing materials; collating speaker information and presentations
; producing conference packs; informing attendees and providing them with relevant information for the event; providing follow up information and reports.

For virtual events using Zoom, Teams and/or Eventbrite to organise.

  • Attendance of meetings when required for both the project manager and project officer, parishes and other partners, taking minutes when needed. Production and distribution of minutes from meetings and ensuring actions are followed up.
  • Taking the lead on updating the relevant website pages for both the Project Manager and Project Officer, researching content if needed.
  • Maintaining office administrative and filing systems on line working remotely.
  • Supporting the team to collect data for monitoring and evaluation purposes. Produce reports by undertaking research and collating statistical information as required.
  • Carrying out all work with due regard to policies and procedures of the Diocese including equal opportunities policies and procedures.


Particular duties and responsibilities may vary from time to time without changing the general character of the duties or level of responsibility entailed.

The post holder may therefore be required to pursue activities other than those specified above.


Special Features
Optional section covering any unusual features not already mentioned e.g. level and purpose of interaction with others, both internally and externally.


Relationships:


  • Support for Ukraine Project Manager
  • Support for Ukraine Project Officer
- hub co-ordinators


Organisation Chart
- showing post above, peers and direct reports

Support for Ukraine Project Manager

Support for Ukraine Project Officer


Support for Ukraine Administrator

Agreed:

Job Holder:

Agreed:

Line Manager:

Date:


Person Specification

Job Title:

Personal Assistant to CPFO & CSLO


Department:


Qualifications & Experience
Qualifications or specific experience
_required to do the job_.


AREA

ESSENTIAL

DESIRABLE
Knowledge/ Qualifications/ Membership of Professional bodies (or equivalent)

A good standard of educational attainment

Excellent working knowledge of Excel Spreadsheets and ability to create spreadsheets for data collection.

Type of Experience required

Excellent working and up to date, knowledge of Microsoft office using Word, PowerPoint, Publisher and Office 365.

Excellent working knowledge of Eventbrite and Zoom for organising virtual meetings, trainings and events.

Able to manage complex diaries, taking messages, prioritising tasks and maintaining filing systems.

Experience in the use of Doodle polls.

Ability to take and produce accurate meeting minutes.

Ability to produce digital communications e.g. Facebook, Twitter

Ability to update webpages.

Ability to work on own initiative and work under pressure in a busy environment

Excellent interpersonal and communication skills:
outgoing, friendly and adaptable with a warm telephone manner.

A team player who can work well collaboratively

Able to demonstrate high levels of accuracy and attention to detail.

Discreet and able to deal with confidential matters.

Experience of organising events, training workshops etc.


Competencies
Competencies or specific skills
_required to do the job_.


ESSENTIAL
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