Responsible to: Head of Administration Support
Hours: Full-time, 40 hours per week
Location: London
Responsible for: Company Secretary, Administration and Human Resources functions

Responsibilities

  • Company Secretarial duties:
    o Ensure compliance with statutory and regulatory requirements, maintaining accurate and up-to-date records.
    o Coordinate board meetings, prepare agendas, attend meetings, and take accurate minutes.
    o Manage communication with regulatory bodies and ensure timely submission of required documents.
    o Provide guidance to the CEO and Board on corporate governance matters.
    o Maintain and update the organisation’s statutory registers.
  • Personnel Support Duties:
    o Maintain personnel records, ensuring compliance with data protection regulations.
    o Administer HR policies and procedures, and provide guidance to staff.
    o Oversee the recruitment process, from advertising vacancies to onboarding new employees.
  • Administrative duties:
    o Oversee day-to-day office operations, including facilities management, supplies, and equipment.
    o Coordinate and schedule meetings, events, and travel arrangements.
    o Manage incoming and outgoing correspondence, emails, and phone calls.
    o Assist in the preparation of reports, presentations, and other documentation.
    o Implement and maintain efficient filing and document management systems.
    No job profile can cover every issue which may arise within the post at various times and the post holder may be expected to carry out other duties from time to time.

Person Specification
Stella Maris UK is a complex organisation that works directly and indirectly with multiple stakeholders, both internally and externally to the organisation. The Administrative and Personnel Coordinator will need to work effectively with all of these stakeholders and be able to appreciate and consider the impact of individual decisions across these differing stakeholders.

Qualifications:

  • Degree in Business Administration, Human Resources, or a related field.

Experience:

  • Proven experience in a similar combined role, preferably in the non-profit sector.
  • Familiarity with maritime or charitable organizations is an advantage.
  • A practising member of the Catholic Church (desirable).

Required skills:

  • An excellent grasp of Stella Maris’ vision, mission and values.
  • Excellent communication and interpersonal skills.
  • Knowledge of corporate governance and legal compliance.
  • Understanding of HR practices and personnel management.
  • Strong organizational and multitasking abilities.
  • Proficient in Microsoft Office Suite and relevant administrative tools.

Attributes:

  • Discretion and ability to handle confidential information.
  • Proactive problem solver with a positive attitude.
  • Ability to work independently and collaboratively in a team.
  • Ability to prioritise and execute tasks in a fast paced and rapidly changing environment, working to tight deadlines.

Salary and Conditions of Service

  • Salary: £32,000 per annum.
  • Hours of work: 40 hours per week.
  • Location: London, with some hybrid working (1-2 days WfH).
  • Leave arrangements: 28 days per annum plus Bank and statutory holidays.
  • Pension: Stella Maris operates a pension scheme (up to 6% matching contributions).
  • Death in service benefit of 4 x annual salary.
  • Full details and terms of employment will be issued if an offer of employment is made.

Recruiting Process
If you would like to apply for this position, please send the following to [email protected]:

  • An up-to-date CV outlining your employment history, academic and professional qualifications, and contact details.
  • A supporting statement (no more than 2 x A4 pages) demonstrating how you meet the criteria outlined in the person specification and why you are interested in becoming the Administrative and Personnel Coordinator for Stella Maris.

Key Dates

  • Closing date for applications 2359 hours on Wednesday 17 January 2024
  • Short listing 18 – 19 January 2024
  • Candidates notified of shortlisting results Friday 19 January 2024
  • 1st Round of Interviews in London Tuesday 23 January 2024
  • Candidates notified of outcome Wednesday 24 January 2024

For more information and to apply, please download the candidate pack.