General Administrator

Diversity

Action for Pulmonary Fibrosis is an equal opportunities employer and welcomes applications from all candidates irrespective of race, age, gender, sex, gender identity, sexual orientation, religion or belief, or marital or civil partnership status.

Purpose of the role:

• To support the efficient running of APF’s office

• Support the whole team with administrative duties to ensure the successful implementation of charity objectives

Key stakeholders:

• Staff at APF

• Patients and family members

Reports to:        Finance & Operations Manager

Main Duties:

All duties must be completed accurately and in a timely manner, meeting exact deadlines to maintain a high standard of day-to-day operational service.

General (70%):

• Act as the first point of contact for APF, including enquiries that may be emotive; assessing the nature of the enquiry and referring to relevant team member promptly.

• Ensure donations received at the office are recorded and acknowledged

• Collecting and sending post/parcels that come in for the team

• Administrative support for the CEO such as diary management

• Ensure adequate supplies of stationery in the office and across the team and order where necessary

• Scanning and uploading to the charities CRM any letters as required

• Assist with donations and donation platforms

• Merchandise - stock taking, ordering, selecting, preparing, and sending out

• Assist with travel awards, conferences and research grants admin

• Support the research team with patient and public involvement, clinical trials database, payment of patient and public involvement contributors

• Supporting the Support Services teams with adhoc administrative duties such as scheduling and survey data collation

• Recruitment admin – posting ads, storing and sorting applications, interview arrangements / correspondence

• Help with scheduling and planning around key projects.

• Running mailing lists and supporting with mailings e.g., via APF’s CRM (eTapestry) or Mailchimp mailings

• Assist with training new staff on eTapestry. Training will be given

Data (15%):

• Data entry, analysis, collation, data transfer, CRM upkeep, running reports and updating mailing lists. Training will be given

• Surveys – drafting, setting up online, mailing, collating feedback

Communications (15%):

• Support with creating social media posts from the calendar and scheduling posts (using Canva and writing copy)

• Helping the communications team to respond to all comments on social media platforms during busy periods

• Adding new projects/updates on the Comms Planner to keep it accurate and up to date

• Helping with the administration of virtual events

• Adding new files to the website, e.g., PDF’s

• Changing the featured items/slider on the homepage regularly to ensure it is accurate and reflects our current projects/news

• Photographing stock and uploading images for the APF Store

Person Specification

In your application for the role, please provide details of your experience against the selection criteria set out in part one below.

You do not need to have experience in every area, and you may have skills not listed here that you feel would be valuable to fulfil the role.  We would love to hear what makes you an exceptional candidate.

Part one: knowledge and experience

• Administration level 3 qualification and/or previous experience of office/charity administration

• Experience of using financial and/or fundraising databases (we use Xero and E-Tapestry for which full training will be given) to record and monitor financial and non-financial data

• Experience of supporting multiple teams; particularly managing competing deadlines and priorities; able to prioritise and plan ahead

• Able to develop and maintain successful partnerships and build strong external relationships, particularly with suppliers

• Experience of being a first point of contact via phone, email and web (including social media) – proficient and reliable

• Experience of updating websites desirable 

Part two: skills and working style

• Effective interpersonal skills. Able to get on with a broad range of people; build trust and rapport; a real team player

• Excellent ICT skills including word processing, spreadsheet analysis, presentations, including Microsoft Office

• Skilled at developing and maintaining a broad range of documentation

• Excellent written and verbal communication skills; clear and concise

• A high level of attention to detail and able to work efficiently

• Creative, innovative and solutions focussed, with a ‘can do’ approach. Able to work with limited supervision

• Committed to achieving high standards with the resources available

• The ability to manage a varied workload

 In your application, please include whether you have lived experience of pulmonary fibrosis or other respiratory condition.

Terms of Appointment

Contract:

Permanent, full-time, 37.5 hours per week

Salary Band:

£19,000 to £24,000 (depending on experience)

Pension:

Automatic enrolment to workplace pension unless already an active member of a qualifying workplace pension.

Holiday:

25 days per holiday year plus bank holidays

Location:

Office based at the national office in Peterborough with the potential for hybrid working.

Hours:

Normal hours are 9.00am to 5.30pm with flexibility to maintain a good work/life balance.

Other benefits:

The ability to flex hours, take ‘time off in lieu’ for extra hours worked, and access training / support for your personal development.

Probationary and notice of termination periods:

You will be subject to an initial six-month probationary period during which notice is 1 week on both sides and then extending to two months thereafter.