SHF Vacancy: Part-time Operations Assistant

The Stuart Hall Foundation is seeking an Operations Assistant to support day-to-day functions of the charity, working with the Fundraising and Operations Manager to improve the organisation’s workflows and systems.

This is a part-time fixed-term contract role comprising 3 days per week for 6 months, with potential for extension in future.

Summary

Term: 6-month fixed-term contract (November 2023 – April 2024), with possibility of renewal.

Days: 3 days per week (Monday, Tuesday and Wednesday), with some flexibility where required.

Fees: £135 per day (including all applicable taxes).

Reporting to: Fundraising and Operations Manager.

Location: UK, remote working. Occasional travel to events and meetings where required.

The Role

The Operations Assistant will work under the guidance of the Fundraising and Operations Manager to improve the overall efficiency of the Foundation’s workflows. They will play a crucial role in the organisation’s next phase of development by taking responsibility for day-to-day operational tasks, and contributing ideas on fundraising initiatives and strategy. The Operations Assistant will also gain hands-on experience assisting with the production of online and in-person events where needed.

This exciting opportunity is suited towards highly organised professionals with strong interpersonal skills, a keen eye for detail and an interest in arts, culture and academia. Working closely with the Foundation’s team, the successful candidate will assist the organisation in its mission to tackle racism and inequality in culture and society.

Diversity, social justice and access were central to Stuart Hall’s work in education and the arts, and are embedded in the Foundation’s values, programme and approach. The Stuart Hall Foundation is an equal opportunities employer and welcomes applicants from all backgrounds. All applications are welcome.

Key responsibilities

Administrative Support

• Diary and meeting management, including scheduling meetings, sending out meeting invites, setting up Zoom calls, preparing meeting papers, minute-taking, organising catering and venue arrangements for in-person meetings.
• Day-to-day administrative tasks (managing digital and paper filing systems, managing software subscriptions, preparing document templates, updating Charity Commission records etc.).
• Managing Foundation’s general mailbox and responding to enquires.
• Supporting the team with drafting external supplier agreements.
• HR support (supporting recruitment, drafting contracts, processing payroll etc.).

Finance

• Processing expense claim forms.
• Recording invoices, saving invoice copies in the relevant folders, and preparing the list of monthly payments.
• Preparing monthly and quarterly finance reports.
• Supporting the preparation of Annual Accounts.
• Supporting Fundraising and Operations Manager with annual budget projections.

Fundraising

• Supporting Fundraising and Operations Manager with preparation of fundraising bids.
• Supporting Fundraising and Operations Manager with funder and donation report preparation.
• Administering the SHF Friends Scheme.
• Carrying out fundraising research.
• Setting up and managing our CRM system.
• Gift Aid Processing.

Policies and Procedures

• Working closely with the Fundraising and Operations Manager and Executive Director to draft and improve organisational policies.
• Reviewing and suggesting ways to improve administrative and organisational processes.

Experience and abilities

Essential:

• At least 1 years’ experience of providing administrative support to an organisation and management team.
• Experience of managing a varied workload to competing deadlines.
• Good IT skills with experience using Microsoft Word, Excel, Outlook, Dropbox and Zoom and other software.
• Excellent written and spoken English.
• Attention to detail.

Desirable:

• Knowledge of, and interest in, the work of Professor Stuart Hall.
• Experience of working in the voluntary sector and/or servicing committees.
• Experience of working with cultural and/or academic institutions.
• Experience of fundraising for charities or cultural organisations.
• Experience of maintaining and developing contact databases.
• Experience of managing financial records and invoice processing.
• Experience in using Xero or similar accounting software.
• Experience of developing organisational policies.

Personal qualities and approach

• A confident communicator with good interpersonal skills.
• Well-organised with good time management skills.
• Ability to work independently.
• Ability to work under pressure without losing the attention to detail.
• Commitment to the values and aims of the Stuart Hall Foundation.

The appointment is subject to satisfactory previous employment references

How to apply

Click here to access the job application form.

You will need to submit a CV, a cover letter, contact information and two professional references.

We also encourage applicants to fill in our equal opportunities monitoring form. Click here to access the survey.

If you have any queries, please contact info@stuarthallfoundation.org.

Applications are due by Monday 16th October, 11.59pm BST. Unfortunately, we cannot accept any late applications due to resource limitations.

Interviews will take place on Wednesday 25^th October via Zoom.