Office Administrator
Job title: Office administrator
Reporting to: Project Coordinator
Location: London, Uk
Duration: Full-time, permanent
Hours: 40 hours per week
Salary: 21-24K per annum according to experience
Holiday entitlement: 25 days per annum plus Bank holidays
Probationary period: 6 months. The World Hepatitis Alliance reserves the right to extend the probationary period.
Context
The World Hepatitis Alliance is a not-for-profit international umbrella Non-Governmental Organisation (NGO) whose membership is composed of organisations working in the field of viral hepatitis. The Alliance is not aligned with any party political views, does not engage in political activity and does not discriminate on the basis of creed, religion, lack of religion, ethnicity, gender or sexual orientation.
The activities of the World Hepatitis Alliance include, but are no limited to:
> Raising awareness of chronic viral hepatitis. In particular this involves coordinating global activities for World Hepatitis Day and supporting regional and national World Hepatitis Day programmes
> Working to give viral hepatitis the profile and priority it deserves since it now kills as many people each year as HIV/AIDS and more than malaria or TB
> Reducing the stigma associated with chronic viral hepatitis by improving education and understanding
> Working with the World Health Organization ('WHO') to give viral hepatitis the profile and priority it needs
> Working with member groups to help them ensure that every country has an effective strategy in place to combat viral hepatitis
> Supporting member groups and helping them to build capacity
> Liaising with other NGOs to secure support and endorsement for the work of the Alliance, its member groups and the annual World Hepatitis Day
Mission: The World Hepatitis Alliance provides global leadership and supports action that will halt the death toll and improve the lives of people living with or affected by chronic viral hepatitis B and C. Through better awareness, prevention, care, support and access to treatment, our ultimate goal is to work with governments to eradicate these diseases from the planet.
Vision: Seeking a world without viral hepatitis B and C.
Scope
The Office administrator’s primary role is to oversee day-to-day administrative operations in an efficient and effective manner and provide ongoing and as needed administrative support to the team. Reporting to the Project Coordinator, the post-holder will also be involved in the co-ordination of projects undertaken by the Alliance.
Main Duties and Responsibilities
Administrative Support
> Co-ordinate central communications, including incoming telephone calls, mail in/out of the office and meetings.
> Maintain a sufficient overview of the organisation's activities and interests to (a) provide a well-informed response to enquirers from outside the organisation, (b) proactively inform the Project Coordinator and others of significant issues.
> Ensure efficient communication with the President’s PA and maintain the office diary.
> Assist with travel commitments.
> Minute taking.
> Liaise with suppliers (incl. building manager) and manage office supplies
> Reporting to the Finance Manager, be responsible for basic bookkeeping, including raising and filing invoices, processing expenses and petty cash. Assist with the co-ordination of annual audit of accounts
> Maintain, and implement when appropriate, systematic filing systems, both electronic and hard copy.
> Record staff annual leave and other absences.
> Oversee health and safety, data protection, first aid and fire safety.
> Assist colleagues when required, including co-ordinating events such as conferences, exhibition or other projects
> In the absence of the Project Coordinator ensure that the President or Int. Relations Director is briefed on any relevant issues.
> Provide administrative support with grant administration processes including liaising with sponsors regarding application processes and managing billing and paperwork
> Administer the Twitter account
Governance
> Ensure efficient communication with the Executive Board of the Alliance
> Organise annual Board meeting
> Co-ordinate Regional Board Members elections every two years
> Co-ordinate the AGM
> Write Policies and Procedures
HR Support
> Assist with recruitment processes for the organisation from arranging the advertisement to organising interviews and tests.
> Provide administrative support for the recruitment and management of interns.
> Keeping accurate annual leave, TOIL and sick leave records.
To apply please send your completed application form to
admin@worldhepatitisalliance.org by Friday 15th March 2013.
•Application form
•Person Specification