Our organisation is growing and we're excited to recruit someone to help us manage the growth

Future Foundations are excited to be looking to hire someone to a new position created to manage our offices and support as an executive assistant as we continue to grow as an organisation.

Our office is based within the Devas Club in Clapham Junction which is a youth club that has been operating since 1884.  We have our offices and meeting rooms on one floor of the building which we manage for two other organisations, both in the youth sector.

Key information:

  • Location: Future Foundations, Devas Club, 2a Stormont Road, London SW11 5EN
  • Hours: Full time – Five days a week (35 hours a week)
  • Remuneration: £30,000 per annum
  • Annual leave: Starting at 28 days annual leave, plus 8 days Bank Holidays. A day off for your birthday.
  • Start Date: Ideally, we would like the role to commence before February 2022. The successful candidate would need to have completed an Enhanced DBS and have provided references, including from their previous employer.

EXPECTED OUTCOMES FROM THE ROLE

  • To manage the office for both Future Foundations, and our tenants, ensuring Health and Safety is maintained to a high standard
  • To ensure effective communication and liaison with clients, partners and our landlord
  • To manage and maintain the offices and any development works
  • To support the organsiaton with HR and finance functions
  • To effectively and to a high standard support the senior leadership team as an executive assistant

MAIN RESPONSIBILITIES

FF Office Management

  • Keeping the office well maintained and professional
  • Overseeing Health and Safety measures, such as PAT testing, fire marshal training, first aid and record keeping of fire drills 
  • Ensuring that the policies and procedures are up to date and that staff have read these 
  • Monitoring and reordering office stock as appropriate
  • Working with Programme Managers and other staff to ensure appropriate levels of programme stock 
  • Processing all letters and documents received and responsibility for safe storing of all received post or documents
  • Management and oversight of phone systems and training for new staff
  • Supporting with inducting new Future Foundations staff using the office
  • Management and recording of keys for the office 
  • Lead on Community and Events Management such as FF Staff Socials or Network Events
  • Leading on staff birthday and work anniversaries, or other events, by creating cards and sending gifts 
  • Lead on office closure actions such as website banners, communication with stakeholders and out of office notices on shared inboxes
  • Ensuring all IT kit in the office is working and liaising with IT on issues
  • Lead on managing IT projects and upgrades for the office or the organisation, with support from IT and the Operations Director 
  • Supporting with sending out any IT equipment or resources to employees as directed with oversight by the Operations Director
  • Management of a budget for the office, reporting to the Operations Director
  • Managing relationships with our tenants 
    • Ensuring that new staff for any tenants have received an induction on the relevant policies and procedures  which all tenants adhere to
    • Ensure that new staff have been inducted and talked through procedures for safeguarding 
    • Ensure that new staff have been trained on fire protocols 
    • Ensuring First Aid and Fire Marshall Training happens where required 
    • Checking that all staff have completed the Induction Checklist that covers Office Policy and procedure
  • Liaising with our Landlords, Devas Club

Programme Support

  • Managing and supporting the Online Chat function for website queries.  Ensuing that it is monitored and kept up to date by programme teams
  • Supporting on programme packing and unpacking 
  • Supporting with programme stock ordering and distribution
  • Supporting to ensure all programme packing is checked 
  • Where appropriate supporting external Project Managers working on a contractor basis

HR support

  • Support with recruitment of new roles through creating adverts, responding to candidates, arranging interviews with candidates, booking rooms for interviews and supporting with the interviews alongside other members of the team 
  • Leading on on-boarding of new staff including competing DBS checks, as well as supporting with DBS checks for clients where required
  • Lead on weekly checking of employee timesheets and that deadlines are met for financial reporting 
  • Supporting with recording and monitoring of employee sickness and absence to report to the Operations Director
  • Supporting with recording and calculation of staff holidays, and oversight of our HR system (Brightpay) with the Operations Director

Finance Admin

  • Leading on ensuring all receipts are held for card expenses each week, on our Pleo system
  • Supporting the CEO, Operations Director and Programmes Director as required for creating reports for the Directors meetings and the Board meetings
  • Management of all financial records held in the office, including scanning invoices received to Accounts 
  • Management of a budget for office expenses
  • General finance support as required and directed 

Executive Assistant

  • Leading on completion of weekly Timesheets for the CEO and other senior staff 
  • Creating and recording meeting notes, either by attending in person or watching a recording, and sending these to clients as directed
  • Setting up meetings for senior leadership with clients
  • Setting up internal meetings for senior leadership as directed
  • Monitoring email inboxes of senior leadership when they are away, and actioning as appropriate
  • Fielding calls for senior leadership as appropriate

SUPPORT RESPONSIBILITIES:

  • Supporting or leading on areas of Website updates and development
  • Supporting the Operations Director and Programme Director with the operational management of the organization

OTHER REQUIREMENTS:

  • Ability to work flexible hours as and when is required
  • Participate in various project work as when it is required

PERSON SPECIFICATION

QUALIFICATIONS

Essential 
  • Degree or equivalent experience
Desirable 
  • Health and Safety training or certification
  • Youth Training qualification or experience working in schools

EXPERIENCE:

Essential 
  • Experience of client relationship management, with Front of House experience of working in an office
  • Secretarial or PA experience working in a busy office with highly varied duties
  • Operational and logistical experience to be able to manage the office and support programmes
  • Experience of working with people from all levels, from participants to stakeholders
  • Strong working knowledge of Excel, Word and PowerPoint 
  • Experience using WordPress and other website software
  • Experience of planning and managing a budget
  • Experience of overseeing and managing Health and Safety requirements
Desirable 
  • Experience in the use of CRM systems
  • Experience of supporting HR functions
  • Experience working in the youth or education sector

PERSONAL ATTRIBUTES:

Essential
  • Commitment to Future Foundations’ mission, vision, and principles
  • Excellent communicator – vocal and written
  • Ability to remain calm and focused
  • Able to balance competing priorities
  • Able to work in a team and independently
  • Determined
  • Rises to a challenge
  • Professional at all times
  • Works to very high standards
  • A keen eye for detail
  • Very organised
  • Self-starter
  • Ambitious
  • Driven
  • Passionate

OTHER:

Essential
  • You must complete an enhanced DBS check before you can work with us; a previous one from another company is not accepted for this role.
  • You must provide at least 2 references, including your previous employer
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Thank you again for your interest in Future Foundations.

We look forward to hearing from you.

If you have questions about the role please contact us by emailing hr@future-foundations.co.uk

APPLICATION PROCESS:

 

Step 1 — Application

Complete the online application form, before Sunday 9th January 2022 (click the yellow button to apply), and upload your CV & Cover Letter.

Step 2 — First Interview

First round interviews will be held online on Thursday 13th January (using either Teams or Zoom). This will consist of an interview and tasks which we will share with you ahead of the interview.

Step 3 — Second Interview

2nd Round Interviews will be held at our office in Clapham Junction (depending on latest Covid-19 guidelines), Tuesday 18th January 2022. 2-3 applicants are expected to progress to this stage.

Have Questions?

If you have any questions, please contact Michelle Horne on michelle.horne@future-foundations.co.uk.

We’re looking forward to hearing from you!

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