CORPORATE SERVICES SUPPORT OFFICER

About Lumos Lumos is an international children’s charity founded in 2005 by the author J.K. Rowling to end the harmful practice of institutionalisation of children. Lumos’s mission is to fight for every child’s right to a family by transforming care systems around the world. Our vision is for all children to grow up in safe and loving families. Despite clear evidence of the harms of institutionalisation, an estimated 5.4 million children worldwide continue to live in institutions. Separated from their families and communities, these children are deprived of the love, attention and opportunities they need to thrive. Our three-pronged approach is to prevent family separation, to protect children and to promote care reform. We’ve made important progress in closing harmful institutions and reuniting children with their families. And where children are unable to live with their birth families, we promote alternative family-based care, such as kinship care and quality foster care. Thanks to our tireless efforts alongside many other champions of care reform, the harms of institutionalisation are now more widely understood. A global movement is underway and the UN, the EU and some large development agencies have joined individual countries in pledging to change how they care for vulnerable children. We are committed to ensuring that global policy commitments are translated into local action, leading to sustainable change for vulnerable children. Find out more about our work at The Corporate Services Support Officer plays a vital role in ensuring the smooth running of administrative and operational tasks within Lumos. The successful candidate will possess excellent organisational and communication skills, attention to detail, and the ability to multitask effectively. They will be a proactive team player dedicated to upholding high standards within the organisation. Key Objectives ·Provide a high standard of effective administrative support, often under pressure ·Produce complex PowerPoint presentations and organisation charts ·Operation and possible organisation and set up of SharePoint sites ·General typing and formatting of letters, reports etc. ·Collate information and assist with production of intricate presentations and reports ·Organisation and preparation of Board papers, agendas, meeting rooms and Board slide deck ·Minute-taking ·Liaising with internal and external clients to co-ordinate meetings, agendas, room bookings, arranging MS Team calls etc. ·Process business expenses ·Maintain Finance inbox Process invoices and deal with supplier queries ·Manage starter and leaver process ·Understand and implement company policies to the following: travel and expenses policies, document security levels, internal approval processes etc. ·Administrative support for the implementation of key operational areas including safeguarding, security, travel and people functions under the Corporate Services Directorate ·Assist in planning, coordinating and managing staff travel logistics, including monitoring risk alerts and maintaining an up to date travel data base and adherence to relevant policies ·Provide support in security incident management and ensuring appropriate documentation of response ·Support the regular audit and review of security and travel policies and implementation, alongside the Deputy Director of Corporate Services. ·Help coordinate and support the documentation and regular reporting of risk management across key operational areas ·Organise legal team events i.e., lunch or dinner ·Screen incoming emails from London facilities, determining their priority and using initiative to either deal with the enquiry or redirect if necessary ·Meet and greet visitors and deal with any needs or general enquiries that they may have; organising refreshments and if required, catering and clean up post-meetings ·Maintain and develop both the paper and electronic filing systems to ensure accurate and speedy retrieval of required documentation and report ·Discrete handling of sensitive and confidential information ·Other activities as required, including supporting and working with other administrative resources as and when necessary Skills: ·Ability to work at both detailed and summary level, and to exercise critical and innovative thinking ·High level of personal integrity, confidentiality, diplomacy, and discretion ·Excellent minute-taking ability ·Knowledge of governance best practices, relevant issues, statutory requirements, and regulations is desirable ·Proficient knowledge of Word, Excel and PowerPoint ·Experience with Zoom, SharePoint, Teams, Outlook and SalesForce is desirable but not essential Experience: ·Essential to have strong experience of supporting multiple executives at senior management level ·Demonstrable relevant company secretarial experience within a relevant environment is a requirement ·Exceptional capacity to communicate effectively, both verbally and in writing ·Ability to manage a high workload and respond quickly to ad hoc queries ·Excellent organisation and prioritisation skills with flexibility to adapt to shifting expectations and time pressures ·Ability to work autonomously to proactively initiate tasks and be responsible for your area of work Safeguarding Statement Lumos is committed to ensuring the safety and protection of children, adults at risk and the wider communities in which we work. All staff and associates must: ·Carry out all duties with an awareness and understanding of the Safeguarding requirements within the area of responsibility. ·Ensure work complies with all safeguarding policies and procedures ·Ensure the that their behaviours and actions support the safeguarding of children, adults at risk and others and are in line with Lumos policies relating to conduct Equality, Diversity and Inclusion Statement Lumos is wholly committed to equality, diversity and inclusion and against all forms of discrimination. We are committed to creating and sustaining a positive working environment that encourages, supports and gives a voice to all, so that we can best support the children we serve. We must ensure that all staff are equally valued, included, empowered and respected across the organisation and in everything we do. Lumos is fundamentally built on diverse, multi-national and multi-cultural teams. This is something we cherish as a key strength and an integral part of our identity. Our organisation values and celebrates the diversity, culture and experience of each member of staff, provides equality of care, and support to everyone. We pledge to listen carefully, to educate ourselves continually, to promote open dialogue, and to seek out and deal with discrimination and prejudice wherever it occurs in Lumos. Our Values Children are at the heart of everything we do. Every child needs love and care in order to flourish – and we’re proud that this is reflected in the values we hold within our organisation. We want to see all children grow up in safe and loving families. Our core values drive us forward in our vision, underpin every aspect of our work and strategy and are critical to helping us maintain a thriving and effective organisation. By making sure every individual feels valued and empowered, we can bring about the very best outcomes for the children we serve. ·We embrace COLLABORATION ·We strive for EXCELLENCE ·We show RESPECT ·We always CARE ·We are PASSIONATE