Office Administrator

3 weeks ago

London, Greater London, United Kingdom Faculty of Public Health Full time
Job Title: Office & Workforce Administrator

We are seeking a highly organized and detail-oriented Office & Workforce Administrator to join our team at the Faculty of Public Health. As a key member of our operations team, you will be responsible for providing administrative support to our workforce and ensuring the smooth day-to-day running of our office.

Key Responsibilities:
  • Facilities and Office Administration:
    • Lead on all first aid and fire compliance duties
    • Issue and collate health and safety risk assessment forms to staff, organize fire, health & safety, and first aid training as required
    • First point of contact for staff regarding office/building/equipment maintenance issues
    • Liaise with landlord for office/building/equipment maintenance/health & safety matters
    • Stationery, refreshments, and printing replenishing and ordering
    • Courier and postage bookings and arrangements
    • Maintain a supplier contact list
    • Process, collate, and reconcile credit card expenses
    • Manage documents/files within the onsite storage area (crypt) and around the building
    • Provide office induction to new staff, including requesting FPH/RCP passes, IT accounts, welcome pack, including IT & health & safety induction, and fire evacuation training
  • Events and Travel Administration:
    • Manage event registrations
    • Log and chase event registration RSVPs for external invites and issue joining instructions
    • On the event day involvement and support, including arranging set up
    • Source venue space for FPH events and meetings to be held externally
    • Identify and negotiate bulk accommodation for FPH events/conference
    • Make travel and hotel arrangements for FPH Officers, Board members, Committee members, and staff, including taxi, rail, air, and car
  • Zoom Administration:
    • Arrange Zoom meetings and webinars as per requests, including sharing meeting details
    • Log relevant meetings in the bookings spreadsheet
    • Host Zoom meetings and provide support as required
  • Membership Programme:
    • Provide administrative support to the membership team when required
    • Assist with incoming membership queries/requests
  • Workforce Programme (Revalidation & CPD):
    • Support and administer the Faculty's statutory duties relating to the revalidation of public health specialists, including:
      • Monitoring and delivering the revalidation service
      • Responding to member and other queries in relation to revalidation
      • Maintaining and updating the list of FPH revalidation appraisers
      • Liaising with external stakeholders, including the Academy of Medical Royal Colleges
    • Support the development and delivery of a system of appraisal and revalidation for public health specialists from backgrounds other than medicine
    • Administer the Faculty's annual programme of Continuing Professional Development (CPD) activity, including:
      • Monitoring and delivering the annual programme
      • Maintaining and updating the CPD database
      • Processing annual CPD returns
      • Arranging annual training of CPD advisers
      • Supporting members in using the online CPD Diary
    • Administer the CPD annual review process, including analysis of the review for the CPD Director
    • Provide administrative support to the CPD Committee, including:
      • Organizing and servicing meetings as required
      • Preparation of papers
      • Minute-taking and follow-up of action points
    • Deal with general enquiries and assist with all routine tasks of the Education, Standards & Advocacy Department
    • Deal with enquiries to a high level of customer service, replying, referring, or responding as appropriate
    • Liaise with colleagues elsewhere in the organization to ensure good communication, coordination, and collaboration
    • Provide cover within the department as required and assist with general enquiries
    • Undertake any other reasonable activities as requested by the Deputy Chief Executive
    Person Specification:
    • Skills and Abilities:
      • Excellent organization and problem-solving skills
      • Excellent customer service skills and delivering a customer-centric service
      • Ability to communicate (verbal and written) in a manner that is fluent, clear, and compelling to a range of audiences
      • Ability to successfully manage multiple work streams, including organizing time effectively, prioritizing workload, and meeting deadlines
      • Ability to identify and solve problems or concerns constructively and creatively
      • Ability to identify opportunities for systems and processes to be improved to deliver solutions
      • Ability to develop processes and encourage others in their adoption
      • Ability to work as part of a team and support team objectives
      • Ability to understand and demonstrate commitment to the FPH's Values, Ethical Policies, and Equality & Diversity Policy and to ensure all activities are carried out within this framework
    • Experience & Qualifications:
      • Proficient user of Zoom Meetings and Webinars and Microsoft Teams
      • Experience of working effectively within a team, developing effective and supportive relationships with colleagues
      • Experience of using a CRM (Customer Relationship Management) system (preferably Microsoft Dynamics) and Microsoft products, e.g., Outlook, Word
      • Degree qualification or equivalent
      • Experience of working in a operations or facilities team
      • Experience of working effectively in a Royal College or Faculty environment
      • Experience of working in a membership organization
      • Skilled in data analysis and manipulation using tools such as Excel, Microsoft Dynamics

We offer a competitive salary and benefits package, as well as opportunities for professional development and growth. If you are a motivated and organized individual who is passionate about supporting the work of the Faculty of Public Health, we encourage you to apply for this exciting opportunity.

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