ADMINISTRATOR - BUSINESS OPERATIONS

ADMINISTRATOR - BUSINESS OPERATIONS
Reports to:    Director General (DG)

The position is full-time, but has some possibility of part-time for the right candidate.
The salary offered will be competitive and based on the attributes of the candidate.

WSRO:

The World Sugar Research Organisation (WSRO) is an international scientific research organisation. It is a non-profit making Limited Company, based in Milton, Cambridgeshire.

Objective of the Position:

To provide both operational and administrative support to the organisation. The key purpose of the position is to support the Director General (DG) manage the planning and implementation of WSRO activities.

The administrator will provide both clerical and administrative support to the DG and would be involved in the coordination and implementation of office procedures. The role plays a vital part in the administration and smooth-running of businesses throughout its activities, and helps the DG make the best use of their time by dealing with secretarial and administrative tasks.
The administrator will have responsibility for specific projects and tasks and requires relevant skills such as IT and organisational, as well as the ability to multi-task and work well under time pressure.
The role requires extensive knowledge of the organisation and key personnel (both external and internal) and understands the organisation's aims and objectives.
Discretion and confidentiality are essential attributes for this role.

Responsibilities:

• Devising and maintaining office systems, including data management and filing; 
• Scheduling and attending meetings, creating agendas and taking minutes, greeting visitors;
• Booking rooms and conference facilities. 
• Coordinating activities related to WSRO Committees meetings.
• Organising and maintaining diaries and arranging appointments; ensuring the DG is well prepared for meetings;
• Dealing with incoming email, faxes and post, corresponding on behalf of the organization in all administrative matters;
• Arranging travel, visas and accommodation and provide general assistance in relation to travel arrangement for the DG and external contacts;
• Act as first point of contact with people from both inside and outside the organisation;
• Managing and maintaining budgets, as well as invoicing and arranging payments;
• Handling phone calls, enquiries and requests; 
• Carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Assist DG in compiling information for WSRO Board Reports

Common tasks include:

• Using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases;
• Using content management systems to maintain and update websites and internal databases;
• Managing and maintaining budgets, as well as invoicing;
• Liaising with other staff and with external contacts;
• Ordering and maintaining stationery and equipment;
• Sorting and distributing incoming post and organising and sending outgoing post;
• Liaising with colleagues and external contacts to book travel and accommodation;
• Organising and storing paperwork, documents and computer-based information;
• Photocopying and printing various documents
• Arranging in-house and external events.

What to expect:

• Work is almost entirely office-based.
• The role can be stressful at times, since the work is always focused on the needs of the DG and the organization. Deadlines may be imposed suddenly, demanding flexibility and reprioritisation of workload.
• Travel within a working day, overnight absence from home and overseas work or travel are all uncommon but may be required occasionally.