Senior Administrator

Job Detail

(Overview, Role Detail, Person Specification and Work Tasks)

Role: Senior Administrator

Responsible to: CEO

Part time 09.00-17.00 hrs Tuesday to Friday **

Grade: Senior

About The Company

Our Client represents people and organisations working in the textile, clothing and footwear associated industries worldwide. For more than 110 years, they have been bringing together professionals from all over the world for the exchange of ideas, and a social community promoting friendship among members. It is an international organisation governed by a Council representing members globally.

The role will be based at the international headquarters in the city centre of Manchester.

About the Role

The Senior Administrator is a pivotal role within the organisation, responsible for overseeing and coordinating administrative functions to ensure smooth and efficient operations at TIIHQ. This position requires a highly organised individual with excellent communication skills and the ability to manage multiple tasks simultaneously.

Administrating for key departments including but not limited to Governance, Professional Qualifications, Publications, Information Services and Medals and Awards. The Senior Administrator will work to streamline processes, optimise workflow, and implement administrative policies. This position offers an opportunity for a highly motivated individual to contribute to the success and growth of the organisation through effective administration whilst supporting the overall goals and objectives of the organisation.

Reporting directly to the CEO and working with members of the organisation from around the world, this is an exciting time and opportunity to join TIIHQ and work with a small and dynamic team with an international reach. This is primarily an office-based role although there is the possibility of some hybrid working.

Key responsibilities include:

• The Senior Administrator to the CEO is to provide efficient and effective support, managing accurately the diary, travel and internal and external meeting arrangements as well as professional and confidential business administration for the CEO.

• Responsible for keeping accurate records in relation to Council members and matters including the administration of official papers to support the effective operation of the organisation.

• Deal with incoming correspondence and enquiries with discretion and courtesy and produce confidential letters, reports, general documentation, electronic presentations, and review documentation as required.

• Lead the administrative support to ensure the smooth running of prescribed Institute services and activities as well as front-line response.

• Serve as the primary point of contact for TIIHQ facilities, including coordinating service agreements, maintenance requests, and vendor relationships.

• Acting as Secretary to prescribed Committees the Senior Administrator will liaise with the Chairs of those committees to set meeting dates, ensure that all documentation is provided to committee members in a timely fashion, arrange and be present at meetings to provide support and take the minutes of the meeting.

• To organise and administrate internal and external working group meetings and projects as required.

• Maintain and develop filing systems, operational procedures and technological solutions for the secure retention of information.

• Process and maintain accurate records using spreadsheets, various databases and software systems, and provide statistical information and reports as necessary.

• Responsible for accurate and up to date departmental web pages, listing key meeting dates, promotional information and any information relevant to the general public.

• Responsible for collating and sending information for email marketing campaigns as well as promotional literature for prescribed departments.

• Initiate reports and documents of a confidential nature and other matters which require a significant degree of discretion to be exercised, including those of a budgetary nature.

• Assisting in the development of departmental budgets and monitoring income and expenditure throughout the year.

• Work on own initiative to meet competing demands and to resolve problems.
• This role detail is a guide to the work you will be required to undertake. It may be changed from time to time to meet changing circumstances.
• Work positively and creatively to support the organisation, particularly during busy workloads when flexibility in working hours may be required.

Contract type: 1 year, with possibility of extension

Person Specification

Qualifications

The successful candidate should have:

Desirable : a business administration degree or similar discipline / or proven experience as an administrator.

Essential : good standard of general education, normally to include English and Math’s to GCSE level (or equivalent) Grade C and above

Background & Experience

The successful candidate should have:

• significant experience of providing administrative support in a dynamic and demanding environment.
• experience of diary management, arranging meetings and handling a wide range of activities, prioritising these effectively.
• experience of meetings administration and taking minutes.
• dealing with people at all levels and from around the world
• Desirable : experience of working for or with a charity

Knowledge

The successful candidate should have demonstrable knowledge of:

Microsoft Word, PowerPoint (and similar), Excel spreadsheets and working with databases, Word Press and email marketing systems

Skills & Competencies

The successful candidate should demonstrate:

• the capacity to provide senior administrative support.
• the ability to use initiative and make effective decisions.
• an excellent level of accuracy and attention to detail, a commitment to delivering high-quality work and the ability to work to very tight timeframes.
• an outstanding commitment to member and customer service.
• capable of working in a fast-paced and demanding environment.
• outstanding communication, relationship building and networking skills.
• reliability, conscientiousness, and the ability to maintain confidentiality.
• time management skills and the ability to prioritise workload effectively

Specific Tasks for Successful Candidate

Governance

• Assisting the CEO with administration relating to the Institutes charitable and Charter status
• To schedule and make all necessary arrangements for meetings of Council
• Administrate the Elections to Council and voting process, following up on enquiries
• To support the effective operation of the Council including the retention and electronic filing of meeting papers appropriately
• Maintain the record of Council members
• Administrate official papers for the AGM, including voting procedures
• Secretary to the Benevolent Committee

Professional Qualifications

• Secretary to the Professional Qualifications Committee
• To schedule and make all necessary arrangements for biannual meetings
• Administrate the Professional Qualifications Department including dealing with enquiries, processing and registering applications, taking payments, organising interviews, liaising with candidates and maintaining departmental databases
• Administrating the Accreditation and Approval of courses and answering enquiries
• Liaising with awardees in the provision of certificates and associated activities

Medals and Awards

• Secretary to the Medals and Awards Committee
• To schedule and make all necessary arrangements for annual meeting
• Administrating the Medals and Awards Department including dealing with enquiries, processing and registering nomination forms, liaising with nominees and maintaining departmental databases
• Liaising with awardees in the provision of certificates, medals and prizes, and associated activities

Publications Committee

• Secretary to the Publications Committee
• Administrating work related to textiles; this will include processing subscriptions, setting up subscribers on-line, maintaining databases, dealing with queries, and the main contact for advertising enquiries
• Collating the TI News section of the magazine 3 times a year
• Maintain book sales and stock spreadsheets and processing book orders
• Responsible for the collation of the Annual Report

Information

• Maintain and administrate recruitment and consultant register web pages
• Connecting general enquiries to relevant members (both Individual and Corporate, consultants Sections and Special Interest Groups
• Administrate the circulation of paid digital information to members and general public
• Maintaining the Lord Barnby Foundation library facility

General Administration

• Supply all text and images for departmental promotion and TI News
• Maintain and administrate departmental web pages
• Dealing with incoming and outgoing post
• Answering the telephones, meeting and greeting visitors
• Diary management for the CEO
• Secretary to the CEO responding to incoming emails, letters and phone calls

Office Administration

• Report and follow up on IT, router, photocopier and telephone issues
• Ensuring office housekeeping rota is updated and circulated
• Office housekeeping duties
• Ordering of stationary for administered departments

Job Type: Part-time

Salary: £14.75 per hour

Expected hours: 32 per week

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 2 years (preferred)

Work Location: In person