Team Administrator and Board Liaison Officer

We’re looking for a Team Administrator and Board Liaison Officer who is responsible for providing timely and high quality administrative and office management support to the GNDR London and regionally-based secretariat team.

Main purpose of the role

The Team administrator and board liaison officer as a member of the secretariat team is responsible for providing efficient and a high standard of administrative and office management support to all GNDR staff. The role involves supporting a wide range of functions and activities including administration, finance, human resources, with a strong focus on events and conferences.

Overall scope of the role

The remit of this post will cover the following core responsibilities:

1. Management of the secretariat office
2. Administrative support
3. Travel arrangements
4. Trustee and board liaison
5. IT administration

Specific responsibilities

1. Management of secretariat office

• Responsible for ensuring adequate office furniture, equipment, supplied are provided to facilitate smooth operation for the London Office
• Responsible for the procurement of office equipment and supplies
• Act as the focal point for RHP to ensure shared services are provided to the required standard, including communal facilities, catering, cleaning, toilets, security, car parking and insurance
• Deal with RHP on the maintenance and improvement of the office space
• Maintain the office asset register
• Responsible for the security of the office and equipment
• Ensure refreshments are available for staff and visitors
• Responsible for dealing with post, general phone enquiries and visitors
• Deliver the organisation duty of care responsibilities through coordinating the implementation of staff health and safety policies;

2. Administrative support for the secretariat

• Assist the Secretariat with routine clerical and administration tasks
• Assist the team to plan, organise and conduct internal and external meetings, including drafting and circulating agendas and papers, arranging video conferencing or meeting facilities, and taking minutes and notes
• Assist executive director in arranging SLT meetings, including drafting and circulating agendas and papers, arranging video conferencing or meeting facilities, taking minutes, and tracking implementation of action points
• Oversee the administration of monthly (and ad hoc) team meetings, including scheduling of meetings, appointment of chair, arranging video conferencing and meeting facilities, and taking minutes, and tracking implementation of action points
• Provide administrative support to the secretariat in planning and organising international and regional GNDR events (eg the Summit, conferences, workshops and other large gatherings and group travel)
• Responsible for the management of the secretariat filing systems, both hardcopy and online systems;

3. Travel arrangements for the secretariat

• Manage the team calendar ensuring location of staff is known at all times
• Provide administrative support in booking travel and accommodation arrangements for GNDR events (eg the summit, conferences, workshops and other large gatherings and group travel) for staff, Trustees and Board members;
• Responsible for booking international flights and rail tickets for staff, Trustees and Board members through the agreed travel providers;

4. Trustee and Board Liaison

• Assist the executive director with arranging Trustee and Board meetings, including drafting and circulating agendas and papers, arranging video conferencing or meeting facilities, and taking minutes and notes
• Assist the executive director with the follow up and tracking of implementation of action points from Trustees and Board meetings
• Provide administrative support to the executive director and membership support coordinator with the election of Board members and their induction
• Organise the logistics for any Technical Committees and working groups
• Assist the executive director in their role as the company secretary;

5. IT Administration

• Maintain the IT asset register
• Responsible for the administration of IT user accounts, including setting up accounts for new staff, resolving user issues as they arise and closing accounts as staff leave
• Responsible for issuing IT equipment to new staff, ensuring equipment is maintained, and returned as staff leave
• Link with the approved IT provider to ensure all technical IT issues are dealt with fully and quickly
• Responsible for the London office WIFI and liaising with RHP to ensure internet provision;

For full job description please click on this link https://www.gndr.org/wp-content/uploads/2022/10/Team-Admin-Board-Liaison-Officer-JD-3.pdf