Income Generation Administrative Assistant

Transcription

1 Income Generation Administrative Assistant Job title Reporting to Key relationships Income Generation Administrative Assistant Commercial Manager Internal: Director of Income Generation; all fundraising teams; admin team; finance team; PR and media team; publishing and website teams; membership support and contacts within local hospices. xternal: Commercial clients and corporate partners, individual supporters Responsible for N/A Hospice UK is the national charity for hospice care in the UK. Hospice care transforms lives. It is there for all of us through life, through death, through grief. At Hospice UK, our vision is that everyone, no matter who they are, where they are or why they are ill, should receive the best care at the end of their life. We think hospice care is critical to achieving this. The majority of hospice care in the UK is provided by our members we are here to represent them and champion hospice care at a national level. Our work includes training and education programmes, information resources for hospice staff, providing a hospice information service to the public and working to influence government policy and support for quality care and best practice. Our values are: supportive, professional, collaborative, creative and confident. Company Limited by Guarantee, Registered in ngland and Wales No , Charity registered in ngland and Wales No and in Scotland No. SC VAT No , registered office as above.

2 Purpose of role The post holder will be expected to work as an integral part of the Income Generation Department. This role will be responsible for providing general administrative support to the Commercial team and to the wider Income Generation Department. It will also be accountable for administration duties to support the commercial business around exhibition and advertising sales. The role holder will be responsible for creating and editing all visual content for the Hospice UK jobs website and newsletter as well as administrative tasks relating to the service. This post will coordinate our marketing activity as a department, keeping all of our channels up to date, and will liaise closely with the communications team.. The role holder will be expected to act as the department s database super-user ensuring that use of the database is optimised across the Income Generation Department and that contacts and leads are shared effectively. Job description Commercial team administrative support Provide general admin support to the Commercial Manager which will include the posting of job ads onto our jobs board and related activity; and admin support around exhibition and sponsorship sales such as booking paperwork, client liaison, arranging invoicing and recording bookings Create and edit all visual content for the Hospice UK Jobs website and newsletter. This requires daily use of InDesign and Photoshop alongside our Content Management System. Additional designs occasionally required in order to produce advertising collateral for advertisers Provide general admin support for the new Corporate Champions Programme ensuring that all associated benefits are delivered to its members Income Generation team administrative support Undertake general administrative tasks to support the department such as managing invoices, implementing and maintaining effective filling systems (paper and electronic) for the storage and retrieval of information, maintenance of the photo and case study library, merchandise stock control for the department and the ordering of office supplies for the department Send corporate partner payment s (quarterly)

3 Coordinate ad hoc mailings as required such as quarterly fundraising packs, the Impact Report (annual), collection tins, and other merchandise to corporate partners and supporters Marketing and communication support Through liaising with other teams maintain content and communications related to the department on the intranet, website, newsletters and other social media channels including the generation of copy and varied content Coordinate and work as required on marketing and design materials for the department Database Act as the champion and super-user of the database (ThankQ) in the department, supporting team members with its use Liaise with the IT team to ensure the usage and operation of the database across the department is as effective as possible Work with others in the team to optimise the use of the database and utilise functionality for the benefit of the department e.g. creating, merging, linking contacts, running reports, updating records etc. nsure that commercial and fundraising activity is being recorded onto the database correctly and in a timely manner Helping to keep the relevant hospice contacts for the income generation team up to date General Answer and responding to ad-hoc incoming enquiries and sending any necessary correspondence Conduct research into new initiatives or projects Draft and preparing presentations, letters, reports etc as required Be one of a designated group of staff who answer in-bound telephone calls to the organisation and open and distribute post Book meeting rooms for team and departmental meetings Work collaboratively across the department with a particular focus on collaborating with the corporate new business and partnerships teams Undertake other tasks as directed. This role profile is not exhaustive and is subject to review in conjunction with the post holder and according to future changes/developments in the service.

4 Person Specification = essential D= desirable xperience and knowledge Criteria Assessment xperience in working in an administrative role D xperience working with Photoshop and a Content Management system xperience of using databases xperience of writing copy Proficient in the use of IT tools such as MS Office (Word, xcel, PowerPoint) and the Internet D Knowledge of social media channels To possess, or to have the motivation to develop, a thorough knowledge of the work of Hospice UK and the hospice movement xperience of working on a number of tasks simultaneously, at times under pressure and delivering to deadlines

5 Skills and abilities Criteria Strong attention to detail Self motivated with the ability to work both alone and as part of a larger department Demonstrable people skills and the ability to work effectively with others both internally and externally Self sufficient with the ability to manage own workload Assessment Flexible approach to work with a willingness to accept accountability, and be pro-active in seeking responsibility Able to become a champion and super user for the database, to help colleagues best use and optimise the database, to transfer technical knowledge in a user friendly way and to coordinate effective usage across the department xcellent organisational and time-management skills with the ability to prioritise and juggle conflicting demands xcellent verbal and written communication skills Ability to work across teams and departments in a collaborative manner and to proactively engage colleagues on projects and initiatives An approach to mirror our values: supportive, professional, collaborative, creative and confident

6 Terms and Conditions of appointment Contract Salary Probation period Work Pattern Pension Life Assurance Simplyhealth Scheme Childcare vouchers Season ticket loan Holiday Location Permanent c 24,800 per annum The probationary period is 6 months Full time, 35 hours per week You will be auto enrolled into our pension scheme which is at 4%. Further contributions can be made to the scheme and Hospice UK will match contributions of up to 7% of your gross salary. Is provided upon start date at 3 times salary, subject to acceptance by our insurers A cash plan scheme, which provides payments towards everyday healthcare treatments for example dental, optical etc. up to a policy limit. All employees will be covered under level two of the scheme. We offer childcare vouchers An interest free loan is provided 25 days per year pro rata, increasing to 30 days with service. The leave year runs from 1 January to 31 December The post holder will be based at Hospice House, Britannia Street, London, WC1X 9JG.