Full time 35 hours per week (Mon Thurs 09 30, Fri 09 30) - Hybrid working
The Charity is a registered charity, established to support the Charity's Institute of Science in Israel, in its mission of science for the future of humanity. It does this in three ways: raising funds, facilitating scientific research collaboration between the Institute and the UK and nurturing the next generation of scientists. It is one of eight International Committees around the world that supports the Institute in this way.
The Charity's Institute of Science is one of the world's leading multidisciplinary research institutions, dedicated to fundamental, curiosity driven research. It is home to nearly 250 research groups leading thousands of investigations that underpin an ever expanding understanding of the world. The Charity's scientists have contributed to major advances in cancer, multiple sclerosis, and neurodegenerative disease, as well as to breakthroughs in environmental science, cybersecurity, materials science, and fundamental physics. These discoveries have led to innovations with applications in medicine, aerospace, environmental protection, and advanced technology.
MAIN DUTIES & RESPONSIBILITIES
- Process all donation income through the CRM and finance systems, including preparing pledges, invoices, receipts, and donor acknowledgements.
- Process and record all financial transactions, including supplier invoices, staff expenses, and other payments.
- Reconcile income and expenditure, ensuring accuracy across CRM and finance systems.
- Support the Director of Operations with monthly financial reporting and reconciliations.
- Maintain accurate and up to date financial records and documentation to support audit and compliance requirements.
- Liaise with suppliers to manage invoice queries and ensure timely processing and payment.
- Support the Director of Operations in the administration of grant making, including preparing documentation, maintaining records, and updating relevant systems.
- Assist with financial administration for events and other organisational activities.
Operations & Office Management
- Act as the first point of contact for incoming telephone calls, emails and general enquiries, responding in a professional and timely manner.
- Manage the office calendar, ensuring meetings are scheduled effectively and visitors are welcomed/hosted and supported appropriately.
- Oversee office supplies, including inventory management and ordering, liaising with suppliers as required.
- Manage Health & Safety policies and procedures, ensuring compliance and regular review.
- Liaise with IT providers to support the day to day running of IT systems, including setting up and maintaining staff devices, managing office technology, and supporting meeting and conference facilities.
- Support the smooth running of internal administrative processes, including CRM management, record keeping, and office procedures.
General Administrative Support
- Support the administration of events and mailings, including occasional evening and weekend work as required.
- Support the delivery and administration of programmes (educational and collaborative).
- Provide general administrative support to the wider team as required.
Other expectations
- Work collaboratively with all members of the team, including Trustees and senior volunteers, as well as international colleagues at the Institute in Israel and across the Charity's global network.
- Maintain the highest standards of donor care, professionalism, and confidentiality at all times.
PERSON SPECIFICATION
This role would suit a friendly, proactive and confident individual who enjoys working as part of a small, supportive team and has the ability to:
- Take initiative and contribute flexibly to support the objectives of the organisation.
- Work calmly under pressure while maintaining a professional and approachable manner.
- Prioritise effectively across a varied workload.
- Maintain a high level of accuracy and attention to detail.
It would be beneficial for the candidate to have:
- Experience working in a finance or administrative environment, or a strong interest in developing these skills.
- Experience using CRM databases (ideally Raiser's Edge, Microsoft Dynamics, or similar).