GuildHE Office Manager Vacancy

Job Description
Line Manager: GuildHE Chief Executive


Job Purpose
To co-ordinate and manage general office and administrative support across the range of GuildHE activities, including for its sub-associations UKADIA and CREST.

Specific Responsibilities

To have day-to-day responsibilities for the full range of office management activities, including administrative support.
To co-ordinate Members’ Mailings, Council and Executive papers and other communications with GuildHE members.
To maintain and update GuildHE information management systems including archiving, filling and other processes as appropriate.
To be responsible for organisation and preparation of GuildHE events including the Annual Conference and CREST and UKADIA events as appropriate.
To generate and maintain financial records on the SAGE system including banking, bank reconciliation, purchasing, invoicing and production of basic financial reports.
To have day-to-day responsibility for office infrastructure and services – including liaison with Woburn House Facilities Manager, contract management of telecoms, IT and other arrangements.
To monitor and co-ordinate staff availability – arranging team meetings, diarising holiday and leave time etc.
To be responsible for ‘front of house’ activities at GuildHE (including incoming mail, telephone and electronic enquiries with assistance from all staff as appropriate
To manage GuildHE facilities and room bookings business, including liaison with clients, caterers, petty cash etc.
To provide administrative support to the Chief Executive, Deputy Chief Executive, Policy Officers and Media and Web officer and also for CREST and UKADIA activity as appropriate.
To liaise with external personnel including members, senior management teams and key stakeholders as appropriate.

General Duties
To work as part of a small and highly professional team at GuildHE.
To act on behalf of GuildHE in accordance with its policies and procedures.
To undertake any other reasonable duties as may be required.
Person Specification

Essential Skills and Qualifications
Self-motivated and well-organised with a high level of personal and professional skills
Able to work to deadlines, to prioritise work and to anticipate major issues and problems.
Willingness to work flexibly, when and where necessary.
An excellent team player who enjoys being part of a small team and able to work to his/her initiative.
Confident communicator and able to relate to a wide range of people including senior stakeholders in institutions, government and the media.
Excellent ICT and administrative skills, including finance management and other knowledge systems.
Previous relevant experience in an office management and/or administrative role.
Interest in and understanding of, higher education and keen to work in a policy environment
A good level of general education (Degree or equivalent desirable if not essential)
To be appointed on the HE salary spine on range Point 18 £21,021 to Point 23 £24,370 pa plus £3,704 London Weighting
Based in a central London location
35 hour week with fixed hours to be agreed
25 days leave per year

For further details and an application pack, please contact the GuildHE office 020 7387 7711 or 

Closing date for applications: Tuesday 19 April 2011