Administrative Assistant
Job title: Administrative Assistant
Reports to: Team and Office Manager
Salary: Range of £18,000 to £20,000 depending on experience.
Location: High Holborn, London
The term: One-year fixed term contract
Hours: Full time
The Royal Society of Tropical Medicine and Hygiene (RSTMH) is a charity and membership society that has been dedicated to improving tropical medicine and global health since 1907.
Our ambition is to save lives and improve health around the world through increased access to greater equity in global health care. Through our activities we help further our members’ careers. We also bring together their collective knowledge and use our own expertise to achieve change within the sector.
We are looking for a motivated individual to join us as Administrative Assistant, effectively supporting the small but busy RSTMH Team by providing proactive and comprehensive support across our key areas of work.
The role will require someone who preferably has some experience of providing administrative support to a busy team (preferably within the charity/not-for-profit sector), who is flexible, has excellent time management skills and is able work on own initiative. The successful candidate will be working across various departments, including membership, journals, events, Early Career Grants, and communications; therefore, they will need to be efficient and organised, with strong computer skills and a professional outlook.
The role
- To provide day to day administration for the RSTMH team, including but not limited to financial administration, arranging meetings, booking travel and accommodation, desk research, diary management, and organising other meetings and events as required
- To develop and maintain effective working relationships across RSTMH
- To ensure that all assigned tasks are completed to a high standard
- To ensure that all general telephone, email, and written enquiries are dealt with efficiently and promptly
- To support the management of office stock levels and team planning tools
- To be responsible for opening and distributing post daily
- To undertake electronic and paper filing and maintaining filing systems appropriately
- To provide administrative and project support to the CEO
- To assist with the management of the RSTMH meeting rooms and team areas
- To support and attend RSTMH events, including handling delegate registration enquiries via telephone and email, collating event packs and materials, and conducting desk research on the cost and availability of venues and caterers
- To assist with the administration associated with the RSTMH Early Career Grants programme
- To support the Digital Communications Manager on areas such as finding global health news to share on RSTMH’s social media, uploading to and editing the website, and helping to prepare the fortnightly newsletter
- To provide support to the Membership Manager on specific projects related to RSTMH’s recruitment of members and the delivery of benefits to existing member
- To be responsible for the general administration and upkeep of RSTMH’s online opportunities platform, grow
- To participate in team meetings, planning and initiatives
- To undertake any other reasonable tasks as could be expected of an Administrative Assistant
Essential Technical Skills:
- Ability to manage a diverse set of priorities and meet deadlines to a consistently high standard
- Capacity to set up and maintain administrative processes and office systems
- Excellent written and verbal communication skills and a strong understanding of delivering great customer service
- Good analytical skills with the ability to identify key points from complex material or information
- Experience of being responsible for initiating, planning, and developing own areas of work
- High computer literacy and confidence with Word, PowerPoint, Outlook, and Excel
- Exceptional use of written and spoken English
- Experience providing administration support, preferably in an office environment.
Personal Skills
- Ability to work with a wide range of people whilst presenting a professional image on behalf of RSTMH
- Ability to be calm under pressure and help build a collaborative team culture
- Flexibility and willingness to work under own initiative
- Discretion when dealing with confidential information
- Willingness to undertake other responsibilities and an eagerness to learn
- A demonstrated commitment to and interest in the aims and objectives of RSTMH
Desirable Skills:
- Filing experience
- Experience of working with databases
- Professional, polite, and confident telephone manner
- Experience of working in events
To apply:
This is an exciting opportunity for a confident team player looking to enhance their administration and communication skills.
To apply for the role of Administrative Assistant please fill in the form, with a cover letter showing how your previous experience and skills meet the requirements of the role, and with your CV. Applications without a CV and/or cover letter will not be accepted.
Please apply by filling out the form and uploading your CV, through this link to our online submission platform by 12pm on the 11th May 2023.
We encourage you to apply as early as possible as we will be reviewing and interviewing candidates as they submit, and so may close recruitment before the deadline.