Candidate Information Pack Events and Office Administrator Intern

Applications and start dateDue to the need to appoint to this position quickly applications will be assessed asthey are received and applications closed when all interview slots are filled. Please note ifyou do not hear back from us by 07 September please assume you have not been successful.

Interviews Friday 07 September 2018 at ACF’s officesStart date Monday 17 September 2018End date Friday 16 December 2018

The Events and Office Administrator Intern will provide support to the Events andOffice Administrator for three months: 17/09/18 – 16/12/18.Please be aware that the role is only available for this time period.

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

1. Your completed Application Form2. Your completed Equal Opportunities Monitoring Form (optional)3. Plus your current CV outlining your work experience to date, including any academic

and professional qualifications on no more than 2 pages.

Salary and hoursSalary: London Living Wage: £10.20 per hourHours: Full time, 35 hours per week.Contract type: Fixed term contract for three monthsLocation: ACF offices near King’s Cross station, London

ContactStephanie 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

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Candidate Information PackEvents and Office Administrator Intern

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.

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 roleFor three months, you will provide administration support to help us to deliver our busy programme of events and learning opportunities for trusts and foundations, including providing administration support for our flagship annual conference.

About the personThe Events and Office Administrator Intern role is a brilliant opportunity to join a small but busy and friendly team in the charity sector. We are looking for someone who is organised and efficient, with a strong eye for detail, and someone who enjoys using systems as a way of managing information. You will enjoy working with people.

Salary and hoursSalary: London Living Wage: £10.20 per hourHours: Full time, 35 hours per week. Contract type: Fixed term contract for three months: 17/09/18 – 16/12/18Location: ACF offices near King’s Cross station, London

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Role DescriptionJob Title: Events and Office Administrator Intern

The Events and Office Administrator Intern will report to:Events and Office Administrator, with line-management from the Head of Learning and Events.

What the role involvesThe Events and Office Administrator Intern will provide support to the Events and Office Administrator for three months: 17/09/18 – 16/12/18. Please be aware that the role is only available for this time period.

The following tasks apply to supporting the Events and Office Administrator with the range of ACF events, including ACF’s annual conference on 07 November 2018. The post-holder will be involved in supporting the majority of the tasks listed below, if not all.

1. Helping set dates for ACF’s programme of events and adding events to the database

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

3. Supporting the publicising of 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. Helping to ensure that all events are running smoothly, including taking minutes of meetings where needed

6. Supporting the management of event bookings

7. Supporting the ordering catering for meetings, helping to ensure delegates’ dietary requirements and other support needs are met

8. Supporting the audiovisual requirements for events

9. Supporting the interviewing and filming of speakers

10. Room set up and welcome of delegates as required

11. Supporting meetings by helping making tea, coffee and presenting refreshments, clearing room after meeting and operating dishwasher

12. Preparing delegate packs

13. Supporting the follow up to meetings including the sending out and collation of evaluations

14. Supporting invoicing and accounts reconciliation

Providing support with the following office administration duties: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

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

7. 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

Other duties 1. To undertake other duties as directed by the Events and Office Administrator.

Person Specification

The Events and Office Administrator Intern will have all of the following skills, experience and personal qualities.

Skills and ExperienceEssential

1. Good administration skills, organised and efficient with an eye for detail.

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

3. Experience of customer service and corresponding 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 enquiries.

5. Ability to accurately input data and maintain a database, ensuring data quality.

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

7. Interest in the voluntary and community sector.

Personal QualitiesEssential

1. Good time management skills and ability to organise and co-ordinate work to meet deadlines.

2. Able to deal with people from a range of backgrounds and levels of seniority in a friendly and professional style.

3. Good team worker.

4. Motivates and enthusiastic, willing to get stuck into a task.

5. Commitment to implementing equality and diversity policies, empathy for and commitment to ACF’s aims, able to assist ACF to be more environmentally responsible organisation.

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How to applyEvents and Office Administrator Intern

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

1. Your completed Application Form2. Your completed Equal Opportunities Monitoring Form3. Plus your current CV outlining your work experience to date, including any academic

and professional qualifications on no more than 2 pages.

Applications and start dateDue to the need to appoint to this position quickly applications will be assessed as they are received and applications closed when all interview slots are filled. Please note if you do not hear back from us by 07 September please assume you have not been successful.

Interviews Friday 7 September 2018 at ACF’s officesStart date Monday 17 September 2018

Please send completed applications to recruitment@acf.org.uk

Salary and hoursSalary: London Living Wage: £10.20 per hourHours: Full time, 35 hours per week. Contract type: Fixed term contract for three months: 17/09/18 – 16/12/18Location: ACF offices near King’s Cross station, London

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

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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 TwoName and professional relationship to youTelephoneEmailOk to approach?

Please give details of your current income and benefits details:Basic Annual SalaryAnnual leave entitlementEmployer’s pension contributionEmployee’s pension contributionAny other benefitsNotice required

1) In no more than 200 words, please outline why you want the role of Events and Office Administrator Intern.

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

Essential 1. Good administration skills, organised and efficient with an eye for detail.

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

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3. Experience of customer service and corresponding 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 enquiries.

5. Ability to accurately input data and maintain a database, ensuring data quality.

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

7. Interest in the voluntary and community sector.

Personal Qualities

Essential1. Good time management skills and ability to organise and co-ordinate work to meet deadlines.

2. Able to deal with people from a range of backgrounds and levels of seniority in a friendly and professional style.

3. Good team worker.

4. Motivates and enthusiastic, willing to get stuck into a task.

5. Commitment to implementing equality and diversity policies, empathy for and commitment to ACF’s aims, able to assist ACF to be more environmentally responsible organisation.

DeclarationI 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

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render me liable to dismissal without notice. I also understand that submitting this form electronically is equivalent to a signed declaration.

Signature:

Date:

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Equal Opportunities Monitoring Form

Strictly confidentialIn 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 about the group to which you perceive you belong, and is not about nationality, place of birth or citizenship.).

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 Any other ethnic group, please write in: _____________________

Prefer not to say

Do you consider yourself to have a disability or health condition? Yes No Prefer not to say

What is your sexual orientation? Please write in: _______________________ Prefer not to say

What is your religion or belief? Please write in: _______________________ Prefer not to say

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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.

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