Citizens UK

Citizens UK is a people power alliance of diverse local communities working together for the common good. Our mission is to develop leaders, strengthen civic organisations and make change. Our 550 member communities are deeply rooted in their local areas and connect every day to the lives of hundreds of thousands of people. Through the method of community organising we enable people experiencing powerlessness to develop their leadership and come together with the power and strategy to make change. 

Purpose

Citizens UK is looking for an enthusiastic administrator to support the Operations and Events Manager to provide an excellent service to Citizens UK staff. You will be responsible for establishing and maintaining new and current office management processes to enable staff to work effectively, whether home or office based. You will support Citizens UK staff nationally as well as the HQ office space, providing support for various projects, managing databases, provide office services support and to undertake ad hoc tasks as they arise.

We are looking for an extremely organised individual who will take initiative in supporting the administration, updating systems, supporting events and other tasks to ensure the needs of the Citizens UK staff are met.

Main Responsibilities

Contribute towards the achievement of CUK strategic objectives:

• Be enthusiastic and show commitment to Office & Events work and the core mission of Citizens UK

• Provide a first-class office management service to colleagues 

• Reliably implement CUK policy, procedures, and values in own work.

Manage projects and achieve work targets effectively:

Facilities Support

• Provide office services support, incl. arranging travel, couriers, incoming\outgoing post, first point of call for office facilities queries

• Support with activities such as e-filing, ordering equipment

• Order and send phones, laptops, and SIM cards to staff

• Maintain the Asset Register and update records, ensuring all records are kept up-to-date and organised effectively in line with GDPR and CUK policies and procedures

HQ Office

• Support the day-to-day operation of the London office, ensuring all employees, visitors and guests receive a warm welcome to a safe working environment

• Ensure that the physical office environment is well maintained

• Carry out H&S office checks, reporting hazards to the O&EM

• Maintain the office plants

• Assigning fobs and office keys to new starters

• Deliver personal work targets on time and to standard

Learning and expertise

• Undertake personal and professional development. Keeps abreast of developments in facilities management.

• Apply new learning to work and respond effectively to feedback, share knowledge with colleagues.

• Proactively maintains own wellbeing at work.

Develop and manage relationships across CUK and externally:

• Use professional skills to service a range of external relationships, supporting team to liaise with external stakeholders effectively

• Liaise effectively with external stakeholders such as suppliers, venues, caterers etc

Communications

• Communicate effectively within Citizens UK

• maintain internal guides on working practices

• Represent CUK effectively when providing admin support at meetings/events

Contribute to effective teamwork

• Support the onboarding process for new joiners, with HR

• Support remote working staff, responding to requests and queries

• Provide logistical support for events

• Support the Office & Events Manager with ad hoc tasks

• Set up meetings between internal and external stakeholders as requested

Develop and manage internal relationships:

• Support the Workplace Experience Group in enabling an environment where employees feel motivated, with opportunities to recharge, and build great relationships with colleagues. Covering the physical, cultural, and technological environment

Financial awareness:

• Process invoices using Finance’s Kissflow system

• Ensure value for money with suppliers in expenditure

• Reduce waste and ensure efficient use of resources

Person Specification

(D) Desirable, (E) Essential

Qualifications:

• Educated to A Level (D) 

Experience

• Previous office administration experience, at least 1 year (E)

• Experience of Reception management (D)

• Experience in setting up and managing processes (D)

• Office Management experience including systems, suppliers, finance, and stakeholder management (D)

Key Skills and Knowledge

• Excellent time management skills with the ability to juggle a wide range of competing demands (E)

• Ability to act on own initiative to introduce and develop new systems as appropriate (D)

• Strong IT skills to include MS Office (E)

• Excellent customer service skills (E)

• Strong attention to detail (E)

Personal Qualities and Values

• Self-sufficient admin and organisational skills (E)

• A proactive approach to work with a flexible approach to work demands (E)           

• A self-starter with ability to take initiative and work independently (E)

• Able to work in a team (E)

• Self-motivated and adaptable (E)

• A strong commitment to Citizens UK Values (E)

This is an office-based role requiring the successful candidate to work from the HQ office on all four working days of the week due to reception responsibilities. Therefore, the option to work from home is not available for this role, however we can be flexible with the time the successful candidate starts and finishes work per day.  

Interviews will take place on 18th October 2023