LENGTH OF ASSIGNMENT: Dec 09

STANDARD COMPANY HOURS: 9.45-18.00

TOTAL STANDARD WORKING WEEK (HOURS):37

MAIN DUTIES:
To assist the Director of Development (DoD), Deputy Director of Development (DDoD) and Associate Director (ADoD) in organising one-to-one meetings
To act as confidential personal assistant to the Director of Development (DoD), liaising with a team of twelve, other departments , external organisations, suppliers, donors, potential donors and senior volunteers
To provide diary management and administrative support to the Director of Development, Deputy Director and Associate Director
To assist in the running of the Development office and to improve systems to enable effective fundraising and long-term relationship-building with donors
To provide support to the team on administrative task as appropriate to the priorities set by the Director of Development

Regular duties

PA to DoD: To manage DoD diary, post, bring-forward files and other work as needed, for instance operating a system of reminders for tasks such as reports for Governors meetings.

Database: To maintain the fundraising database Raisers Edge (RE). To update address, contact and events attendance information, which may include liaising with the Director’s Office and the Events team.
·Fundraising events: To assist in the administration and organisation of fundraising events in conjunction with the Events team. To book dates in the diary in advance. To help in producing and mailing invitations, compiling guest lists, confirmation letters, briefings, timetables, table plans, recording attendance and feedback. To assist with follow up as required.

Liaison and Finance: To act as first point of contact for the Department, handle phone calls and liaise with suppliers, Buildings and Estates, Directorate, Corporate Communication, Post Room and others. To assist the team in the implementation of systems of year-round communication with benefactors and potential donors to further relationships and ensure continued and increased support for the organisation.
Office administration: To maintain personnel files for the Department. To organise and provide initial training for new members of staff joining the Department. To ensure that offices are tidy and efficiently organised. This includes delivering of post and circulation of relevant correspondence to the team. To file departmental papers regularly and to ensure that guidelines on filing and archiving are followed. To work within the routines of the department, for instance, following procedures for IT help requests, record keeping and data protection. To pitch in as needed or requested by any member of the team, as appropriate to the priorities set by the DoD, such as helping at events outside of normal working hours.


ESSENTIAL WORK SKILLS:

Experience of working as a PA at a senior management level
Experience of working in a non-for profit cultural organisation
Experience using/managing a database, including queries and reports, mail merge and data conversion; willingness to learn and use Raisers Edge (dedicated fundraising database)
Budget management experience
Strong keyboard skills, thorough knowledge of Word and Excel
Proficiency with electronic diary, email, internet

Skills and aptitudes
Outstanding organisational skills in a complex environment; good at prioritising and balancing multiple requirements in a busy office

PERSON SPECIFICATION:
-Flexible

IMPORTANT NOTE

Our aim is to respond to all successful applications within 5 days. If you haven't been contacted within 5 days your application has been unsuccessful and your details will not be held further but we positively encourage you to apply for any other positions that you may see in the future.

We apologise that we cannot contact everybody in person but thank you in advance for your interest.

Adept Recruitment is an Equal opportunities employer and welcomes applications from all age groups

Adept Recruitment is a Recruitment Agency and is advertising this vacancy on behalf of one of it's Clients.

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