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Team Assistant

Summary Sheet: Advert / Media / Entertainment

Advertiser NameHealthy Teen MindsAdvertiser Type:Company
Classification:Advert / Media / EntertainmentSubclassification:
Country:United KingdomLocation:United Kingdom
Language:English - United Kingdom (en-GB) Contact Name:
Employment Type:AnyWorkhours:Full Time

Position: Team Assistant

Contract type: 37.5 hours per week, 9 months fixed term
Working pattern: Monday to Friday, 9am to 5pm
Salary: ss18,005 to ss19,737 per annum pro rata depending on experience
Other benefits: Up to 10% matched pension contribution, 35 days annual leave
(plus 8 bank holidays) pro rata.
Location: Home based, with occasional national travel required.
Main responsibilities
-Providing general administrative support to the team, e.g. sending diary invitations,
agendas and key documents ahead of meetings, proofreading documents, sending
emails to key stakeholders, writing up key actions from meetings, summarising group
discussions at events,etc.
-Managing central project inboxes and telephone inquiries - dealing with day-to-day
queries and basic technical support for our online training platforms, escalating
where necessary.
-Maintaining and updating contact lists and databases, under GDPR guidelines.
-Coordinating travel arrangements for the team, including accommodation.
-Organising all external event bookings, including catering.
-Assisting the team with marketing and communications activities, including ordering
and sending out merchandise.
-Acting in a Personal Assistant capacity to our Directors (2) and other team members
where appropriate.
-Performing any other relevant duties assigned within the scope of your role. E.g. data
collection and entry.
Other information
-This role will be mainly based at home, however you will be required to travel
occasionally for team days, approximately 1 day per month. All of your travel will be
paid for by Healthy Teen Minds.
-You will be provided with a laptop and mobile phone.
-We want you to claim all of your annual leave in the year and we will be as flexible as
possible. Due to the nature of our work, large chunks of annual leave (over 2 weeks)
will not be granted during busy times.
-This position will be subject to a satisfactory DBS check
About you
We are looking for a highly organised, kind person who genuinely respects young people
and public sector workers and is as determined to create change as we are.
-Admin Jedi - extremely organised and has a love for all things admin.
-Excellent written communication skills, including the ability to proofread.
-Excellent verbal communication skills, you must have a clear and confident
telephone manner.
-Good working knowledge of common calendar and meeting management tools, e.g.
Outlook, Google Calendar, Microsoft Teams, Zoom etc.
-Excellent time management skills with the ability to manage competing priorities.
-Self reliant with the confidence and ability to work independently and speak up when
you are unsure
-Cool head with the ability to keep calm when things go wrong, responding to
situations as they arise
-Ability to set boundaries around your working day. We don't want you to work more
than your hours.
-Approachable and empathetic.
-Committed to working in a non-discriminatory and anti-racist way.
-Must view our Young Advisors as equal members of the team and treat them with
respect (e.g. no 'parenting')
-Confident in using social media
-Confident to improve systems or set up new processes where needed.
-Able to design posters, social media cards and other basic marketing collateral.
-Experience of using web-based software such as Mailchimp, Hootsuite, Eventbrite,
Doodle and Canva
-You must have at least 2 years experience in a similar role - e.g. admin support,
assistant or Personal Assistant/Executive Assistant role
-Must have experience of diary management
-Experience of providing 'help desk' and customer service support, with evidence of
managing confused or sometimes agitated people
-Must be comfortable working with cloud based systems such a Google Drive or
Office 365
-Experience of using and maintaining admin systems
-Comfortable working from home
-Experience with Wordpress or IT support
-Experience of working in a small team in a start-up or social enterprise or experience
of working in a health organisation (NHS trust or arms length body) or school
-Experience of using third party email platforms such as Mailchimp or Constant
-Experience of working with young people and co-production
To ensure the diversity of our team, using positive action under the Equality Act 2010, we will
appoint a BAME candidate if 2 candidates are equally qualified.

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