Head of Administration

2 weeks ago

Manchester, United Kingdom Factory International Full time

**Head of Administration (maternity cover)**

Closing date - **8 January 2023**

Salary**:£40,000 per annum**

Department**:Executive Support & Transition**

Locations**:Manchester Office / Factory International**

**Please note this is a fixed term role for maternity cover.**

This role will provide professional leadership and oversight of the Executive Support Function, ensuring that the team are developed to deliver to the needs of the Executive Team.

Provide professional leadership and oversight of the Guest Liaison Function, ensuring that there are clear business processes in place to enable the Manager role to successfully deliver the needs of the organisation.

Provide professional leadership for the Office Management and Administration function, ensuring that both the current and interim office solutions and the longer-term Factory International office, meet the needs of the organisation.

**The key responsibilities for the Head of Administration (maternity cover) role are**:
**Executive Support Function**
- Support the Executive Support Manager in delivering the administrative elements of the organisation’s governance requirements by maintaining responsibility for key governance areas:

- Regular liaison with both the Director of Finance & Resources and external Company Secretarial services to ensure that accurate records are maintained with both Companies House and Charity Commission.
- Main point of contact for the Board of Trustees and Chairman, ensuring that the Board remains effective in being able to administrate its responsibilities
- Support the Nominations Subcommittee in the annual cycle of Trustee recruitment including the onboarding and induction of new Trustees
- Budget responsibility for Board Costs including use of external recruiters, expenses, away days and training requirements
- Actively review and update systems and processes for the Executive Support team to deliver against that will contribute positively to productivity and workload management
- Actively review and manage the communication flows and pathways between key internal organisational meetings - Executive, Directors, Management and Teams - ensuring that systems are in place to hold and distribute communication
- Maintain an awareness of the challenges and priorities of the Executive team to inform the Executive Support Manager in being able to allocate priorities and responsibilities across the team

**Office Management Function**
- Support the Office Manager in delivering an effective use of the office space - current, interim and future by:

- Actively reviewing and updating office use guidance for staff
- Ensuring that systems and processes are in place for effective management of all office spaces including postal arrangements, external visits, board meetings and other key stakeholder visits

**Guest Liaison Function**
- Overall responsibility for the Guest Liaison function within the organisation, including direct line management of Guest Liaison Manager
- Providing support to the Guest Liaison Manager to ensure that the systems and processes are in place to enable the guest liaison function to operate effectively within the organisation

**Administration Function**
- Supporting the coordination of statutory reporting across the organisation for primary funders by working closely with the Executive and Insights & Evaluations Manager
- Responsible for overall coordination and management of key internal staff events including Away Days, Summer and End of Year socials
- Support Development of administrative processes that meets the requirements of the organisation as it develops towards Factory International

**The person spec for the Head of Administration (maternity cover) role includes**:
**ESSENTIAL**
- Experience of providing executive support to senior management working with flexibly and with a high level of autonomy
- The ability to build relationships at all levels across the organisation and with all key external stakeholders / suppliers
- Experience of management with the proven ability to motivate and lead a team in a changing environment
- Experience of developing and maintaining of new processes and procedures to enhance productivity, communication and efficiency of the team
- Strong influencing skills with a high level of discretion
- Commitment to championing representation and inclusion at every level of the organisation with a proven ability to work with people from a wide range of backgrounds

**DESIRABLE**
- Understanding of governance requirements
- Excellent organisational and communication skills with the ability to manage multiple priorities effectively
- Ability to remain calm in a fast paced / high pressured environment
- Ability to work confidently across a range of IT systems and to develop new skills in a changing IT environment
- Enthusiasm for training, mentoring and support of emerging talent

**Job Type**: Fixed term contract
Contract length: 6 months

**Salary**: £40,000.00 per

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