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Operations Administrator- University Jewish Chaplaincy

  • Location: NW London
  • Sector: Administration
  • Salary: £23,000-£30,000 depending on experience
This is an exciting opportunity for an Operations Administrator to join our fast-paced head office team in London and make a difference to student life on campus. The core focus of the role is on the efficient day-to-day running of our central office which supports our campus Chaplaincy teams across the country. This is responsible role that includes exciting opportunities for project-management and creative input to organisational decision-making.
This is a permanent full-time position, although flexible work hours may be possible. Salary commensurate with experience (in range of £23-30k), preferred commencement end of May (flexible).

University Jewish Chaplaincy is a charity that works with Jewish students and universities across the country to enhance Jewish experience and provide all Jewish students with a warm, vibrant and inspiring Jewish environment.

Job Description

General office administration
  • Communications and general correspondence (post, email, phone)
  • Electronic and paper filing
  • Database maintenance
  • General administrative and diary support to Head Office team, Board of Directors
  • Monitoring and ordering office stock, organising equipment maintenance
  • Maintain inventories of items allocated to chaplains
  • Email and mobile phone account management
  • Assisting in producing termly campus reports
  • Assisting with planning and co-ordinating events, meetings, training days, AGM
  • Assisting with HR
  • Coordinating distribution of materials to synagogues, schools and to students
  • Coordinating travel schedules for COO and CEO
Financial administration
  • Record and process income and expenditure; general banking
  • Oversee payments of invoices, rent etc.
  • Generate and distribute weekly budget reports
  • Assist in preparation of year-end accounts and statutory documentation
  • Manage and submit gift aid claims
  • Assist with preparation of monthly management accounts and bank reconciliations
  • Maintaining relationship with payroll, managing opening and final salary arrangements
  • Process and pay monthly employee expense claims
  • Manage expense claims (look over, call chaplains, etc.)
  • Manage employee loans, childcare vouchers and monthly floats
Fundraising support
  • Administrative support for fundraising
  • Managing correspondence, arranging appointments
  • Preparing canvassing letters and biannual mail-out to donors (shared duty)
  • Administrative support in running fundraising events and activities
Capabilities and person specification

Expert time and workload management skills - desirable
Strong IT skills - essential
Good written and verbal communication - essential
Previous experience managing financial systems - desirable
Previous bookkeeping experience (QuickBooks) - desirable
Previous experience of using a database (SalesForce) - desirable
Ability to work independently and as a team player - essential
Knowledge of Jewish community/faith/rituals/laws - desirable
Passion for helping Jewish students - essential
Sense of humour - essential

Closing date: 27th April 2018