Loti Team Administrator

7 months ago

London, United Kingdom London Councils Full time

**LOTI Team Administrator**:
Starting Annual Salary: £32,415 - 2 Year fixed contract with potential to extend

**About LOTI**

The London Office of Technology and Innovation (LOTI) helps London borough councils work together to bring the best of innovation, data and technology to improve public services and outcomes for Londoners. We’re funded by our core membership of 26 London boroughs, the Greater London Authority and London Councils. We’re hosted by London Councils, which represents London’s 32 councils and the City of London.

**Job Purpose**

LOTI is a small but busy and fast-moving team as we work to serve the needs of our local government members. We run an extensive calendar of in-person and online meetings, workshops and events to support the delivery of projects. We create and share online reports, toolkits and other templates. We host communities of practice to share knowledge across the sector. We communicate extensively online through our website, social media channels and videos. To ensure we can deliver all our activities to the highest standard, we seek a Team Administrator to provide support across all aspects of our work, from event logistics to web content, and from helping us keep on top of our finances to project management.

**About the team**

The LOTI team is made up of nine people. While small, LOTI can draw on the time, ideas and energy of dozens of people from across our members. We’re committed to being a high-performing team, constantly reviewing, learning and adapting our ways of working and operating in a high-challenge, high-support culture. As we’re hosted by London Councils, LOTI team members have access to colleagues working in a wide variety of different policy and service areas.

**Principal responsibilities**
- Diary management: arranging meetings between the LOTI team and external stakeholders, ensuring agendas and meeting materials are confirmed and shared in advance.
- Planning and assisting with the delivery of online and in-person meetings and events, which may include: identifying suitable dates, setting up online meetings, liaising with venues, booking meeting rooms, sending invitations, managing and communicating with attendees, coordinating speakers, creating name badges and other materials, providing virtual in-meeting support, taking notes and supporting with all other aspects of event logistics.
- Updating website content, including posting, scheduling and honing content on the LOTI website; auditing the website and researching and adding jobs to LOTI’s jobs page.
- Managing and carrying out finance, procurement and contract processes as outlined in London Councils’ policies, which may include: coordinating between LOTI and London Councils’ finance, procurement and legal teams to raise and track purchase orders, invoices and contracts; liaising with boroughs about their membership subscriptions; and updating our budget tracker.
- Liaising with team members to ensure our log of key upcoming actions, milestones and deliverables is kept up to date and reported back the Director.
- Maintaining an up-to-date digital file management system, including rationalising team folders and files to ensure all information is clearly named, ordered, searchable and held according to our data retention policies; creating or updating team templates as needed.
- Supporting the administration of LOTI’s online collaboration platform, Basecamp: creating discussion and project spaces, adding and removing people and posting project updates.
- Providing an overall consistent high-quality administration service to the team, which includes additional activities that may arise to ensure the smooth and effective running of the LOTI team and its projects.

**Organisational responsibilities**
- Adhere to London Councils’ policies, procedures, regulations and protocols in the discharge of all duties, in all aspects of work, including the Data Protection Act 2018.
- Take care at all times to uphold health and safety at work for self and others and observe London Councils’ Health and Safety policy and related procedures.
- Uphold the highest standards of ethical conduct in line with the expectations of a local government officer and to adhere to such standards in order to uphold the reputation of London Councils and local government in London.

**Person specification**
- Be comfortable using and learning about a wide range of digital tools and platforms used by the LOTI team, such as Eventbrite, Calendly, WordPress, Basecamp, Google Workplace, Microsoft Office, YouTube, etc. We can help you get up to speed on any piece of software, but you should be confident in your ability to quickly learn about and adopt new tools.
- Be interested in LOTI’s mission to help London borough councils deliver better public services and outcomes for Londoners through innovation, data and technology.
- Be adaptable and comfortable supporting many different projects, communications and eve

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