Administrative Support to the Secretary
The Group is seeking a voluntary administrative assistant on a weekly basis (hours negotiable).
Duties and tasks are outlined below but further information can be provided on request. As this is initially a voluntary role the hours of work are negotiable but with an expectation of a minimum of the equivalent of at least one day per week.
The role would suit anyone with competent administrative abilities and an interest in heritage and the arts of the long eighteenth-century.
Daily travel and reasonable lunch expenses will be covered by the Group. Immediate start desirable.
If you are interested in this post please contact the Group via firstname.lastname@example.org in the first instance.
To provide a comprehensive secretarial and administration service to the Secretary, and his trustees across the range of his and their work to enable the Group’s objectives to be administered in a smooth and consistent manner.
To develop, maintain and review daily administration systems to achieve maximum efficiency of the Group’s administration in a very polite and publicly agreeable manner.
To maintain and organise the Secretary’s diary, electronic filing system and all other relevant areas as instructed.
To support the Secretary and trustees in delivering projects, proposals, bids, etc. through directed research.
To correct and format draft speeches, articles, press releases, briefings, and project proposals when requested by the Secretary or a trustee, To assimilate all incoming post which relates to the work of the Group and future activities, and to identify any fundraising or donation offers to the Secretary as soon as possible.
To produce the basic texts for announcements made through the website and Twitter under approval and review of the Secretary.
To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging refreshments, seating and taking minutes for sub-committees if required to do so subject to the final approval of the Secretary or relevant trustees, but not to circulate minutes before the Secretary’s final approval
To co-ordinate staff/Board/sub-Committee meetings by means of the shared office diary.
To ascertain items of incoming post or email which ought to be sent to the Secretary urgently, with a briefing note as regards contents and to formulate holding replies when needed.
Assistance with administration of the general office’s activities when asked to do so.
To help with answering the door, telephone or general emails to the office as soon as possible in accordance with the role of all office staff between the hours of 9.30am-5.30pm Monday-Friday subject to agreed hours of work.