BRACE has a vacancy for an Office Administrator, 30 hours per week over four days.

Working in a small team, dedicated to defeating dementia through medical research, the Office Administrator will play a key role in helping to achieve the charity’s ambitious plans.

The job description is set out below.

This will initially be a fixed term contract to the end of 2018, but with the possibility of a permanent contract thereafter if the charity grows as planned.

Application is by CV and covering letter/email to the Chief Executive, Mark Poarch. You are welcome to contact Mark if you have questions about the role before applying.

Closing date Friday 19th January. 

JOB DESCRIPTION – BRACE Office Administrator

Job Title:         Office Administrator

Reporting to:   Chief Executive

Hours:              30 hours per week (4 days including Friday, 8.30am to 4.30pm with 30 mins unpaid lunch break)

Salary:             £17,550 per annum (full time equivalent £21,938)

Contract:         Fixed term to the end of 2018. It is hoped that the post will be made permanent thereafter.

Location:         BRACE Charity Office at Southmead Hospital, Bristol

OBJECTIVE:  To manage efficiently a range of administrative tasks in a timely and effective manner remaining mindful of the reputation of the charity.

ROLE:  This position offers the opportunity to work within a small team that is focused on raising awareness of Alzheimer’s disease and other forms of dementia, and whose principal objective is to support research into dementia through fundraising and the award of grants to research institutions.

KEY TASKS:

Responsibility

Tasks

Mail

  • Collect (as necessary) and process incoming mail
  • Ensure outgoing mail is collected or taken to the post room daily
  • Processing mail includes replies to letters, recording receipts on the banking sheet and entering data on the database

Legacy administration

  • Manage correspondence and record keeping relating to legacy gifts received by BRACE
  • Provide administrative support for the Head of Fundraising relating to the 1987 Foundation

BRACE Conference

  • Assist the Chief Executive in the planning of the annual conference
  • Help make key arrangements and liaise with the venue and participants
  • Attend as one of the staff team

Workshops

  • Support the Head of Fundraising in administration prior to ‘workshop’ events, including issuing invitations

SAC administration

  • Assist the Chief Executive and the Chair of the Scientific Advisory Committee with the administration of the quarterly rounds of peer reviews and confirmations of awards

Trustees meetings

  • Assist the Chief Executive in the preparation and circulation of papers for meetings of the Board of Trustees (normally quarterly)
  • Help prepare the meeting room and tidy afterwards

Office supplies

  • Check and maintain supplies of essential stationery and promotional literature

Risk assessments

  • Assist the Chief Executive in the completion of annual risk assessments or as required

Static collections

  • Administer the records for collecting tins held in fixed locations
  • Liaise with volunteers and arrangement replacement of tins when necessary

Dealing with queries

  • First point of contact for enquiries by phone or, occasionally, in person

Additional tasks:

  • Assisting the Chief Executive with various aspects of governance and administration
  • Assisting colleagues with fundraising events as necessary and supporting volunteer-led fundraising
  • Attending meetings and events as required both during and outside normal office hours, including the Annual Celebration and Annual Conference
  • Carrying out any other duties compatible with this post as directed, from time to time, by the Chief Executive

This list is not exhaustive and will be reviewed from time to time in discussion with the post holder.

Person specification

Essential

  • Experience of office administration to a high standard, e.g. as a secretary or PA
  • Excellent planning, time management and organisational skills
  • Good written and oral communication skills
  • Good team worker, willing to work flexibly and with minimal supervision in a small staff team and with trustees and volunteers
  • Excellent interpersonal skills, able to deal confidently and courteously with members of the public
  • Able to attend events outside normal working hours when required (time off can be taken in lieu)
  • Able to work unsupervised (including on occasion being first in or last out of the office)
  • Good IT literacy, including familiarity with Microsoft Office (especially Word and Excel) and confidence working online

Desirable

  • Empathy with the cause that BRACE represents (a knowledge of dementia and research is not essential, as information and informal training will be provided)
  • Full driving licence and willingness to use own vehicle to transport charity information leaflets and other items to BRACE events