The Helena Kennedy Foundation exists to support disadvantaged students from the further and adult education sectors to transform their lives through higher education and fair access to the graduate professions.

We do this by providing financial support, mentoring, skills training and work placement opportunities. In doing so, we aim to give our students access to the money, networks and know how that so many others are able take for granted. From its small beginnings supporting just one student in 1998, the Foundation has grown to support almost 2,000 FE college leavers to succeed in higher education.

JOB TITLE: Administrator

MAIN PURPOSE AND SCOPE OF THE JOB: Responsible for supporting the operational running of the organisation.

We are seeking a organised, highly numerate and detail-oriented Administrator to join our team. The ideal candidate will be responsible for providing comprehensive administrative support and general administrative tasks. This role requires excellent organisational skills, the ability to multitask, and strong communication skills. You will need to share our commitment to social justice and experience of working in a not-for-profit or in the further and higher education sectors would be a bonus.

Support areas of the charity including governance, organising events, liaising with accounts team (Counterculture) for day-to-day finances, general administrative duties, diary management, marketing and publications.

POSITION IN THE ORGANISATION

Reports to:                              Director of Operations and Operations coordinator  

Budget responsibilities:          Working within the Foundation’s budget

DUTIES AND KEY RESPONSIBILITIES

General administrative support

• Front of house services assisting with correspondence and communication, by phone, email and website.
• Helping to maintain records, both hard copy and electronic, up-to-date and in good order, including the storage of documents (publications and records).
• Efficiently manage and coordinate schedules, appointments and meetings for team members.
• Support with travel arrangements, accommodations an itineraries as needed.
• Provide general admin support such as drafting correspondence, answering phones, and managing emails.
• Maintain files and documents.
• Assist in the preparation of reports, presentations, and meeting materials.

Events

• Assisting with the planning and administration behind the annual House of Lords event. In particular the marketing, booking, invoicing and payment processing.

Finance

• Coding income and expenditure and sending documents to our accounting supplier

• Assisting with day-to-day finances including recording of income and expenditure.  This will include scanning of finance related paperwork for our accountants (Counterculture).

Marketing

• Assisting with the co-ordination of production and dissemination of marketing literature. This includes newsletters.  
• Helping to maintain and update the HKF website and contacts database.  
• Assisting with social media creating and posting

Award winners’ updates

• Assisting with keeping award winners contacts up to date and making contact for progress updates. 

Sponsors

• Assisting with the preparation and circulation of the annual invoices and chasing payment as necessary.
• Assisting with liaison between internal teams, external clients and stakeholders.
• Communicate effectively and professionally in person, phone, and through written correspondence.

Trustee and Finance Committee support

• Support for organising and minute recording of trustee meetings.

PERSON SPECIFICATION

Essential

• Excellent administrative skills
• Proficient use of Microsoft office

• Ability to work on own initiative with minimal supervision in a proactive manner
• Clear and concise written and spoken communication skills including a friendly telephone manner and face to face communication skills
• Excellent team worker, able to prioritise, work well under pressure and respond to change in a flexible, positive manner and demonstrating loyalty and commitment to the organisation
• Ability to use discretion when dealing with others and their personal information
• Knowledge of and commitment to equality and diversity issues
• Commitment to Helena Kennedy Foundation’s mission, vision and values.

Desirable

• Experience of working or volunteering in a not for profit organisation
• Basic use of SAGE accounting software desirable

• Experience or knowledge of the further or higher education sectors
• Experience of working with students and handling case work

Location

Working from the Birmingham office, with flexibility to be negotiated with the team 

The role may require some travel to London.

This is a new and evolving position within the organisation and other tasks that are not detailed above may be reasonably included in the role by discussion between the post holder and supervisor.

6 month probation period

FURTHER INFORMATION     

SALARY

The salary for this post is £15,000 (FTE 28,125)

HOURS

20 hours per week over 4 days but subject to negotiation 

This role is subject to a DBS check.

HOLIDAYS

22 days holiday per year + bank holidays + office closure between 24^th December and 1^st January (inclusive) (Equivalent to FT hours)

PENSIONS

Statutory auto enrol pension

EQUAL OPPORTUNITIES

As an organisation deeply committed to promoting opportunity and diversity, we encourage applications from people of all backgrounds.

HOW TO APPLY

To apply for this role, please supply a covering letter of no more than 2 sides of A4 along with a tailored CV.

It is in your interest to show how your experience and personal qualities address the person specification for the role. Please use your covering letter to clearly identify how you meet the person specification.  The selection panel will consider how well the information you provide demonstrates that you meet the capabilities identified in the person specification.

Please e-mail your completed application to: [email protected]

Closing date: 5pm Wednesday 29^th May 2024

We regret that we will be unable to reply to those who have not been shortlisted for interview due to time and resource constraints.

START DATE:   As soon as possible

INTERVIEWS

The interview panel will be made up of:

Shahida Aslam                        Director of Operations

Rashda Akhtar                        Operations Coordinator

INFORMAL ENQUIRIES

Any candidates wishing to discuss their application or potential application informally, are more than welcome to contact the Foundation on 0121 644 2406 to speak to the director of operations Shahida Aslam about the opportunity.  General enquiries should be made to [email protected]

No agencies