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  • International Futures Forum - Administrative Assistant

    Created: 06/06/2022

    Post: Administrative Assistant

    Hours: 15 hours per week (equivalent to two 7.5 hour days per week)

    Salary: £15 per hour

    Location:  Remote working opportunity with some time at The Boathouse, Aberdour

    Contract: Fixed term Consultancy Contract. Twenty four weeks in the first instance, with the possibility of extension and development

    International Futures Forum (IFF) is a registered charity with a small, committed, and friendly team.

    This new administrative role is important in supporting IFF's organisational stability and growth. The aim is to increase, develop and streamline IFF's administrative capacity as the organisation's work grows. The successful person will be expected to take on a range of duties, initially under supervision - and to suggest administrative improvements over time (eg through smarter use of technology) as they settle into the team. A full list of job tasks includes:

    • Ordering IFF books, products and office supplies;
    • Monitoring and re-ordering stock as required;
    • Preparing/assembling products for posting in support of training courses;
    • Maintaining postage and delivery process for IFF's online shop Finance and Credit Control;
    • Ensuring follow up on invoices and outstanding payments Web/IT;
    • Updating general admin on the IFF website;
    • Maintaining digital infrastructure contracts for web, Zoom, Mural etc, and investigating performance issues as necessary;
    • Administering IFF web apps including investigating performance issues as necessary;
    • Maintaining contacts database - web and Capsule;
    • Assisting Administration Coordinator in responding to service and product enquiries;
    • Booking Zoom meetings;
    • Issuing online invitations and reminders;
    • Logging responses and preparing attendance lists Charity Governance;
    • Filing Companies House official reports concerning the company when required (annual accounts etc);
    • Liaising with IFF Finance lead.

    To be effective, you will be committed to the vision and values of IFF. Experience of administration support is key, as is the ability to communicate confidently and clearly. You will be comfortable working in different situations with all kinds of people. As part of a small team, a flexible approach and willingness to do what it takes to get the job done is important. Knowledge, skills and experience:

    • Excellent organisational, administrative and IT skills
    • Motivated consistently to deliver quality results
    • Works flexibly, demonstrating a high level of self-motivation, takes initiative and manages opportunities appropriately
    • Strong and committed team member

    To apply, please send a letter outlining why you believe you are the right person for this work and how your skills and experience will support IFF's work. A named professional referee is required. Send this to [email protected] by the closing date on 04 July 2022. Interviews will take place on 14 July 2022.

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