Membership, Fundraising and Operations Assistant

About Wikimedia UK

Wikimedia UK is the national charity for the global Wikimedia movement. We work with the Wikimedia Projects such as Wikipedia to enable people and organisations to contribute to a shared understanding of the world through the democratic creation, distribution and consumption of knowledge. Wikimedia UK has a strong track record of delivery and works in partnership with organisations from the cultural and education sectors and beyond in order to unlock content, develop new ways of engaging with the public, remove barriers to knowledge and enable learners to benefit fully from the educational potential of the Wikimedia projects. Over the past year the small staff team and our large body of volunteers have worked with over 50 organisations including Bodleian Libraries, British Library, Cancer Research UK, Museums Galleries Scotland, The National Archives, National Library of Scotland, National Library of Wales, Royal Society of Chemistry, University of Edinburgh and Wellcome Library.

We are looking for a highly organised, meticulous and flexible person with excellent written and oral communications skills to join the team in London. The role involves providing effective administrative and operational support to the Senior Management Team and board of trustees, as well as supporting the Chief Executive in fundraising. Wikimedia UK is a membership charity and you will play an important role in administering the membership and working with the Chief Executive to develop new ways of engaging with members.

The closing date for applications is midnight on Monday 31st October 2016. Applications cannot be accepted after that date.

If you would like to ask any questions about this position, contact Lucy Crompton-Reid at lucy.crompton-reid@wikimedia.org.uk or 020 7065 0990.

Job Description

Job Title:	Membership, Fundraising and Operations Assistant
Hours:	Full time (35 hours per week)
Location:	Old Street, London (currently)
Reporting to:	Chief Executive, with dotted line to Director of Finance and Operations
Salary:	£24 - 26,000 depending on experience
Benefits:	25 days annual leave plus public holidays, generous pension scheme
Purpose of job:	The Administration and Development Assistant for Wikimedia UK will support the work of the Chief Executive (CEO), the Director of Finance and Operations (DFO) and the Wikimedia UK board of trustees by: Providing administrative support to the Chief Executive and board of trustees Supporting the Chief Executive with planning and delivering fundraising activity Supporting membership administration and strategic development Assisting with HR administration Ensuring the smooth running of the office, supporting the Director of Finance and Operations in office management, IT support, and health and safety issues

Main Duties

Administrative support to the Chief Executive:

• Act as a key first point of contact for enquiries to Wikimedia UK, particularly those directed at the CEO, DFO or board members
• Manage the CEO’s diary, book travel and accommodation for national and international travel and provide general administrative support as required
• Co-ordinate meetings convened by the Chief Executive, such as the Partnerships Advisory Board and Advocacy Working Group
• Maintain discretion and deal with sensitive and confidential information appropriately

Governance and board support:

• Schedule and arrange board meetings; organising dates, booking venues, refreshments and equipment and arranging travel and accommodation for staff and trustees as required
• Edit, format, print and distribute papers for all board meetings
• Attend board meetings,take accurate and timely minutes, record and track actions to ensure they are followed up
• Maintain document management systems to ensure that board papers are safely archived and that the appropriate security procedures are observed
• Support the arrangements for board sub-committee meetings
• Plan and manage arrangements for the induction of new board members
• Support the board and executive in ensuring that Wikimedia UK acts within all relevant statutory and contractual obligations

Fundraising:

• Support the Chief Executive in fundraising from trusts and foundations, including researching and identifying potential funders and helping to draft applications
• Play a key role in developing effective donor cultivation and care, including drafting correspondence with major donors, supporting communications with individuals who give by direct debit, and exploring ways of expanding our donor base
• Provide administrative support for other fundraising activities as required

Membership support and development:

• Work with colleagues to increase the charity’s overall membership
• Support and develop the charity’s member engagement programme, including responding to and acknowledging enquiries, administering regular member communication, confirming membership approvals and sending renewal notices
• Administer the the charity’s member and supporter database, keeping it up-to-date, processing member subscriptions and donations, liaising with external providers and assisting staff / providing training as necessary
• Play a lead role in organising the Annual General Meeting; liaising with staff, trustees and volunteers to plan and deliver the event, booking a venue and catering services, keeping the public wiki up to date, distributing papers to members and managing the event.

Human Resources:

• Support the recruitment of permanent and temporary staff; arranging advertising, processing applications, drawing up shortlisting paperwork, convening interview panels and liaising with candidates about interviews
• Support the planning and delivery of new staff inductions
• Facilitate office arrangements for volunteers working in the Wikimedia UK office
• Assist with HR administration, including leave records, attendance records, appraisal documentation, etc)
• Organise staff training when required

Office Management, IT, Health and Safety:

• Assist the DFO in managing a safe and healthy office environment, including acting as a Fire Warden and First Aider and undertaking training as required, ensuring work station assessments and portable appliance testing is undertaken as necessary, and ensuring the office is safe, clean and tidy
• Support the DFO in her operations role by ensuring the smooth running of the office, ordering stationery and other supplies as required and ensuring equipment such as printers are well-maintained and stocked with paper, toner etc.
• Support the IT function by ordering and setting up office computers and operating systems, sourcing and installing software and acting as an initial point of contact for staff and board IT issues Regularly review all office contracts, source new ones when necessary and maintain good relations with suppliers to ensure that the charity is receiving value for money

Person specification

Essential Experience and Knowledge

• Experience of providing effective, high-level administrative support in a busy, not-for-profit environment
• Experience of communicating with a range of different audiences and establishing strong internal and external working relationships
• Experience of managing a wide range of different priorities at any one time
• A basic understanding of the voluntary sector and of fundraising within this context
• An excellent knowledge of MS Office

Desirable Experience and Knowledge

• Experience of working within a membership organisation
• Experience of individual giving or trusts and foundations fundraising
• Experience of minute taking at board meetings or other formal settings
• Experience of IT systems maintenance

Essential Skills and Behaviours

• Excellent organisational and administrative skills
• Excellent interpersonal and relationship management skills
• A high level of written and oral communication skills
• Good IT and software skills including word processing, spreadsheets and databases
• A good team player with a flexible, supportive approach and a willingness to take initiative
• A confident, positive approach and the ability to manage own workload and time
• Ability to work tactfully and sensitively and to be discreet
• An understanding of, and sympathy with, the vision and mission of Wikimedia UK
• An appreciation of the UK’s cultural and linguistic diversity
• A willingness to work flexible hours as necessary, including occasional weekend work
• A commitment to personal and professional development and a willingness to undertake training as required

How to apply

To apply for this position please complete the application form (Open Office version here and Microsoft Word version here). CVs without a completed application form will not be accepted. Please send applications by email to karla.marte@wikimedia.org.uk with Membership, Fundraising and Operations Assistant in the subject line. All communications relating to this vacancy will be dealt with in confidence.

In your statement, please give details of why you feel you would be the best candidate for this post with reference to the person specification, drawing on your relevant experience and giving examples.

Deadline for applications: Midnight on Monday 31st October. If you haven’t heard from us by Friday 11th November, unfortunately you have not been shortlisted on this occasion.

Background information

• Equal Opportunities: Wikimedia UK has a commitment to achieving equality of opportunity in both services to our members and clients, and in the employment of people, and expects all employees and volunteers to understand and promote its policies in their own work.

• Fire, Health and Safety: Wikimedia UK is committed to a healthy and safe working environment and expects all its employees to consider and integrate health and safety in all work activities.

• Sustainable Development: Wikimedia UK is committed to the principles of sustainable development and all employees are expected, in so far as possible, to maintain work practices in line with the principles of sustainable development.

• Continuing Professional Development: Wikimedia UK is committed to the continuing professional development of all its staff and volunteers. Employees are expected to develop learning plans in conjunction with their line manager in order to undertake training or other career development opportunities that they feel would develop their work and the operation of the Charity.

• Data Protection: Wikimedia UK holds sensitive data on its members, volunteers, donors and those using its services. All employees are required to maintain an awareness of data protection responsibilities, and to execute all relevant duties with tact, discretion and due respect to confidentiality of clients, members and staff.