Administrative Assistant

6 months ago

Leeds, United Kingdom Leeds United Foundation Full time

**The Leeds United Foundation**

**Job Title: Administration Assistant**
,
**Salary**:between £8,571.02 - £11,142.32**

**PLEASE NOTE THIS IS A JOB SHARE OPPORTUNITY WITH THE POSSIBLE SCHEDULE AVAIALBLE AS BELOW.**

**Hours: Part Time Hours - between 15hrs to 19.5hrs per week**
**Possible Options below**:

- **Option 1 - Wednesday 12pm-5pm, Thursday 9am-5pm, Friday 9am-5pm**:

- **Option 2 - Thursday 9am-5pm, Friday 9am-5pm**

**Location: Leeds United Foundation. Elland Road. Leeds. LS11 0ES**

**Responsible to: Board Secretary / Executive Assistant**

**Responsible for: n/a**

Leeds United Foundation supported over 42,000 beneficiaries last season through our twenty-five programmes embracing health and wellbeing, sports participation, and education.

We are seeking an experienced administration assistant to support our administrative activities as we continue to expand and diversify our charitable work within the community.

This will involve diary management, servicing & minuting meetings, Programme Lead calendar management, external liaison, dealing with confidential matters discreetly and diplomatically, processing expenses, preparing papers, and drafting correspondence to meetings. The effective planning, structuring, and minuting of weekly heads of department meetings is a key component of this role. There will also be broader office management related administration responsibilities including support to Heads of Departments with their daily duties and working collaboratively with other team members to ensure the smooth running of the charity.

Experienced IT skills, strong handling of all MS Office packages and superb written and spoken communication skills are essential. Able to work pro-actively as part of a team as well as using their own initiative, this person will be professional, friendly, and approachable. Confidence and assertiveness will be important coupled with a good sense of humour and a genuine empathy with the beneficiaries of the organisation.

**Key Purpose**: To provide a dedicated high quality support services to various team members on a day-to-day basis and serve as support mechanism to the Executive Assistant / Board
Secretary.

**About the Organisation**:The Leeds United Foundation is a Community Charity, we march together to support health, wellbeing, education, and sports participation for all.

**Benefits Include**:
Our package includes:

- Competitive salary
- 28 days holiday (including bank holidays)
- Pensions contribution
- Free Parking
- Free Gym Access
- Personal growth and development
- Staff training
- The opportunity to work with young people and change lives and inspire the young people in the local area.
- Access to discounted offers
- Access to internal events
- Access to external events

**Main areas of responsibility**:

- To support the collation of new employee starter paperwork from Heads of Department, supporting the compliance of the Safer Recruitment Process for New Starters. Logging all details on relevant Foundation portals and spreadsheets
- To support the Safeguarding Team to keep up to date HR records of Foundation employees.
- To assist with the planning and administration of the Club’s ticketing requirements, collating information on spreadsheets and providing information for the ticket office when required.
- To support Heads of Department with their player appearance requests at fortnightly media meetings.
- To provide daily administrative support to Heads of Departments and Programme Staff members with duties that enable their programme to meet administrative requirements.
- To support the organisation distribution and collection of training requirements for all

Foundation employees.
- To support the coordination of meeting rooms for Heads of Departments using the shared

Calendar of the allocated Foundation meeting room.
- To support with any handling of incoming and outgoing mail on a daily basis.
- To coordinate the use of the Foundation Minibus on a daily basis.
- To take Foundation queries and calls assisting in an efficient and professional manner and share with relevant programme Leads for queries to be followed up.
- To support the management of the office in terms of stationery and orders via external organisations.
- To support monthly payroll requirements coordinating with Heads of Departments to complete payroll processes for timesheets and expenses forms submission by agreed deadline.
- To support the office with General Administrative duties, photocopying, filing, stationary.
- Be the point of contact for mobile phone requirements.
- Support fortnightly media meetings.
- To support with the co-ordination of special events, charity events as and when required
- Answering phones, photocopying, scanning, and dealing with general enquiries and administration duties.
- Any other reasonable duties as requested by line manager to meet Foundation objectives.

**Safeguarding & Recruitment**:The Leeds United Foundation and Leeds United

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