Job Purpose:
To work with the Support for Ukraine Project Team to deliver the Diocese of Hereford Support for Ukraine Scheme, as a key member of the project team, to ensure effective delivery of the Support for Ukraine Scheme, to ensure that as many Ukrainians are settled into life in the Diocese and County as possible.
To provide administrative and project support to both the Support for Ukraine Project Manager and Support for Ukraine Project Officer.
Accountabilities:
1. Organise, prioritise and manage the busy workload of supporting the Project Manager and Project Officer.
2. Maintain office administrative and filing systems online, ensuring that all filing is kept up to date.
3. Attend weekly team meetings online and monthly team meetings in person, and to attend the Communities for Ukraine, and any sub-groups of that network, on a monthly basis.
4. Act as the main point of contact for both Support for Ukraine Project Manager and Project Officer, dealing with queries either by phone or email as they arise, including acting on their behalf when required. Bring to the attention of the Project Manager and Project Officer anything that they need to follow up on, including urgent matters in their absence.
5. Prioritise, manage and keep track of actions arising from meetings and planned activities agreed by Project Manager and Project Officer, often working to tight deadlines.
6. Manage the diaries of the Project Manager and Project Officer, keeping them informed of meetings/commitments and ensuring they have all relevant papers and briefing notes for meetings.
7. Monitor daily both the Ukraine Inbox and Hosts for Ukraine Inbox, acknowledging and responding to queries and emails, and directing queries to team members as appropriate.
8. Liaise with the hub coordinators under the direction of the project officer.
9. Support the team to collect data for monitoring and evaluation purposes. Produce reports by undertaking research and collating statistical information as required.
10. Research and collate information and create resources to support all aspects of the project, as directed, including supporting the creation and dissemination of a newsletter to the hubs.
11. Take the lead on creating content for and updating the relevant website pages under the direction of the Project Manager and Project Officer.
12. Coordinate and organise appointments and meetings on behalf of the Project Manager and Project Officer. This includes finding dates, using Doodle or similar, booking venues, providing agendas, informing attendees, and ensuring any required documentation and equipment is available.
13. Support the officers in organising events, including conferences, training, and seminars where there is diocesan involvement. This includes all aspects of organisation, working with the project manager and officer to check budgets; booking venues, equipment, caterers, and speakers; advertising and managing bookings; producing marketing materials; collating speaker information and presentations; producing conference packs; informing attendees and providing them with relevant information for the event; providing follow-up information and reports.
14. Apply the appropriate IT to support the work of the team and to organise events and meetings, such as Zoom, Teams, and/or Eventbrite.
15. Deputise and attend meetings when required on behalf of the project manager and project officer, parishes, and other partners, taking minutes when needed. Production and distribution of minutes from meetings and ensuring actions are followed up.
16. Carry out all work with due regard to policies and procedures of the Diocese, including equal opportunities policies and procedures.
Particular duties and responsibilities may vary from time to time without changing the general character of the duties or level of responsibility entailed. The post holder may therefore be required to pursue activities other than those specified above.
Fixed Term Contract for 12 months subject to further funding.
Job Type: Part-time
Pay: £9,828.00 per year
Expected hours: 15 per week
Benefits:
* Company events
* Company pension
* Cycle to work scheme
* Free parking
* Health & wellbeing programme
* On-site parking
* Sick pay
* Work from home
Schedule:
* Monday to Friday
Application question(s):
* Do you have the right to work in the United Kingdom?
Work Location: Hybrid remote in Hereford
Application deadline: 28/11/2024
Expected start date: 01/01/2025
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