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Vacancy: Events & administration officer

We are recruiting for the position of Events and administration officer. Please read on for the full role specification. 

Role profile specification

Job Title:

Events and administration officer

Reports to:

CEO

Location:

Flexible, (so could be home based) with occasional travel to Nottingham and meetings throughout the UK 

Advisable Salary/Salary Band:

FTE £21k – £23k per annum (pro-rata equivalent for part time, actual £11350 – £12430)

Hours of Work:

20 hours working pattern to be agreed, some flexibility required to support out-of-hours meetings and events

Contract Type:

2 year fixed-term (with possibility for extension to a permanent role)

Closing date:

Friday 19 May (we reserve the right to close the advert early, or indeed extend it, if we don’t get the perfect fit.)

 Job Purpose:

TOFS is a charity that exists to improve the lives of those born unable to swallow.  As we continue with our exciting programme of growth, we are looking for an organised and capable events and administration officer to run our events programme, and provide administrative support to the office, governing board and sub-committees. 

You will be joining a charity driven by its values and desire to improve lives of those born with Oesophageal Atresia and Tracheo-Oesophageal Fistula (OA/TOF).  The people we support really are at the heart of everything we do. 

We have an exciting opportunity for an administrator/events co-ordinator who has experience of working in a busy environment within an events or membership organisation.  We would also consider a self-motivated focussed individual with a strong interest in developing a career within the voluntary sector, and a passion for making life better for those with rare disease.

You will be responsible for developing and delivering events (mainly digital, but some face-to-face) that support the OA/TOF community, and you will provide vital administrative support to the TOFS office, the CEO and sub-committee chairs.  The role reports to the CEO.

Main Responsibilities and tasks:

Event Management (0.5)

  • Oversee and act as administrative lead for face-to-face events, including the annual members’ conference, from conception, planning, execution and evaluation
  • Assist with planning, sourcing speakers and developing and executing online events via Zoom webinar and video-conference (some evening work required)
  • Plan events in line with other internal and external activities to contribute to the annual events calendar
  • Identify suitable venues and other key suppliers (eg Creches) for events
  • Assist with the planning and preparation of volunteer-organised events during Awareness week
  • Support the organisation of the Annual General Meeting
  • Maximise attendance at and engagement with our events, by working closely with our Digital and Development Communications Lead
  • Set up and act as host for the delivery of all Zoom events, using the Zoom webinar platform, showing a high degree of competence with all the platform features
  • Provide administrative support to speakers (eg,booking accommodation if needed, writing bios, delivering Zoom user guide sessions if needed)
  • Implement an effective evaluation plan for all conferences and events
  • Import event attendees on to the contact database
  • Organise meetings of the event working group, drafting agenda and taking minutes
  • Maintain accurate records of event activity, attendees, collate evaluations and produce reports 
  • Attend events and act as a positive ambassador for TOFS at all times 

Administrative support to office, governing board and sub-committees (0.5)

  • Set up zoom meetings for various TOFS sub-committees and working groups, forwarding relevant meeting documentation
  • Take accurate minutes at meetings and circulate these in a timely manner, including board meetings. Some meetings take place in the evening and recordings may be used for some of this work.
  • Collect, collate and provide information gathering support to sub-committees
  • Administrate DBS for trustees, employees and volunteers (where relevant)
  • Recruitment and HR support, maintaining records, and scheduling screening tests and interviews
  • Administration of volunteer agreements and guidance documents
  • Annual/periodic returns to Companies House and Charity Commission
  • Administration of office lease renewals, insurance renewals and telecom contracts

Essential knowledge/skills:

 

  • Excellent administrative and organisational skills, with at least two years experience of administrative work
  • Proven experience of managing and delivering both face-to-face and virtual events, from start to finish, using the Zoom webinar platform or equivalent
  • Excellent written and oral communication skills, with the ability to communicate effectively with stakeholders at all levels
  • Excellent problem-solving skills with a proactive approach and mindset
  • Excellent communication skills both written and verbal
  • Ability to work at pace and to prioritise own workload
  • Ability to work independently as well as collaboratively 
  • Ability to coordinate several projects concurrently
  • Excellent IT skills especially in Microsoft Office 365, and the ability to organise information when working remotely with others
  • Expert proof-reading skills with a sharp eye for detail

Desirable:

  • Empathetic nature, and empathy with those born with a rare disease
  • Experience in using databases, and awareness of GDPR regulations 
  • Experience in a non-profit, membership organisation

Awareness of oesophageal atresia would be advantageous. Sub-committee meetings are usually held via Zoom, but there would be occasion when you would be expected to attend in person. There is a need for some flexibility to support out-of-hours meetings and events.

A full UK driving licence would be advantageous, as would the use of a car to attend meetings, (usually held in the Midlands, but occasionally elsewhere) with reimbursement from TOFS.

We expect the post-holder to be well set up to work remotely from home, and there may, on occasion, be the need to work from the TOFS office in Nottingham. Those applicants for whom Nottingham would be an easy day-trip will be at an advantage.  This is a recently-created role, and is likely to change as the charity grows, so the applicant must have the flexibility to work in a changing environment.

Applicants must be fully fluent in both written and spoken English and have the right to live and work in the UK.

How to apply:

Please send your CV and supporting statement to diane@tofs.org.uk by 5pm on Friday 19 May. CVs without a covering statement will not be considered. The supporting statement (500 words max) should show why you’d be a great fit for the role, and what you can specifically bring to the key task areas listed above. 

TOFS will begin screening candidates shortly after the closing date, and the first round of interviews (by telephone) is likely to take place on 30 and 31 of May.  Candidates will be short-listed and invited for a competency-based task interview to take place on Zoom, date to be confirmed, likely to be 6 or 7 of June.

Early application is encouraged, and we reserve the right to close the advert early, or indeed extend it, if we don’t get the perfect fit.

TOFS is a non-smoking organisation. We are an equal opportunities employer. Charity Registration number 327735

If you have any questions, or like to discuss the role further please contact us at info@tofs.org.uk.

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