PA/Administrator

Part time PA/Administrator, working from our Haywards Heath offices.

Schedule: Weds, Thur & Fri

Work location: In person at our Haywards Heath offices

Expected Hours: 20.75 hrs per week

Pay: £18,000 per annum, (£30,000 FTE)

The Organisation

The ICE Benevolent Fund (Ben Fund) is a small occupational charity based in Haywards Heath, West Sussex, providing support to members of the ICE and managing a suite of residential properties at Mill Hill Close. We are a close-knit and fun team dedicated to offering a benevolent service to the ICE community. We are currently looking for a part-time PA/Administrator to join our team and assist in the efficient running of our office and estate.

The Role

As the PA/Administrator, you will be a crucial part of our team, supporting the office's day-to-day administrative functions and the management of our residential estate. Reporting directly to the CEO, this is an office-based role located in Haywards Heath. Your responsibilities will be diverse, ranging from handling reception duties to liaising with contractors for estate maintenance.

Duties & Responsibilities

• Provide clerical and administrative support to the Ben Fund office
• Handle reception duties, managing calls and visitors with tact and a benevolent approach
• Liaise with Trustees, Ben Fund members and volunteers to ensure smooth communication
• Compile agendas, papers and minutes for meetings
• Assist with event and workshop administration
• Oversee office supplies and equipment orders
• Perform general office “housekeeping,” including organising staff lunches, supplies and post deliveries

Estate Management

• Administer the annual maintenance programme for the 47 properties at Mill Hill Close
• Liaise with self-employed contractors and the CEO to coordinate maintenance activities
• Handle tenant queries
• Work with letting agents to arrange the commercial letting of properties
• Show new tenants around the estate and prepare tenancy paperwork
• Process invoices from contractors and approve expenditure where necessary

What We're Looking For in You

• Excellent interpersonal skills, with the ability to handle sensitive situations tactfully
• Strong organisational skills, excellent diary management and an ability to multitask in a varied environment
• Knowledge of Microsoft Office is essential, secretarial skills are beneficial
• Experience in preparing agendas, minutes and other meeting documents is desirable (training and support will be provided)
• Familiarity with property maintenance and landlord/tenant legislation is advantageous but not essential
• Strong communication skills, both written and verbal, with the ability to interact professionally
• A team player with a good sense of humour, flexibility and a ‘can-do’ attitude
• Confidence to manage the office independently when required

ICE Salary and Benefits

• Hybrid working - working 2 days/week in office, C.London/Remote
• 25 days holiday + 8 Public holidays + Christmas shutdown
• Up to 8% of salary contributed to a personal pension scheme
• Annual £100 allowance towards your wellbeing
• 24-hour employee support line
• Death in service benefit equivalent to one year’s salary
• Interest free season ticket loan
• Cycle to work scheme
• Big Gym membership savings with the GymFlex scheme
• Your Rewards discount scheme

If you are a motivated, adaptable individual who enjoys working in a small, supportive team and taking on a wide range of responsibilities, we’d love to hear from you!

To apply, email your CV to buildyourfuture@ice.org.uk

ICE Group is an equal opportunities employer and welcomes applications from all sections of the community.

General Data Protection Regulations (GDPR) 2018

The data collected via this application process will only be used by the ICE Group for the purpose of recruitment and for the performance of an employment contract if a job offer is made. This data will not be disclosed to any external sources without express consent unless required to do so by law. Unsuccessful applicants’ data, both electronic and paper will be deleted/shredded six months from date of application. The ICE Group’s Data Protection Officer is Shah Ali, who can be contacted at shah.ali@ice.org.uk. Applicants have the right to complain to the ICO at http://ico.org.uk/ if they have a concern with the way ICE are handling their data.