Job Description

 ROLE DESCRIPTION

Administration Officer (CEO and Office)

Hours: 35 hours a week, permanent, full-time.

Salary: £25,000 per annum

Reports to CEO

 Location:

This role is primarily based in our Croydon office with occasional travel to our Brent and Kings Cross offices.  However, our hybrid working model allows staff members to do some homeworking.

The Role

To provide comprehensive, efficient, and proactive executive support to the chief executive, board, and operational functions including IT support. This includes maintaining a cross-organisation view of the need to support the chief executive and provide office support in the continuous smooth-running of the charity.

 Benefits

25 days holiday per year plus bank holidays and incremental leave (pro rata), extra days over the holiday period, flexible working,  occupational sick pay; incremental pension contributions; Employee Assistance Programme; and a wide range of opportunities for skills development.

About you

This is an exciting opportunity for someone with exceptional organisational and interpersonal skills looking for a diverse role in the charity sector. Someone who is highly proactive and can work with and across a range of internal and external stakeholders and can manage competing priorities and projects at a given time. Experience in providing administrative or executive support to senior leaders /managers in the non-profit sector would be an advantage.

We particularly value lived experience of the asylum system.

Main duties and responsibilities:

CEO and Board support: Providing administrative support for CEO, Board, and Sub-Committee meetings, events, and travel, by scheduling meetings, booking rooms, organising catering, taking notes, preparing draft papers (e.g. agendas and minutes), implementing action points, booking travel, processing expenses, keeping governance records, etc.

Office Support: Monitoring shared email inboxes and phones – logging, fielding, and actioning requests and calls as appropriate, ordering office supplies, supporting office moves, and acting as a Fire Marshall and First Aider.

HR: Ensuring recruitment applications are dealt with and responded to effectively and promptly. Scheduling interviews. Sending offer letters, obtaining references, and carrying out checks for selected candidates. Supporting the arrangement of in-house training.

IT Operational Set up and Support:  In conjunction with external providers ensuring new starters, staff and volunteers have the necessary IT equipment (hardware and software) and providing first-line support to colleagues in the organisation (or directing support to relevant stakeholders). Ensuring the smooth running of the day-to-day operation of IT infrastructure.  Arranging support and training where necessary. 

To ensure the IT asset management recording system is well maintained and kept up to date.

This job description is not a definitive or exhaustive list of responsibilities but an identified list of the key responsibilities and tasks of the post holder.

PERSON SPECIFICATION

The successful candidate will have:

Essential

• Ability to communicate clearly in English, both in person and in writing.
• Excellent attention to detail
• Ability to schedule meetings and take minutes.
• Ability to work on your own initiative to multi-task, prioritise and manage a busy workload
• Excellent experience in using all Microsoft Office applications
• Good understanding of the importance of confidentiality.
• Be committed to Young Roots’ values
• Flexible, proactive, and with a ‘pitch-in’ attitude.
• Be able to build effective working relationships, supportive of colleagues, able to engage with young people from all over the world, with good interpersonal skills and the ability to represent Young Roots to visitors and callers.
• Permission to live and work in the UK.

Desirable

• Previous administrative experience in a not-for-profit organisation.
• We would particularly value lived experience of the asylum system. ​

Other responsibilities  

• To attend and take part in training as agreed with your manager   
• To maintain links with key external providers, professional bodies, and other partner charities 
• To attend regular one-to-one meetings with your line manager, project planning, team, and staff, and debrief meetings as agreed.    
• To read, understand, and agree to Young Roots’ child protection/safeguarding and other policies.
• To read, understand, and implement Young Roots’ values, the Young Roots Equal Opportunities and Youth Participation statements.  

Young Roots recognises the positive value of diversity, promotes equity, and challenges discrimination. We welcome and encourage applications from people of all backgrounds.

As an organisation that supports refugees and asylum seekers, we particularly welcome applications from those within these communities.

Young Roots is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Employment is subject to receipt of satisfactory references and a DBS check.

To Apply:

To view the Job Description and Person Specification, please see the link below. 

To apply, please submit your CV alongside a personal statement by the closing date outlining how you would be a great fit for the role. 

Your personal statement should be no more than 800 words, answering the following questions: 

1 What is your motivation for working with Young Roots?

2 What is your motivation for applying for this role specifically? 

3 What skills and experience would you bring that will enable you to be successful in this role?  Please ensure you refer to the essential criteria on the person specification and provide examples to demonstrate how and where you meet the criteria.

You may submit your personal statement in writing, or via video.

If you require any reasonable adjustments to this application process, please get in touch.

If you’ve any questions regarding this role, please contact the HR Department team in the first instance

Closing date: 15 January 2024

Interview date: 22 January 2024

About us

Founded in 2004, Young Roots works with young refugees and asylum seekers aged 11-25, in London, to improve their wellbeing and fulfil their potential. We provide direct services for young people, including youth and sporting activities, one-to-one intensive Casework support, access to therapeutic and legal support, English-language learning, and youth leadership. We run services in Croydon, Brent, and Kings Cross supporting hundreds of young refugees and asylum seekers each year, from 40+ countries, many of whom are unaccompanied.

We have an ambitious strategic plan for 2021-2024, framed by our values, which includes our aim to draw on our deep understanding of the challenges young refugees and asylum seekers face to advocate for better systems and policies, both locally and nationally, with and for the young people we support and the wider community of refugees and asylum seekers in the UK. 

Young Roots is committed to its responsibilities under safeguarding and expects all staff and volunteers to share this commitment. This post is subject to a satisfactory DBS disclosure, as well as a need for a full employment history and up-to-date employment references. Please note, that we are only able to accept applications from candidates who are eligible to work in the UK. We are unable to progress applications that would require sponsorship.

Young Roots is an equal-opportunity employer. People with lived experience of the asylum system, from Black, Asian, and minority ethnic backgrounds, LGBTQIA+ individuals, and people with disabilities are strongly encouraged to apply. 

No agencies, please.