Candidate Information Pack

Events and Office Administrator

Closing date for applications and interview dates

The closing date for applications is Friday 15 June 2018 by 5pm to be sent to Stephanie Brittan at recruitment@acf.org.uk

The initial interview will be held on Friday 22 June 2018 at ACF’s offices.

Contact

Stephanie BrittanExecutive Assistant0207 255 4477www.acf.org.ukAcorn House, 314-320 Gray’s Inn Road, London, WC1X 8DP

Please find enclosed:Candidate Information PackJob DescriptionPerson SpecificationHow to applyApplication FormEqual Opportunities Monitoring Form

- 1 -

Candidate Information PackEvents and Office Administrator

Why join us?

The Association of Charitable Foundations (ACF) is the membership association for foundations and grant-

making charities in the UK. ACF’s membership comprises over 300 trusts and foundations. Collectively

our members hold £25 billion in investments and assets; and give over £1.7 billion every year to a

diverse range of organisations and people: from community groups, charities and social enterprises

to museums, hospitals and schools.

Charitable foundations are a vital force for social good. At their best, they are the most transparent

intentional and efficient way of transforming private wealth into public benefit. They embody the

belief that things can be better - mobilising funding, resources and expertise in the service of

supporting others, whether by preserving social good that is under threat or catalysing it where it is

absent.

For 25 years ACF has shared knowledge and best practice by providing events and professional

development opportunities, supported trusts and foundations by developing and enabling policy and

communications initiatives and provided opportunities for learning and discussion.

Working collaboratively and in partnership with our members, ACF provides a range of services and support to them including:

providing opportunities for discussion and sharing of knowledge and best practice through a

busy programme of events and learning opportunities, such as workshops, conferences,

seminars and roundtables

peer learning is hosted by ACF for special interest groups and networks on a range of issues

including housing and homelessness; asylum seekers, refugees and migration; funding in

Northern Ireland

briefings and up-to-date information for members on the issues which impact on their work

policy work and publications to stimulate ideas and represent the work of our members to a

range of audiences, including government and politicians.

- 2 -

Comprising a small, dedicated and ambitious staff team, ACF’s work sits at the intersection of private

capital and public good, existing to support grant makers in their practice though the provision of

information, advocacy and learning.

About the role

This role is vital in enabling our programme activities to support our members and is key to holding

together and delivering our work. It is a busy role and responsibilities will include:

being a first point of contact for members, visitors and the public, over the phone, by email

and in person

administering all of our events

office management and administration

maintaining our database with member details and processing event bookings.

About the person

The Events and Office Administrator will be skilled at multi-tasking, have good attention to detail

and have strong IT skills. They will need to be highly organised and able to plan in advance, especially

on busy days when ACF may be hosting multiple events. The Administrator will also need to be able

to work on their own initiative as well as being part of the team. They will need to be highly

personable, diplomatic and emotionally intelligent.

Salary and hours

Salary: £23-25,000 plus 10% pension contributions and staff travel card loan on

successful completion of probation.

Hours: Full time, 35 hours per week.

Contract type: Permanent

Location: Kings Cross, London (ACF is due to relocate within Central London in the next

18 months)

- 3 -

Job Description

Job Title: Events and Office Administrator

Works to: Head of Learning and Events

Key tasks and areas of responsibilityEvent management and administration

The following tasks apply to the whole range of ACF events, including ACF’s main annual national conference.

1. Setting dates for ACF’s programme of events and adding all events to the database

2. Uploading events and networks content on website using CMS system

3. Publicising events via the website and ACF’s newsletters

4. Processing event bookings, adding them to database and drafting and sending confirmation letters and joining instructions

5. Supporting Head of Learning & Events to ensure that all events are running smoothly, including taking minutes of meetings

6. Managing bookings, taking remedial action where these are too low or too high, and managing waiting lists as needed

7. Ordering catering for meetings, ensuring delegates’ dietary requirements and other support needs are met

8. Liaising with speakers, convenors, and external venue hosts

9. Managing all audiovisual requirements

10. Interviewing speakers using set questions, filming the interview, basic editing of videos

11. Room set up and welcome of delegates

12. Servicing meetings by making tea, coffee and presenting refreshments, clearing room after meeting and operating dishwasher

13. Preparing delegate packs

14. Sending out evaluation surveys and follow up information

15. Assisting the Finance team by providing information about events for invoicing and accounts reconciliation

Office administration

1. Answering telephone and taking messages, dealing with routine enquiries

2. Reception duties, receiving and welcoming visitors, preparing refreshments if required

3. Dealing with all ACF’s incoming and outgoing post

4. Ordering stationery/kitchen supplies and basic maintenance of office equipment

5. Responsible for managing enquiries to ACF’s general email address, dealing with routine enquiries

6. Managing meeting room bookings

7. Dealing with publication orders

- 4 -

8. Responsible for petty cash and providing monthly records for the Finance team

9. Overall responsibility for ensuring that ACF’s office space, (including the stationery cupboards) and meeting room is tidy, welcoming and professional and meets health and safety requirements

10. To hold fire marshal and first aider duties

Information and database administration

1. Maintaining the integrity of membership database information and keeping it up to date, proactively updating and cleaning data

2. Maintaining and developing office filing systems (including ACF publications)

3. Running regular reports from the database and creating new reports in response to ad hoc requests

Membership services administration

1. Responsibility for managing all in-house member and non-member mailings

2. Maintaining the integrity of non-member contacts

Other duties

1. To undertake other duties including minute taking as directed by the Head of Learning & Events.

- 5 -

Person Specification

Skills and experienceEssential

1. Excellent administration skills, organised and efficient with a strong eye for detail.

2. Able to draft and present information clearly, accurately and appropriately in a variety of formats (e.g. letters, emails, reports).

3. Strong customer service and interpersonal skills, able to respond to enquiries/queries with customers and suppliers, by phone, email or face to face.

4. An interest and aptitude for organising events that will include liaising with venue managers, administration, sourcing presentation equipment and dealing with speaker queries.

5. Accurate data entry and experience of using and maintaining a database, ensuring data quality and accuracy, and proactively updating data.

6. Enjoy developing and using systems as a way of working.

7. Computer literate with experience in using a range of office software packages (including Word, Excel, PowerPoint and Outlook).

8. Interest in the voluntary and community sector.

Desirable

1. Experience of using a CRM database.

2. Project management skills.

Personal Qualities

Essential

1. Strong time management skills, with the ability to work well under pressure and to organise and co-ordinate work to meet deadlines.

2. Ability to deal in a helpful, friendly and professional style with people from a range of different backgrounds and levels of seniority and with member organisations of varying sizes.

3. Excellent team worker.

4. Highly motivated and enthusiastic.

5. Commitment to implementing equality and diversity policies, empathy for and commitment to ACF’s aims, and to assisting ACF in being a more environmentally responsible organisation.

- 6 -

How to applyEvents and Office Administrator

Please complete and return the following three documents to recruitment@acf.org.uk :

1. Your completed Application Form (no more than 3 pages)2. Your completed Equal Opportunities Monitoring Form3. Plus your current CV outlining your career to date, including any academic and professional

qualifications on no more than 2 pages.

Closing date for applications The closing date for applications is Friday 15 June 2018 by 5pm to be sent to recruitment@acf.org.uk

Interview dateInitial interviews will be held on Friday 22 June 2018 at ACF’s offices

If you require any further information or you would like to discuss anything in more detail, please contact Stephanie Brittan on 020 7255 4499 recruitment@acf.org.uk

- 7 -

Application form

Full name

Address

Mobile phone

Home phone

Email

How did you hear of this post?

Are you eligible to work in the UK?

Please give details of two professional referees: your current or most recent, and a previous employer:Details required Referee One Referee Two

Name and professional relationship to you

Telephone

Email

Ok to approach?

Please give details of your current income and benefits details:Basic Annual Salary

Annual leave entitlement

Employer’s pension contribution

Employee’s pension contribution

Any other benefits

Notice required

Please outline why you want the role of Events and Office Administrator.

- 8 -

- 9 -

After reading the job description, please address each point of the person specification below, giving short examples of your skills and experience. This should not take up more than 2 pages.

Essential

1. Excellent administration skills, organised and efficient with a strong eye for detail.

2. Able to draft and present information clearly, accurately and appropriately in a variety of formats (e.g. letters, emails, reports).

3. Strong customer service and interpersonal skills, able to respond to enquiries/queries with customers and suppliers, by phone, email or face to face.

4. An interest and aptitude for organising events that will include liaising with venue managers, administration, sourcing presentation equipment and dealing with speaker queries.

5. Accurate data entry and experience of using and maintaining a database, ensuring data quality and accuracy, and proactively updating data.

6. Enjoy developing and using systems as a way of working.

7. Computer literate with experience in using a range of office software packages (including Word, Excel, PowerPoint and Outlook).

8. Interest in the voluntary and community sector.

Desirable

1. Experience of using a CRM database.

2. Project management skills.

Declaration

I declare that the information that I have provided on this form is true and accurate, and in particular

that I have not omitted any fact which may have a bearing on my application. I understand that any

subsequent contract of employment with the ACF will be made on the basis of the information I

have provided. I understand that a false declaration, which results in my appointment to ACF, will

render me liable to dismissal without notice. I also understand that submitting this form

electronically is equivalent to a signed declaration.

Signature:

Date:

- 10 -

Equal Opportunities Monitoring Form

Strictly confidential

In order to help us ensure that our equal opportunities policy is being carried out, we would be grateful if you could complete all parts of this form. The information given will be kept strictly confidential and used only for monitoring purposes. It will not be used as part of the selection process and filling in this form is voluntary.

Job applied for:

Where did you see it advertised?

What is your gender? Prefer not to say

Age 16-24 25-29 30-34 35-39 40-44 45-49 50-54 55-59 60-64 65+

Prefer not to say

What is your ethnicity? (Ethnic origin is not about nationality, place of birth or citizenship. It is about the group to which you perceive you belong) Prefer not to say

Asian/Asian BritishBangladeshi Chinese Indian Pakistani Prefer not to say

Any other Asian background, please write in: ____________________________________Black/ African/ Caribbean/ Black BritishAfrican Caribbean Prefer not to say

Any other Black/African/Caribbean background, please write in: _______________________

Mixed/multiple ethnic groupsWhite and Asian White and Black African White and Black Caribbean Prefer not to say

Any other mixed background, please write in: _____________________

WhiteBritish English Gypsy or Irish Traveller Irish Northern Irish Scottish Welsh Prefer not to say

Any other white background, please write in: Other ethnic groupArab Prefer not to say

Any other ethnic group, please write in:

Do you consider yourself to have a disability or health condition? Yes No Prefer not to say What is your sexual orientation? Prefer not to say

- 11 -

What is your religion or belief? Prefer not to say

Do you have caring responsibilities? If yes, please tick all that applyNone

Primary carer of child/children (under 18) Primary carer of disabled child/children

Primary carer of disabled adult (18 and over) Primary carer of older person

Secondary carer (another person carries out the main caring role) Prefer not to say

Thank you for completing this form.

- 12 -