Operations Project Assistant
Education and Employers Charity

Job Description

Job Description

Working closely with the Inspiring Governance Programmes Project Coordinator and the Head of Governance Programmes Matching and Customer Service (who will provide overall direction for this area of work), the role will be responsible for delivering day to day pro-active support to recruiters, assisting them with their registrations and day to day enquiries in addition to undertaking daily administrative tasks associated with the Governance programmes and wider charity as appropriate. They will also be required to undertake an Enhanced Disclosure via the Disclosure and Barring Service. 

In particular, the role will be expected to:

  • Deliver a range of processes that support recruiters on a day to day basis, including ensuring that they are registered correctly and responding to any enquiries they may have.  
  • Liaising with exceptional Volunteers from high-level roles, pro-actively helping them to find a suitable governor position 
  • Undertaking other day to day governance programmes administrative tasks as appropriate
  • Completing daily tasks to support the recruitment and placing of wider Volunteers in the London area, helping them to find a suitable position
  • Supporting across the wider charity with inbox monitoring of our Inspiring the Future programme
  • Supporting event management across the charity during periods of significant event delivery
  • Manage incoming email and telephone enquiries for other charity programmes

Key Accountabilities

Day to Day Delivery of the Recruiter and Volunteer Recruitment Process 

  • Using Customer Relationship Management (CRM) software undertake daily processes that underpin and enhance activity around the recruitment of governors. Activities include:  
    • Working closely with the Inspiring Governance Programmes Coordinator and Head of Governance Programmes, Matching and Customer Care to support a variety of users recruiting governors;
    • Respond to Bespoke Matching requests from daily reports and creating strategies to support the recruitment of governors
    • Providing ongoing support to ensure the right volunteers are contacted and placed into schools. Responding to Regional Enquiries creating new and more efficient administrative processes where appropriate
    • Undertaking administrative tasks via the Salesforce CRM and ensuring all communication is logged onto Salesforce;
  • To communicate effectively and efficiently (via phone, email) with schools and other recruiters, keeping them informed of progress, and supporting them with any difficulties they might be having; updating the Inspiring Governance Regional team (four Regional Managers) who work daily with recruiters in their regions if appropriate

From reports, pro-actively source new recruiters and sign them up to the Inspiring Governance Portal and assist them in creating new Vacancies if required

Support the Match Data Process for the Inspiring Governance Programme

  • To support the match data process by manually collecting information and addresses of volunteers matched into governance roles, confirming that information is correct before it is forwarded on to the NGA and suggesting any improvements to the system

Maintain Events Log and Provide Event Support

  • To coordinate activity around attendance/participation in invited/paid for events to promote the Inspiring Governance service (usually smaller Governor Service type events). Activities include:
  • Coordinating requests for attendance at events by logging these on a central spreadsheet and ensuring that the Director of Inspiring Governance has all the relevant information to make an informed decision about attendance;
  • To work closely with the regional managers and/or events team to ensure that those attending the event have all the materials needed and that all the relevant event-related paperwork (including Health & Safety checks/form) have been completed and submitted to the event host). 
  • To provide/coordinate support (e.g. running Salesforce reports and providing updated information on events etc.) for the National Governors Association (the Inspiring Governance service delivery partner) on events as appropriate/requested.

Undertaking Day to Day Governance Programmes Administrative Tasks  

  • Including:
    • To provide daily support managing internal and external enquiries about all aspects of the Inspiring Governance service (including incoming phone calls and emails);
    • To provide support in relation to documentation of enquiries and processes, suggesting improvements where appropriate;
    • To provide support and improvements with the internal process that supports recruiters who cannot find suitable volunteers;
    • To provide administrative support where needed;
    • Liaise with other Inspiring Governance programmes team members, and wider Education and Employers staff as appropriate;  
    • To undertake data audit work including providing support with data cleaning activities and ensuring data on the Platform is up to date (including for example chasing volunteers with incomplete profiles, ensuring matches are recorded accurately etc.);
    • Producing the weekly team meeting agenda and organise room bookings;
    • To provide weekly reports to the Inspiring Governance Programmes Coordinator as appropriate on all work tasks
    • Creating, updating and suggesting enhancements to user documentation to be used internally and externally, along with supporting policies and procedures for team development

Charity-wide tasks

  • General enquiry management of phone calls and e-mails received for the charity’s other campaigns and programmes such as Inspiring the Future.
  • Supporting the Communications team with event management for the charity’s wider activities

Person specification

Skills/ Knowledge/ Expertise

Essential

  • Excellent planning, time management, administrative and organisational skills
  • High level of attention to detail and accuracy, punctual and reliable with excellent time keeping
  • Articulate and confident communicator including over the phone
  • Excellent writing skills and ability to construct customer focussed communications
  • Good working knowledge of Microsoft Office programmes including Excel 
  • Ability to review and improve processes and procedures

Desirable

  • Working with databases
  • The ability to troubleshoot queries and problems
  • Experience of working in a small team

Personal Attributes

  • Influencer - demonstrates personal ‘presence’ and gains the confidence of others through temperament, capability, and calibre
  • Demonstrates sensitivity and possesses the ability to manage effectively the organisational tensions that necessarily co-exist between stakeholders and partnerships
  • Team Player: working collaboratively and flexibly to achieve outcomes

Application

The Education and Employers Charity values having a diverse workforce.  We are committed to equality of opportunity and welcome applications from individuals, regardless of their background.

The closing date for applications is Friday 17th August at 5 pm and only successful candidates will be notified no later than Wednesday 22nd August that they have been shortlisted. Interviews will take place on 6 -7th September at our Fleet Street offices in London.

Please send a CV and Covering Letter setting out your interest in and suitability for the role via this site's application section.

Applications from recruitment agencies will not be considered under any circumstances.

The client requests no contact from agencies or media sales.