Job Description
Job Title: HR and Office Coordinator
Department: Executive Team
Basis of Appointment: Full Time - 38.5 hours
Salary: £33,360 per annum - pay review pending
Location: London - hybrid working
Reporting to: Finance Director
Changing the world takes passion and dedication
UWC is a global family of schools with a powerful difference. With a shared goal of working towards global peace and sustainability, we bring together young people from around the world to study in one of our 18 schools on four continents. There they don’t just learn how to be great at passing exams. They learn how to communicate across cultural boundaries. They develop the skills to be a changemaker. They design and engage in initiatives that transform their lives and the lives of those around them for the better.
Our students go on to become leaders in politics, NGOs, social enterprises, community movements, charities, and business. For life, they remain dedicated to the UWC mission and many of them remain in close contact with us, their school, and their peers, becoming part of a global community of over 60,000 changemakers transforming the lives of others.
About UWC International
The UWC International Office is the executive arm of UWC International, a UK registered charity, and is situated at the heart of the UWC movement. Located in central London and Berlin, the UWC International Office collaborates closely with all stakeholders from across the UWC movement, engages the UWC alumni community of more than 60,000 members and serves UWC International’s governance bodies. Responsibilities include global fundraising, global communications, promotion and marketing, supporting the network of over 150 UWC national committees in their daily work and growth, global strategy development and implementation and assisting the UWC schools.
Job Scope
The UWC International Executive team is responsible for a broad range of functions including finance, HR, data analysis and governance to support our strong staff team of 28, the International Board and Council. The HR and Office Coordinator ensures a professional running of the office, including the support of HR, accounting and other administrative duties, providing specific administrative support for Directors, the Head of HR and various teams when needed. The role supports members from across the UWC International team and coordinates with stakeholders from across the UWC movement.
You are expected to engage with the vision and mission of UWC and work cooperatively with colleagues across the London and Berlin offices, as well as wider constituents to further the mission of the organisation. Providing a helpful, professional and friendly service to a multicultural, global community who often do not speak English as their first language.
Key Responsibilities
Office Management
- Responsibility for office management and overall administrative operations of the London office, ensuring a welcoming, secure, and safe environment for staff, volunteers and visitors.
- Undertake designated roles of First Aider, Health and Safety and Fire Warden (training will be provided).
- Maintain inventory of office assets and accounts to ensure charity property is being used responsibly and in line with GDPR.
- Maintain office files ensuring the secure storage and destruction of materials and confidential information in line with retention schedules and legislation.
- Ensure cleaning and desk systems are working effectively to create a positive, safe and clean working environment.
- Provide ad hoc support to staff on practical and technical issues.
- Setup of new equipment, including laptops, phones and monitors; supporting the team by monitoring equipment needs and reallocating or replacing equipment when necessary.
- Setting up and maintaining corporate accounts for teams, including Google Suite, email distribution lists and Zoom.
- Liaise with IT and telephony suppliers to resolve day-to-day issues.
- Ensuring the continuous improvement of administrative systems and processes.
HR Function
- Update HR records and systems and maintain the HRIS, including producing reports.
- Responsible for supporting managers with all stages of the recruitment and selection process, including uploading jobs, scheduling interviews and participating in selection processes.
- Responsible for on-boarding and induction management, including safeguarding checks.
- Coordination of staff training and benefits, including researching suitable providers.
- Ensure HR policies and processes are up-to-date and work with line managers to ensure consistent application.
- Support planning of staff events, including training and awaydays.
- Support the accurate and timely completion of the monthly payroll process, including providing payroll instructions and ensuring the approval process is followed.
- Ability to undertake research and project work in order to develop and improve HR policy, processes and practices at UWC International.
The above is not an exhaustive list of duties and you will be expected to perform other duties as required.
Person Specification
Essential knowledge, skills and experience
- Experience of operational HR and/or office management with excellent administration skills and record keeping.
- Highly organised, efficient and self-motivated, with the ability to work with competing priorities, deadlines and targets with minimal supervision.
- Numerate, confident in database manipulation, spreadsheets (Google Sheets) and word processing (Google Docs).
- Excellent written and verbal communication skills in English, with a strong attention to detail.
- Strong interpersonal skills, able to build relationships across different groups of people, and display sensitivity, discretion and respect for confidentiality.
- The ability to grasp the complexity of different situations, policies and practice and communicate this well verbally and in writing.
- Able to work cooperatively as part of a small team and to form and maintain good working relationships, with external contacts such as building management, IT service company, training and benefits providers and the payroll companies.
- Commitment to equity, diversity and inclusion and the ability to ensure it is applied consistently.
- An interest in UWC’s vision and mission.
Desirable knowledge, skills and experience
- German or another language skills would be desirable
- Knowledge and understanding of current legislation and good practice in HR.
- Knowledge and understanding of the General Data Protection Regulation (GDPR), ensuring compliance at all times.
What we offer
As part of a commitment to our employees we offer:
- Generous holiday allowance – 28 days per year plus 8 public holidays (pro rata for part time or fixed term contracts).
- The standard working hours are 38.5 per week. Start and finish times can be agreed between managers and employees. We support flexible working and are happy to discuss different working patterns.
- We offer up to two days per year for volunteering and up to two days per year for study leave.
- We support staff development and provide access to training and a wide range of CharityComms resources through our UWCIO membership.
- We offer a health and wellbeing support package, which includes income protection, employee assistance programme, advice and legal support helpline, remote GPs access, medical second opinions, mental health support, physiotherapy, cycle to work and a wellbeing calendar featuring podcasts and webinars
- Perks and discounts portal, which provides a range of discounts across shopping, dining, lifestyle, and entertainment. With thousands of offers on hundreds of top retailers.
- Contributory pension scheme, UWC International currently contributes up to 8% of the employee’s gross salary and the employee must match the percentage of up to 8% of their gross salary. The minimum contribution rate is 4%.
Working arrangements
We operate hybrid working arrangements, with 20% of the week worked in the office and 80% worked from home. There is the option to work additional days in the office if requested. These arrangements will be reviewed later this year. We support flexible working and would be happy to discuss different working patterns with candidates.
Any requirement to travel for work will be subject to a risk assessment and will take into account official government guidance on COVID-19 and any other health or security considerations applicable at the time.
Safeguarding
It is expected that the job holder will occasionally travel to UWC schools and colleges. For that reason, a Basic DBS check (Disclosure and Barring Service) or international equivalent will be required before any job offer is made. We will also take up references prior to the second stage of the interview process. Referees will not be contacted without your consent.
Diversity Statement
UWC places deliberate diversity at the heart of our educational model because of its critical importance in our mission ‘to unite people, nations and cultures for peace and a sustainable future’.
At the UWC International Office, we believe this commitment to deliberate diversity must be reflected within our team, organisational practices, policies and culture. We recognise people with different backgrounds, skills, attitudes and experiences bring fresh ideas and perceptions, and we encourage and leverage these differences to make our work more relevant and approachable.
We will not discriminate or tolerate discriminatory behaviour on any grounds such as, but not limited to, race, gender, disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age or socioeconomic background.
We strive to be an inclusive workplace where everyone feels a sense of belonging, has a voice, can raise concerns, and feels comfortable and confident. We expect everyone who works with us to share this commitment and to act accordingly, as we aspire to best serve the UWC mission and our global community. It is an ongoing journey and we welcome all those who are ready to travel with us.
Visa requirements
This role requires applicants to have the right to live and work in the UK to undertake the role. Please provide confirmation of your eligibility to indefinitely work or reside in the UK in your application. Any offers of employment made by UWC International in London will be subject to a right to work check on your immigration status in the UK.
Application Process and Deadline
Please send your application to vacancies@uwcio.uwc.org including your CV and cover letter in English (each a maximum of 2 pages). Your cover letter should:
- Indicate how you heard about this role.
- Outline your knowledge, skills and abilities against the job requirements.
- Provide confirmation of your eligibility to indefinitely work or reside in the UK.
- Provide the name and contact details of two referees, including their job title and the capacity in which you are known to them. References are taken up prior to the second round interviews and we will not contact your referees without first letting you know.
Please note that applications without a cover letter will not be considered.
Deadline for application: Monday 5 June 2023 at 23.59 (UK Time)
Interview dates:
First round interviews will be held on the Monday 12 and Tuesday 13 June ‘23
Second round interviews will be held on Monday 19 June ‘23
Job Type: Full-time
Salary: £33,360.00 per year
Benefits:
- Casual dress
- Cycle to work scheme
- Employee mentoring programme
- Flexitime
- Sick pay
- Wellness programme
Schedule:
- Flexitime
- Monday to Friday
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Please submit a cover letter with your application. Please note that applications submitted without a cover letter will not be considered.
Work Location: Hybrid remote in London
Application deadline: 05/06/2023
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