Current vacancies

Foundation Office Administrator- #JBD6926
Salary £22000 - £25000
Position type: Permanent
Contact person: Richard Creer

Now filled

Foundation Office Administrator

The Foundation Office

Charterhouses Foundation Office was founded in 2017 in order to:

Generate philanthropic income in support of the Schools strategic priorities, including infrastructure and bursaries.
Develop an engaged and active Charterhouse community, building upon affinity levels by providing high quality services to our alumni, parents and supporters.
Encourage and harness the expertise of our external community to enhance our educational offer (from recruitment through to alumni), encourage advocates to act on our behalf and seek support in raising our profile and reputation.

Basic Purpose of the Job

The post of Foundation Office Administrator will work closely with the Foundation Director and colleagues in the Foundation Office to administrate an enhanced programme of communications and events, which focus on bringing the Charterhouse community together.

Main Duties

Undertake the detailed administration of a high-quality programme of School events for OCs, parents and others, such as:
Carthusian Day,
Guest lectures/talks, networking evenings,
Ensuring parents and OCs are invited to events taking place across the School calendar, such as: Pupil plays, Music recitals, sports fixtures, Carthusian Day etc.
Supporting the OC Club societies and House Associations, all of which are run by alumni volunteer committees.
Gaudies and OC reunions
Leavers Ball
Delivering a programme of activities for both new and existing parents each year, supporting individual housemasters (as required) to deliver a programme of house-based events for current parents
OC and parent events and activities in Hong Kong and other international chapters
Donor and prospective donor events
Other events and activities which promote positive relationships with OCs, current and past parents and others
Administrate all email and phone messages into the departmental accounts from alumni and parents, OC Clubs and Societies, and old House Associations.
Coordinating the sending of regular mass email communications which share news and invites to events and the refreshing of data after each piece of correspondence.
Administrate the Foundation Offices social media presence in conjunction with colleagues In Marketing.
Issue confirmation of attendance letters to OCs who request them.
Manage the data and administration of all OC obituaries
Working with the Foundation Officer (Database) to ensure that all necessary information is recorded as accurately as possible.
Undertaking such other activities as may be reasonably expected.
Working in accordance with the Data Protection Act and other relevant legislation.
Responsibilities may evolve as OC and parent relations and fundraising activities develop. Supervisory and Managerial Responsibilities None. Relevant Experience/Knowledge & Technical Competencies
Demonstrable experience in events administration and of delivering high-quality and complex events
Demonstrable experience in managing a number of varied projects at once.
Success in communicating and supporting a wide variety of stakeholders
Use mass-communications programmes, including emails to stakeholders
Experience as an Executive Assistant or similar
Management of an online community / careers programme
Previous experience working in the education/charity sector
Sound knowledge and application of the Data Protection Act
Experience in proof reading and writing articles and marketing materials

Person Specification

Outstanding written and oral communication skills
Excellent telephone manner
Outstanding interpersonal skills: with the proven ability to establish and maintain positive relationships with a wide range of people
Co-ordination of complex events
Delivering multiple projects at once
Ability to work independently or as part of team
Ability to prioritise and meet deadlines under pressure
Unflinching commitment to accuracy and attention to detail
Must be organized and have good time management
Be a quick learner with a flexible approach to the changing nature of their role

Heads of Terms

Salary £22,000 to £25,000 per annum depending on skills and experience.

Working Hours This is a full time, all year-round post, 37.5 hours per week (usually 0900 - 1730, Monday to Friday, with an hour unpaid for lunch). There will be a requirement for some evening and weekend working. Safeguarding Working in a School environment, the jobholder is responsible for promoting and safeguarding the welfare of children and young persons for whom they are responsible or with whom they come into contact and are expected to adhere to and ensure compliance with the Schools Safeguarding Policies at all times.
If, in the course of carrying out the duties of the post, the Job Holder becomes aware of any actual or potential risks to the safety or welfare of children in the School they must report any concerns to the Schools Designated Safeguarding Lead.
Benefits of Employment - Automatic enrolment into Charterhouses contributory workplace pension scheme - Lunches when available - 5 weeks paid holiday plus statutory English Bank Holidays (pro-rata). It may not be possible to take public holidays during term time, and time off will be given in lieu. - Membership of School Sports Centre - Participation in Cycle to Work scheme (subject to eligibility) - Membership of Schools 9 hole golf course at reduced subscription - Death in service benefit - Personal Accident Insurance - Access to an Employee Assistant Programme - Support for professional development and training Notice 4 weeks during probationary period (which is normally six months). Once the appointment is confirmed both parties are required to give at least 4 weeks notice on either side.

Interview and Selection Process

If you are invited to interview this will be conducted in person and the areas which it will explore will include suitability to work with children.

Interview outline:

At least 1 interview with line manager and member of HR team
Tour of the School with member of the Foundation team
Technical skills assessment (where appropriate)

Application closing date: 03/07/2022

For more information and to apply: