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Vacancy: Administrator, Political Studies Association (PSA)
The Political Studies Association exists to develop and promote the study of politics. Founded in 1950, we are the leading Association in our field in the United Kingdom, with an international membership including academics in political science and current affairs, theorists and practitioners, policy-makers, researchers and students in higher education.
To support, across all roles, the activities of the PSA Head Office
1. To act as centralised office support
- Generally, act as first point of contact at the PSA by phone and email, demonstrating exemplary customer service skills and answering queries, and routing enquiries when appropriate to the relevant member of staff or trustee.
- To take responsibility for all aspects of the hiring of the PSA meeting rooms, from hosting customers, taking bookings and managing availability, chasing payments and working with third party brokers
- Explore and implement new office practices and methods of organisation to improve efficiency of communication between staff members, and staff members and trustees.
- To plan and organise all quarterly Executive Committee meetings with Chair and CEO; to receive and collate all relevant reports for Executive Committee papers to send out to staff and committee members. Additionally, taking notes and writing minutes for each Executive Committee meeting; and to monitor action points as produced from Executive Committee meetings.
- To administer the shared meetings, annual leave, and sick leave staff calendars.
- To occasionally book hotel rooms and/or travel for PSA staff, PSA trustees or guests of the PSA.
- To liaise with PSA office tech and website support regarding technological related issues experienced by the PSA office or occurring on the PSA website.
- To manage office supplies and resources.
2. To act as PSA Office contact for membership activities
- To act as primary contact for managing membership administration. Initially, this will involve working with CJAM Ltd., the outsourcing company currently handling membership registrations, renewals, payments, and general membership inquiries. From 1st July this will change to managing membership in house which will include, but not be limited to, responding to calls and emails about membership within 48 hours, managing the membership database and producing reports, troubleshooting the online joining process for new members as well as the renewals process and working with our website partners to reflect the needs of members for future website changes.
- To work directly with the PSA Secretary (a trustee role) and CEO to implement any membership changes decided by the Executive Committee.
- To update and maintain contact lists including teachers, university societies, Heads of Department, MPs.
- To administrate the PSA’s various grant schemes, including the Overseas Conference Grant and International Visitor Grant, advertising the grants to those eligible in advance; updating the forms on the website; receiving and reviewing all applications via email; emailing all relevant applicant information to appropriate persons deciding on grant outcomes; and notifying applicants of the decision in a timely manner. Requires keeping historical data on grant applicants and monitoring grants budget lines. Also implementing any changes to the PSA funding schemes as required.
- To administrate all PSA elections (eg for new trustees, Early Career Network members, Teacher’s Network)
3. To provide financial and general office support
- To support the finance officer by administrating the finance in-box on Thursdays and Fridays when the finance officer is not in, reconciling receipts with expense claims and administrating invoices ready to be checked, and collecting company credit card receipts.
- To receive all expenses and forms from grant recipients.
- To organise financial information related to membership for annual audits.
- To take responsibility for all filing of finance documents.
4. To provide administrative support for communications and marketing
- To collate all relevant announcements for the membership e-newsletter, which is sent out once a month to all members.
- To receive announcements from trustees and send out to relevant PSA contact lists.
- To write and circulate the PSA Monthly Brief to trustees, staff, publications editors, Teachers’ Network and Early Career Network officers, and liaising with colleagues to update the corresponding Forward Look calendar.
- To collate articles for our quarterly membership magazine PSA News, and to copy edit any articles on behalf of Communications & Media Officer when required.
- To update the PSA website as necessary, for example, to promote events, jobs, calls for papers, etc.
5. To provide administrative support on event-planning
- To support the Events and Marketing Manager in organising PSA’s programme of annual events, including the PSA Annual International Conference, the PSA Awards, and the British Library lectures which can include: managing participants/attendees, including invitations, accessibility and dietary requests; organising catering and deliveries.
- As needed, to book venues for PSA sub-committee meetings, interviews, or other smaller ad-hoc PSA events.
- To send invitations and manage invitation lists for ad-hoc PSA events on behalf of trustees or CEO.
These duties are subject to change from time to time as determined by business priorities and communicated by the CEO.
- A self-starter, able to work on own initiative and multitask, juggling priorities and working to competing deadlines.
- Ability to communicate clearly and concisely in written and verbal communications.
- Enthusiastic, resourceful and positive approach to work, finding solutions rather than escalating problems. Adept problem-solving skillset.
- Excellent interpersonal and relationship building skills.
- Experience of undertaking independent research and presenting findings in a clear and succinct way.
- Committed team player.
- Highly organised with meticulous attention to detail but also the ability to see the bigger picture and prioritise effectively.
- Excellent IT skills including Microsoft packages.
- Experience with websites and customer relationship management (CRM) systems; ability to effectively problem-solve related issues.
- Previous experience with updating websites.
- Previous experience of working in a customer services role.
- Previous experience of planning and executing events in a supportive role.
- Previous experience of project management.
- An interest in politics and/or education.
- Some experience of managing budgets and understanding financial data.
- Understanding of GDPR requirements.
There are seven permanent members of staff currently, all reporting to the CEO. This post is based in our Head Offices in Camden.
The role is full time and there is some requirement to work outside normal office hours to attend various PSA events. In addition, occasional travel would be expected within the UK.
Terms of employment:
1. The starting salary will be £25,000 per annum with scope for annual progression; salaries are reviewed annually every June
2. 37.5 hour working week excluding lunch; willingness to work occasional evenings and weekends with no overtime payments but the flexibility to claim time off in lieu
3. 25 days’ annual holiday allowance plus bank holidays
4. Employer contribution to pension (6% for employee contribution of 3% of salary, 10% for employee contribution of 5% of salary)
How to apply:
Please send a CV (no more than three sides of A4) and a covering letter (no more than two sides of A4) explaining why you are suited to the role by 5pm on 10 May 2019 to firstname.lastname@example.org.
Interviews will be held on 21 May 2019 and will involve a written test after the interview.
Please also complete a PSA equal opportunities monitoring form – this can be accessed from the PSA website at /sites/default/files/PSA-equal-opportunities-monitoring-form-%20July%202017.docx.
Shortlisted candidates will be contacted by the end of May 2019. If you have not heard from us by then please assume that you have been unsuccessful.