Location
Haywards Heath, West Sussex | United Kingdom
Job description
The Organisation
The Institution of Civil Engineers Benevolent Fund is a registered charity (no. 1126595) operating worldwide and exists to help ICE members and their dependants in need of support.It provides help and advice to members, former members and their families who find themselves facing hard times. It also offers support to help build and maintain members' personal well-being.
The Role
Working in a small team and reporting directly to the Chief Executive Officer, the Administrator is responsible for the running of the Benevolent Fund’s estate of 47 charitable properties, overseeing and providing office administration and provides secretarial support to the Benevolent Fund staff.
Duties and Responsibilities:
- Provide secretarial and clerical and administrative support to Ben Fund office
- Provide reception service to office with a tactful and helpful response to telephone callers and visitors, ensuring a benevolent approach is adopted
- Liaise with callers over the telephone, discussing the nature of enquiry and dealing with issue or re-directing call as appropriate
- Liaise, and establish good working relationships with Trustees, Ben Fund visitors, Ben Fund members and Volunteers to ensure efficient benevolence service
- Compile agendas, papers and minutes at meetings
- Assist in the administration for Ben Fund events and workshops to include collation of course materials, packing and posting
- Assist with marketing mail merges as appropriate
- Direct stationery /equipment suppliers to ensure adequate office supplies are available
- Organise and carry out office “housekeeping” e.g. mailings/post-delivery, organise staff/Trustee lunches, collect office fruit, milk, tea, coffee
- Administer annual programme of maintenance at the Mill Hill Close estate (grounds and properties); the Ben Fund has 47 properties to include co-ordinating regular self-employed contractors and liaising with the CEO.
- Direct letting agents to arrange commercial letting of properties at Mill Hill Close to ensure regular income for ICE Ben Fund
- Liaise with tenants to ascertain problems or difficulties with properties
- Solve minor maintenance issues at properties to ensure tenants receive immediate assistance
- Show new tenants and beneficiaries around the estate and advise on local services/utilities
- Prepare all paperwork and keys in connection with new tenancies
- Liaise with the estate manager at Anchor Hanover on matters of mutual interest/concern in connection with the general management of the estate
- Provide recommendations to CEO on estate maintenance matters to ensure properties are maintained appropriately
- Receive and approve invoices from contractors/suppliers and authorise expenditure as appropriate
What we are looking for:
- Must have excellent people skills; tact and sensitivity are paramount; need to be able to handle the occasional “challenging” telephone call
- Must be flexible, adaptable, and able to multi-task; organisational skills, an eye for detail and accuracy is important. This is a busy and varied role
- Secretarial skills would be beneficial with knowledge of Microsoft Office
- Ability to prepare and type correspondence and reports accurately
- Some experience of producing agendas, minutes and accompanying documents for meetings would be ideal; but training will be provided for the right candidate
- If possible, an understanding and appreciation of grounds and property maintenance issues, including landlord and tenant legislation is desirable, but not essential
- A need to express oneself clearly, calmly, and courteously in face-to-face dealings, on-line and on the telephone
- Must have good sense of humour and be able to work within a small team. A “can do” attitude is essential and a willingness to learn, be challenged and try new things
- Need to use own initiative and be confident to oversee the office alone when required
ICE Group benefits include
- 25 days annual leave plus Bank Holidays (pro-rata)
- Shutdown over Christmas period
- Annual £100 allowance towards your well-being
- Up to eight per cent of salary contributed to a personal pension scheme
- 24-hour employee support line
- Death in service benefit equivalent to one year’s salary
- Interest free season ticket loan
- Cycle to work scheme
- Big Gym membership savings with the Gymflex scheme
- Your Rewards discount scheme
To apply please email a CV and cover letter to [email protected]
ICE Group is an equal opportunities employer and welcomes applications from all sections of the community.
General Data Protection Regulations (GDPR) 2018
The data collected via this application process will only be used by the ICE Group for the purpose of recruitment and for the performance of an employment contract if a job offer is made. This data will not be disclosed to any external sources without express consent unless required to do so by law. Unsuccessful applicants’ data, both electronic and paper will be deleted/shredded six months from date of application. The ICE Group’s Data Protection Officer is Charlotte Line, Group Head of HR who can be contacted at [email protected]. Applicants have the right to complain to the ICO at http://ico.org.uk/ if they have a concern with the way ICE are handling their data.
Job tags
Salary
