United Kingdom of Great Britain and Northern Ireland: HR & Administration Co-ordinator

Organization: SolarAid
Country: United Kingdom of Great Britain and Northern Ireland
Closing date: 20 Oct 2014

Location:London Office

Reports to: Head of Operations

Direct reports: None

Salary: £26,000

Benefits: 25 days per annum, 3% pension contribution

Budget: None

Key Working Contacts: Supporter Care and Individual Fundraising Co-ordinator; Chief Fundraiser

Type of Contract: Permanent

Closing date: 5pm Monday, 20^th October 2014

Interview date: Monday, 27^th October 2014

Background

SolarAid is a London-based international development charity using a business-based approach to tackle two of the world’s greatest challenges - poverty and climate change. Our social enterprise, SunnyMoney, is the leading distributor of solar lights in Africa, currently operating in Kenya, Malawi, Tanzania, Uganda and Zambia. We are a fast-growing, ambitious charity with a goal to eradicate the kerosene lamp from Africa by 2020. Our award winning community distribution model is catalysing a market for pico-solar products: providing economic opportunity for businesses and local entrepreneurs whilst making clean, safe light accessible and affordable for all.

About Us

As an organisation and as individuals we share three core values: courage, positivity and leading by example. We are passionate and pragmatic in our search for solutions to poverty and climate change that work. We are not scared of taking risks and we are committed to innovation, learning and improvement in everything we do. We believe strongly in our core model – adopting a business-based approach which is designed to achieve scale and sustainability in a very short time frame. We have already achieved a lot but the future challenges ahead are what really excite us.

We aim to create a work environment which enables everyone to thrive, bring their very best to their role, and take responsibility for what they do. We work with one another in a way which fosters trust and enables us to achieve great things together. Purpose of the Role

To ensure the smooth running of the office and its facilities as well as co-ordinating SolarAid’s people management processes. The main responsibilities are:

· Human resources administration (40%)

· Facilities management (10%)

· Office administration (50%)

KEY RESPONSBILITIES

Human Resources Administration (40%)

1. Support line managers with recruitment planning ensuring that new SolarAid/ SunnyMoney vacancies are advertised when requested.
2. Provide information on the most effective recruitment advertising methods
3. Organise interviews, ensuring interview papers are prepared for panel members, candidates’ invitations are sent and any agreed tests or exercises are supervised.
4. With Head of Operations, draw up contracts of employment for new staff members
5. Co-ordinate the induction process for new staff members and volunteers and make sure an induction checklist is completed for all staff members
6. Manage the annual performance & development review timetable
7. Manage the annual leave and sickness absence, calculating entitlement, logging any requests, tracking days taken and updating the UK office holiday calendar and providing regular reports to management.
8. Maintain personnel files update to date ensuring confidentiality

Facilities Management (10%)

1. Ensure key office agreements and documents (including lease, insurance, public liability documents etc) are reviewed and kept up to date
2. Co-ordinate office moves whether within the same location or new location. Co-ordinate quarterly office tidies with staff.
3. Ensure all staff are aware of and adhere to office security and health & safety standards
4. Manage and maintain SolarAid’s storage facility and coordinate clear outs.

Office Administration (50%)

1. Act as the first point of contact for the organisation, handling all primary calls arriving in from our main external telephone line, screening calls as appropriate and diverting them to relevant teams/departments as necessary.
2. Handle group email accounts (info@solar-aid.org / recruitment@solar-aid.org / shop@solar-aid.org), filtering our junk email, replying to generic queries and directing important/department specific emails to relevant SolarAid staff members.
3. Manage all stationery ordering and requests, keeping an itinerary of stationery currently held.
4. Co-ordinate flights for SolarAid staff members and assist with hotel bookings when required.
5. Process any post that arrives in the London office, removing junk mail and providing post to relevant departments.
6. Oversee any internal booking systems for meeting rooms or access to equipment
7. Working with CEO, coordinate Trustee meetings, along with other trustee related administration tasks (e.g. courier documents, book meeting venues etc.)
8. Logging and banking of cheques and inputting donor details into database
9. Fulfil postage of thank you letters and solar lights for donors
10. Organise and manage the SolarAid’s Media library.

PERSON SPECIFICATION

Knowledge, Skills and Qualifications

• A-level/Degree or equivalent experience
• Strong organisation and administration with the ability to prioritise a wide range of demands.
• Ability to work flexibly as part of a small team.
• Excellent interpersonal skills.
• Good written communications skills, including ability to draft recruitment advertisements.
• Good numerical skills to calculate entitlements and payments such as holiday pay, sick pay, salary bands and insurance payments.
• Initiative and discretion and ability to identify problems and offer practical & creative solutions.
• Strong computer skills in using Word, Powerpoint, Excel as well as Google applications and Cloud based services.
• Knowledge of databases such as Salesforce.

Experience

• Several years’ experience as an administrator with a demanding and varied workload.
• Experience of using technology effectively such as excel spread-sheets, databases, internet to support a busy and dynamic office.

Personal Qualities

• A positive attitude.
• Commitment to the values and ethos of the organisation and equality and diversity and understanding of how this might apply to people management.
• Able to keep confidentiality in a small office.

Desirable - Interest in human resources management and supporting development of people processes.

• Chartered Institute of Personnel & Development (CIPD) qualification or CIPD Foundation or Intermediate Certificate in Human Resource Practice (or working towards one of these qualifications)

How to apply:

Please email your CV together with a covering letter addressed to the Head of Operations, Kathy Wright, which explains how you meet the criteria, to: recruitment@solar-aid.org