UKLA (United Kingdom Literacy Association)
Administrative Support Officer
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Overview of UKLA and the Role
This is a brilliant opportunity to work with the dynamic and friendly team who support the running of this highly respected and influential national subject association.
The United Kingdom Literacy Association (UKLA) has been working since 1963 in informing all those concerned with the development of language, literacy and communication, encouraging them in reflection and dialogue, supporting their practice and giving public voice to their concerns.
UKLA is a Charitable Incorporated Organisation with a large membership, drawn from a diverse range of educational backgrounds, including schools, universities, libraries, local authorities, publishers, museums and charities. The Association aims to support and represent members through presenting an informed national voice on language, literacy and communication issues. It does this through many means, including: playing a part in challenging and shaping policy developments; conferences & events; our prestigious book awards; supporting, funding and disseminating research and through regular communications such as academic journals, magazines and newsletters.
The Administrative Support Officer provides vital administrative assistance to the various activities of the organisation. Working under the guidance and support of the UKLA Director, the Administrative Support Officer helps UKLA’s small team of part-time staff, liaises with its trustee volunteers and works efficiently with all relevant agencies and partners.
The UKLA staff team comprises: a part-time Director; a part-time Membership & Finance Officer and a part-time Digital Communications Officer. Other regular support is provided for bookkeeping and IT.
The UKLA trustees are all volunteers, elected to form the UKLA Executive Committee. In addition to roles such as President, Honorary Treasurer and Honorary Secretary, the Executive Committee also includes convenors of UKLA’s sub-committees and members with additional expertise. All UKLA staff members liaise closely with these trustee volunteers to consider how best to implement the Association’s strategy together for the benefit of members.
The Administrative Support Officer must be reliable, sympathetic, systematic and proactive, someone who is a clear communicator with strong administrative skills and a keen interest in helping UKLA work effectively. The Administrative Support Officer should pay due attention to detail and uphold the values of the Association.
The Administrative Support Officer undertakes other duties and responsibilities from time to time when required and engages in any training which may be relevant to fulfilling the role more effectively.
Main Responsibilities
1) Supporting trustees and sub-committees to support the smooth functioning of UKLA as an organisation, including:
- Providing administrative support for the President, Hon. Secretary and Hon. Treasurer, as required
- Providing administrative support for the Convenors of sub-committees, Special Interest Groups and Task Groups
- Supporting the functioning of the UKLA Executive Committee (EC) and National Council (NC), including:
- Co-ordination of online and face to face meeting venues
- Ensuring papers are pre-circulated, filed and stored
- Minuting meetings and ensuring minutes are sent to the Hon. Secretary for checking within 5 working days of each meeting
- Ensuring all agreed minutes are filed and stored
- Providing administrative support for the UKLA Quality Mark Scheme including raising invoices and chasing payment.
- Supporting in the running of the Online AGM including:
- Organising the meeting set up and inviting all members
- Ensuring papers are pre-circulated, filed and stored on time to keep the Association compliant with the Charity Commission
- Minuting the AGM and ensuring minutes are sent to the Hon. Secretary for checking within 5 working days of the meeting
- Ensuring the agreed AGM minutes are circulated, filed and stored.
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2) Communication
- Act as a professional and welcoming first point of contact for UKLA members, trustees, partners and external stakeholders.
- Manage the UKLA administration inbox, responding to enquiries in a timely manner and directing or escalating queries to the appropriate member of staff where required.
- Respond to enquiries in a timely, accurate and courteous manner, directing them to the appropriate UKLA personnel where necessary.
- Support effective communication across the organisation by ensuring information is shared appropriately, clearly and confidentially.
- Maintain a professional approach in all written, verbal and online communications.
3) Working closely with other UKLA employees
- Managing the weekly team meeting, taking notes and sharing information where relevant
- Assist the UKLA Director by undertaking support tasks
- Managing the day-to-day operation of the UKLA office, including handling incoming and outgoing post, co-ordinating room bookings, monitoring and replenishing office supplies, arranging purchases with Director approval, welcoming visitors and liaising with building management and facilities providers as required.
- In busy periods, supporting the Membership and Finance Officer with member-related issues
- Supporting the Membership and Finance Officer by ensuring bills and expenses are paid on time with appropriate documentation
- Support the Communications Officer through undertaking reviews of the UKLA website and social media channels, advising on minor changes required
- Play your part in the collective endeavour of ensuring administrative systems are efficient, including the use of email and shared file storage including the ownership and management of the UKLA project calendars.
4) Providing support for UKLA Events
- Ensuring that bookings for UKLA events, such as webinars and conferences, are efficiently managed, clearly documented and appropriate
- Work closely with the President Elect co-ordinating the practical administration of the International Conference, including communications with delegates and speakers, venue arrangements, catering, accommodation, programmes, badges and timetables.
- Lead the preparation, organisation and packing of conference and event materials, maintaining stock levels, arranging courier services and ensuring materials are delivered to venues accurately and on time.
- Assisting with the gala night presentation of the UKLA Awards, including quality correspondence with the Awards Committee, ordering of trophies and completion of certificates
- Assisting with the UKLA Book Award presentation, including quality correspondence with the Awards Committee, sourcing and ordering of trophies and completion of certificates
- Attending the International Conference in person, plus all on-line conferences and webinars to help with their smooth running
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Experiences and Skills
This is a great first-level job for somebody looking to make their way in the office environment and might particularly appeal to people looking to work, or already working, in the charitable and/or educational sectors. Whilst it would be desirable for candidates to have experience of supporting office-based administrative tasks, we are just as interested in people who are positive-minded, able to work independently, quick learners and reflective.
Essential
- An interest in education, particularly in relation to literacy teaching and learning
- Good organisational, liaison and communication skills
- Able to demonstrate good administrative skills including minute taking.
- Successful experience of working as part of a team
- Ability to work independently and manage areas of responsibility effectively
- Knowledge of using relevant Microsoft programmes to create and edit documents
Desirable
- Experience of office-based environments
Post Details, Hours and Salary
UKLA is committed to championing diversity, inclusion and representation within all its work. We therefore welcome applications from people across all sectors of society including those who have historically been under-represented within UKLA.
Contract
The contract is a part-time, permanent contract and is subject to a 6-month probation period.
Line Manager
The UKLA Administrative Support Officer reports to the Director of UKLA
Hours
21 hours per week (0.6FTE) on a schedule agreed upon with the Director across a minimum of 3 days – we are happy to support a flexible pattern for the right candidate.
Workplace
This is a hybrid role. UKLA’s office is based in Leicester, and the postholder will be required to work from the office every Thursday during office hours, 9am–5pm. The remaining contracted hours can usually be worked remotely. The role may also require attendance at UKLA events, meetings, or activities at other locations, as agreed in advance and in line with the needs of the role.
Full-time Equivalent Salary
Initially on Point 5 of the UKLA Pay Scale £23,741 pro rata
How to Apply
Please send in your CV and an application statement to director.meg@ukla.org. Your statement should include information on your relevant experience and skills – it should be no longer than 1,000 words.
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