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Programmes & Admin Coordinator- University Jewish Chaplaincy

  • Location: North Finchley, London
  • Sector: Not for Profit
  • Salary: £23,000-£30,000 depending on experience
Who we are:
University Jewish Chaplaincy supports students in 12 regions at universities around the UK. Our chaplains and chaplaincy couples are there for Jewish students of all backgrounds and affiliations. They provide a warm, vibrant, inclusive and inspiring Jewish environment with thousands of students benefiting every year from their pastoral, spiritual and practical support. Our goal is to give Jewish students – wherever they may be – access to a UJC chaplain.

What we do:
University Jewish Chaplaincy works with students across the UK to enhance the Jewish student experience. We aim to create a warm, inclusive environment in which Jewish students of every background can live happy inspired Jewish lives. From offering a listening ear to running inspiring and engaging educational sessions; from being there in times of crisis to creating the familiar experience of Shabbat meals, our chaplains are uniquely poised to assist students when and where they need it most.

What your role will be:
This is an exciting opportunity to join our fast-paced head office team in London and help make a significant difference to Jewish 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, creative input to organisational decision-making. You will have daily contact with our main campuses around the country, oversight of all the main administrative functions in the office, responsibility for various parts of our financial management and supervision of various projects including the running and organisation of our residential training seminar. There are opportunities to visit campuses and have direct contact with students and the Chaplains on a regular basis.

You should apply if:
You like the sound of a diverse role, you have a sense of humour and think that helping support Jewish student life on campus around the country is a good and great thing to do. Being numerate and literate is also a plus!

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