Administrative Officer

5 months ago


London, United Kingdom The Africa Centre Full time

**Operations/ Administration Officer**
Wednesday to Friday
22.5 hours/ week (9.30am to 6pm)
£15/hour

**THE ROLE - Operations/ Administration Officer**

**Reporting to - Finance & Operations Manager**

Working to set key performance indicators, objectives this role will be a key member of staff, providing support across the range of Africa Centre activities.

**KEY RESPONSIBILITIES**

**Operations and Administration Support**
- Opening the building to the public each morning. Review and completion of daily review check lists. Handover to security in the evening.
- Being a first point of contact at The Africa Centre, keeping our reception and welcome areas clean and tidy enabling them to operate smoothly and efficiently. Ensuring the front entrance area and desk marketing collateral is kept refreshed and raising order/ restock requirements with the relevant member of the TAC team.
- Welcoming groups and visitors to the Centre, guiding them to the right space or members of staff. Being available to introduce The Africa Centre and its work to our visitors. Answering questions about the Centre’s history and its future programme delivery. Encouraging visitors to complete feedback surveys around their visit to the Centre and recording visitor numbers.
- Taking queries from visitors and passing these to the relevant member of the TAC team.
- Selling merchandise through the EPOS payment system. Ensuring that any merchandise on display is kept refreshed and informing the relevant member of staff of any requirements to restock. Talk to our visitors around other ways to support the Centre, for example the Friends scheme.
- Accepting deliveries and arranging couriers as required. Ensuring deliveries reach the right member of staff.
- Identifying building repairs and maintenance works and working with the Finance and Operations Manager to resolve these. Keeping the maintenance log updated and ensuring staff and other contractors onsite are made aware of any maintenance and/or building works due to take place. Keeping our plants watered and cared for.
- Acting as a first point of contact for queries to the CEO including reviewing of the executive assistance mailbox and diary management. Ensuring all queries are responded to promptly and referring to colleagues for support as required.
- Working on other projects as reasonably requested by your manager, CEO and other members of the senior management team.

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**Events**
- Supporting the logistics and management of internal events and external hires. Helping to ensure spaces are clean, safe and ready for use including any requested equipment being ready in the spaces.
- Supporting the events on the day which will include welcoming/ checking in visitors and guiding to the right spaces and helping with the set-up of equipment.
- Assisting with booking and ticketing of internal events including the processing of ticket payments via the EPOS payment system.
- Provide administrative support to The Africa Centre’s programmes team as needed. This will include but is not limited to preparing documentation/ paperwork for events, displays, accepting deliveries and showing contractors, visitors and partners to the right spaces.
- Perform other tasks as reasonably requested by the programmes and venue hire staff.

In addition to your key responsibilities, you will also be expected to show commitment, teamwork, and communication by:

- Actively participating in team and organisation activities such as away days, workgroups, and committee meetings.
- Being a trusted advocate of The Africa Centre and positively representing the Charity at all times.
- Engaging with The Africa Centre's activities, understanding our charitable purpose, and amplifying our key messaging.
- Ensuring cost-effectiveness in all areas of work and that all duties are conducted in accordance with departmental and company policies and procedures.
- A willingness to work outside of office hours and occasionally, during weekends

**Skills and Experience**
- Excellent communication skills both written and verbal. Must be able to present confidently when promoting The Africa

Centre. Has the ability to deal calmly with difficult situations.
- Ability to manage your time, keeping to agreed deadlines. Able to demonstrate a clear ability to take both a pro-active and reactive approach to your work. Experience of working in a busy and varied environment, preferably visitor and customer facing.
- Ability to show initiative, work with limited supervision, and collaborate effectively as part of a small, agile team. Proven experience of being a supportive team member.
- Ability to create clear activity reports to share with internal teams including The Africa Centre management team and board.
- Proficiency with Microsoft software and general knowledge around effective project management and monitoring tools. Experience of using CRM software to manage relationships.
- Respect for equality and diversity
- Commitment to c


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