Team Assistant - ProShare

Job Title:         Team Assistant - ProShare

Contract:         Permanent

Hours:             35 hours per week 

Location:         London, EC1N

Salary:             £25,000 per annum

Department:     ProShare

Reports to:       Head of ProShare

 

About ProShare

ProShare is part of The Chartered Governance Institute UK & Ireland (CGIUKI). ProShare has been the voice of employee share ownership since 1992 when it was established by HM Government, a group of FTSE 100 companies and the London Stock Exchange to promote wider share ownership. Today, ProShare focuses solely on helping to promote employee share ownership in the UK and is the voice of employee share plan practitioners  and professionals.

Purpose of the Role

To provide administrative support for the work of ProShare as a membership body offering events, networking, research, campaigning and profile raising for its members.

Main Responsibilities / Accountabilities

The main responsibilities of the role are:

  • Supporting the Head of ProShare in managing member relationships. Liaise with Finance to arrange prompt issue of invoices for member subscriptions and event booking requests - raising invoices/credit notes and follow up on overdue payments, ensuring that all expected payments reach the ProShare bank account. Create supplier accounts with members and upload invoices and PO numbers as necessary.

  • Maintenance of member data in the system, updating CRM system and other software programmes as necessary, and reporting to Finance and other ad hoc reporting as and when required. Logistical support for on-boarding new members.

  • Assisting the Events team as required with preparation for, and delivery of, events. Assisting with the sourcing of content to be added to the ProShare website and, if relevant, the annual conference app

  • Supporting ProShare's external affairs programme, lobbying and campaigning work, including researching key stakeholders, assisting with setting up stakeholder meetings and with the set up and administration of 'influencing events' such as roundtables, webinars and seminars.

  • Assisting with gathering information for publication in the ProShare newsletter and the Institute magazine, or otherwise and sourcing and arranging articles and bios from third parties.

  • Co-ordinating evidence gathering from members to support lobbying, consultation and campaign activity, as appropriate

  • Supporting ProShare campaigns including liaising with members, encouraging participation through regular communications, maintaining a database of activity and collating evidence.

  • Preparation for member meetings, including preparation of delegate packs, delegate lists, delegate badges, preparation of the venue including setting out refreshments and room layout (which may involve some lifting - manual handling training will be given) and collation of post-event feedback

  • Responding to members' invoicing queries, uploading invoices to members' external supplier portals, chasing up outstanding payments, and cross checking payments received in the ProShare bank account.

  • Liaison with the Webchanges team to ensure website content current, relevant and accurate.

  • Interacting with social media activity, supporting Marketing and posting, liking and resharing ProShare posts as appropriate.

  • General correspondence with members, including (but not limited to) event enquiries, payment enquiries and managing inboxes appropriately.

  • Taking minutes and typing up notes of meetings

  • Assist Head of ProShare with project planning and implementation as necessary.

  • Sourcing and booking travel, venues, couriers, catering, tech and accommodation where required

  • Administration and supporting project work as required for the ProShare team.

Other

  • The post holder may be required to carry out other duties that are reasonably to be considered as within the scope and purpose ofthe job and the aptitudes ofthe job holder.

  • This job description reflects the current requirements of the post. As duties and responsibilities change and develop due to changes in organisational structure, so the actual duties and responsibilities will vary from the particulars of this job description.

Special working conditions:

  • Occasional early mornings, late evenings and some travel may be involved.
  • Able and willing to move chairs and furniture when setting up for events (manual handling training will be available

Person Specification

Knowledge

  • A basic understanding of what an employee share plan is and its purpose would be beneficial, as would any other ESP I ESO knowledge, possibly gained as a plan participant.

  • Some understanding of how a membership body operates.

  • Excellent working knowledge of using MS Office within an office environment, especially MS Word, Excel and Outlook with mail merge.

Skills & Experience

  • Some experience of the application of employee share plans would be beneficial

  • Ideally some 'front of house' experience, greeting and welcoming visitors, or events / logistics experience.

  • Ideally some understanding of accounting and / or invoicing and finance.

  • Strong organisational, planning, prioritisation and time management skills.

  • Excellent verbal, written, communications and research skills.

  • Ability to work both independently and as part of a team.

  • Ability and willingness to problem solve and think 'outside the box'.

  • Ability to use own initiative

Behaviours

  • A pro-active, 'can do' approach to the role

  • Act in accordance with our values:
    Ethical Expert Collaborative Empowering

  • Resilience

  • Adaptability

HOW TO APPLY

If you would like to apply for this role, please email your CV and a cover letter to jobs@cgi.org.uk

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