Established in 2012, Carers Worldwide have transformed directly the lives of over 79,000 carers and family members through our partnerships with local organisations in the countries where we work. In addition, legislative changes implemented as the result of our advocacy work are improving the lives of hundreds of thousands of carers. We are now embarking on the next exciting stage of the Carers Worldwide journey as we seek to amplify our reach and diversify our ways of working, in order to reach an ambitious target of impacting the lives of 10 million carers by 2030 through a combination of policy change and direct work.
To that end, we are seeking a new team member with personal assistant or administrator experience to join our small team and support our Executive Director by managing his time, diary and priorities. You will be in contact with internal and external stakeholders, including funders, donors and partner organisations, providing a high level of support. You will ensure that all matters are dealt with in a professional, efficient and sensitive manner.
1. To provide an efficient and responsive administrative, organisational, and logistical service to the Executive Director, helping him to manage and prioritise his time.
2. To organise the administrative responsibilities that facilitate the smooth running of a virtual office
The role of Executive Assistant is a newly created one.
1) Executive Assistance Duties:
• Manage and maintain the Executive Director’s diary and email account
• Filter emails and highlight urgent correspondence
• Ensure busy diary commitments, papers and travel arrangements are managed effectively
• Conduct weekly diary meetings with the Executive Director to discuss upcoming engagements, invitations and other requests
• Schedule on behalf of the Executive Director meetings between him and his staff members, trustees, committees and other stakeholders, including staff of partner organisations
• Ensure reports are received from partners and follow up as necessary
• Maintain and monitor the annual plan, prompting the relevant people where appropriate
• Prepare Trustee meeting and committee minutes
• Organise all occasional events held by CW including Trustees meetings, strategy days, stakeholder events. This includes sourcing venues, managing attendee lists and invitations, arranging appropriate IT and other resources and ensuring the event runs smoothly.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements are in place for the Executive Director which match his requirements
• Filter general information, queries, phone calls and invitations to the Executive Director by redirecting or taking forward such contact as appropriate
• Manage the process of co-ordinating briefing information on behalf of the Executive Director from start to finish to ensure that he is fully prepared for all engagements
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Executive Director
• Prepare correspondence on behalf of the Executive Director, including the drafting of general replies as appropriate
• Monitor the Executive Director’s professional social media presence, including making responses as appropriate
• Minute meetings as required and complete research on behalf of the Executive Director
2) Virtual Office Management
• Stay in contact with all team members and ensure they have the stationery and equipment they need
• Prepare items for posting where necessary
• Maintain oversight of organisational calendar
• Manage annual memberships, subscriptions, insurance premiums etc
Carers Worldwide is a small team, and staff work closely together to ensure we achieve our strategic goals and achieve a better world for carers. It is therefore essential that staff are team players, able to respond flexibly to changes in the requirement of their post from time to time. This job description is therefore a guide and not an exhaustive list of all responsibilities that the post holder may have over time.
Skills and Experience
The successful candidate will essentially have:
• highly developed organisational skills with the ability to organise others
• ability to use their own initiative, work independently and manage their own time and workload
• excellent written and verbal communications skills
• strong computer literacy, advanced use of all Microsoft office software
• at least two years’ experience in either a PA or high level administrative role
• a thirst for knowledge and news and an enjoyment of building relationships
• past experience within the charity/voluntary sector
• event management skills and experience
In addition, the successful candidate will:
• agree with the vision, mission and approach of Carers Worldwide
• be committed to follow the policies, procedures and ethos of Carers Worldwide
• have a passion for carers’ rights and a genuine interest in Carers Worldwide’s work
Reporting to: Executive Director
Start Date: As soon as possible
Location: Home based but with regular meetings in Welwyn Garden City, Hertfordshire, so must be within easy reach
Terms of Appointment
• £20,000 – £21,500 depending on experience (pro rata)
• 17.5 hours per week (across 5 days)
• Permanent contract (3 month probation period)
• 25 days annual leave plus bank holidays (pro rata)
• Pension with 8% employer contribution (following probation period)
• Travel within the UK required, especially London
Carers Worldwide values diversity and inclusion. We welcome applications from people of all backgrounds and particularly welcome candidates with lived experience of caring. You must have the right to work in the UK.
Our Commitment to Safeguarding
Carers Worldwide is committed to safeguarding people within our programmes, staff, volunteers and others associated with our work from exploitation and abuse. We have specific policies on this commitment, including safeguarding and whistleblowing, and a code of conduct. These policies outline the expected behaviour and the responsibilities of all staff, volunteers and other organisational representatives.
Any candidate offered a job with Carers Worldwide will be expected to sign our safeguarding policy and our code of conduct and agree to comply with our procedures. DBS checks/police vetting will be carried out.
How to apply
Please submit your CV, completed application form and equal opportunities monitoring form, which you can download below, to Ruth Patil at firstname.lastname@example.org before 5pm on Friday 24th September.
If you have any problems with the forms or require them in a different format, please email Ruth.
Candidates will be informed of the outcome of their application as soon as possible.
Interviews for shortlisted candidates will take place during the week commencing 4th October and will be via Zoom.
Carers Worldwide is the only organisation exclusively highlighting and tackling the issues facing unpaid family carers in the global South. This vulnerable and hidden group, caring for family members who are disabled, sick or elderly, are at high risk of social stigma, isolation, ill health and poverty. Carers Worldwide promotes their inclusion and give them a voice. We do this by partnering with local NGOs to facilitate carer-specific services: access to support groups, respite, healthcare and counselling, along with support for livelihood activities that can co-exist with caring. To promote long term change, we promote the work of carers associations and partner with governments, as well as national and international NGOs to bring about changes in policy and practice for carers.