Post Objectives

As PA and Office Administrator, you’ll be trained and supported to play a key role in the smooth running of this busy office and look after all our premises too.  You’ll make sure that the office premises and its g-drive and filing systems all run smoothly, and provide administration to support all the work of Integrate UK.

You will be involved in the development of the organisation and liaise with the Director and the board of trustees on the updating of policies and internal systems. 

You’ll work closely with the Director and Finance Manager and be in charge of office supplies and procurement.   

Job description

• Responsible for the smooth running of the Integrate UK base and office, managing the office space, reception and creative/training spaces and liaising with visitors, suppliers/contractors and young people as required
• Following training, take over responsibility for Health & Safety in the office
• Maintain paper and online filing for Integrate UK records, Shared Calendar and other cloud based applications
• Ensure staff/volunteers comply with organisation’s policies, in particular  IT, Data Protection and Health & Safety policies, identifying training as needed
• Negotiate good deals for services and arrange building repairs. Order supplies and equipment to maintain office and IUK services. Review and renew insurance.

• Provide PA support to IUK Director.  This will include taking minutes, drafting consent letters, facilities hire, and researching items.
• Provide a professional service to Trustees including drafting agendas and reports, attending meetings, writing accurate minutes and follow-up action as required. Maintain all Trustee records and research training and development.
• Provide all HR administration support for recruitment & retention of staff and volunteers, including DBS checks. Maintain records securely and confidentially. Monitor changes to HR law and good practice, advising Director where necessary. Alert Director to all HR milestones, such employee at end of probation period.
• Ensure IUK has all relevant policies in place and that existing policies are tabled for review according to the policy calendar. 
• Alert Director and Finance Manager about upcoming grant reporting deadlines.