Job Grade: 6
Closing date: 5 July 2019
Job title of line manager: Head of Professional Communities
Contract type: Permanent
How to apply
To apply for this role, please send your CV and a cover letter to: firstname.lastname@example.org.
Purpose of job
To support the volunteer communities in delivering their corporate objectives by providing Communities Managers with high quality administrative support; doing this within the IFoA’s values and behaviours of Community, Integrity and Progress.
- An office-based, member-facing role.
- Expected to attend meetings and events which require some travel and out of hours work.
- Supports a team of Communities Managers on work related to their boards, committees, and working groups.
- Where required, support the work of other members of the Professional Communities team.
- Support the Communities Managers with the administration of boards, committees and working groups, including organising/scheduling meetings, producing agendas and papers, and, where appropriate, taking minutes and recording actions.
- Assist in the coordination of member-led working groups developing life-long learning offerings, including the production of surveys, assisting with meeting logistics and updating records.
- Assist in the development of all forms of regular member communications, including liaising with the necessary internal contacts.
- Assist with event management including contacting speakers, liaising with Events Managers and presenters, and assisting in collating written materials and slides.
- Ensure information is continuously updated for all boards, committees, and working groups on central records, mailing lists and the IFoA website.
- Support Communities Managers in collating information for regular reports, research outputs and other trackers.
- Liaise with the Policy, Public Affairs, Research, Events, Internal Communications and General Counsel Teams in completing activities for boards, committees and working groups.
- Liaise with senior members and other volunteers by email, phone, video conferencing and face-to-face meetings in a timely, professional and diplomatic manner.
- Update the Communities pages on the IFoA’s website.
- Provide any other support to Communities Managers or the wider team as required.
- Professional communities, volunteers, wider membership
- Communities Managers
- Engagement team
- Membership Team
- Events Team
- General Counsel and Regulation Board
- Communications Team
- Public Affairs and Policy team
- Thought Leadership Team
- Learning Team
- Chairs and members of boards, committees, and working groups
- External stakeholders
- Decisions are made within departmental and organisational policies, guidelines and procedures.
- Exercises judgement and appropriate protocols on where and how to deal with direct enquiries.
- Under the guidance of relevant Communities Managers, delivers work to agreed deadlines and quality to meet the expectations of stakeholders.
- The post holder will judge when they need support and when to raise issues for guidance and/or decision
The role is varied and requires the balancing of multiple workflows and projects, including managing and prioritising the scheduling of meetings and deadlines in order to efficiently support boards, committees and working groups. This requires the post holder to be highly organised, flexible and to effectively manage competing priorities during peak periods of work. The post holder will also often be required to work autonomously in a busy environment, to be proactive, and demonstrate initiative as situations demand.
Support, coordination and development of boards, committees and working groups is a high profile activity with the IFoA’s volunteers. It is a high potential reputational risk for the IFoA. It is therefore essential that the post holder is committed to the professional development of their work areas and that of the members/volunteers with whom they work.
Whilst the post holder will work predominantly within the Communities team, it is also important to recognise the impact of their decisions, actions and interpersonal approach on the work of, and relationships with, other IFoA teams.
Knowledge and experience
- Educated to at least ‘A’ level/Scottish Higher standard or equivalent
- Good written communication, and excellent interpersonal skills
- Able to prioritise, use own initiative, and multi-task to balance a busy workload
- Excellent attention to detail
- Good IT skills (Outlook, Word, Powerpoint, Excel, social media)
- Ability to work collaboratively as part of a multi-site team
- Strong organisational skills
- Experience in minute taking
- A team player
- Take personal ownership on delivering high standards of service to agreed departmental and organisational benchmarks
- Adaptable in non-routine or non-standard situations
- Tact and diplomacy in dealing with sensitive and confidential matters.
- Experience of working with volunteer communities
- Experience in producing management information and report writing
- Experience of working across different teams or directorates
- Experience of supporting research
- Experience of working in a regulatory/membership environment/financial sector
Values and behaviours
All IFoA staff are expected to demonstrate our values and behaviours which are: Integrity/Community/Progress by being:
Professional training and development will be available to enhance the post holder’s skills and competencies.
We aim to respond to all enquiries within three working days.
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