Administrative and Office Support

• Support office compliance by ensuring that all required safety and maintenance checks are carried out, including fire extinguishers, emergency lighting, and first-aid provisions.
• Liaise with building management, security, and front desk reception to maintain effective communication and ensure operational needs are met.
• Oversee relationships and visits with vendors and service providers, including cleaning contractors, maintenance engineers, and equipment suppliers.
• Maintain up-to-date records of service contracts and compliance visits, ensuring renewals and inspections are scheduled as required.
• Report maintenance or health and safety concerns promptly to management and assist in ensuring the office meets all relevant workplace standards.

Events and Hub Coordination

• Support the planning and delivery of meetings, events, and civic gatherings held within the office and Adam Hub.
• Manage guest lists, RSVPs, hospitality, and logistical arrangements in collaboration with the Events and Operations teams.
• Prepare event spaces to a high standard, ensuring equipment and refreshments are ready and available.
• Provide on-the-day event support, greeting guests, coordinating set-up, and liaising with catering, AV, and facilities teams.
• Maintain the Adam Hub booking calendar to ensure efficient scheduling and use of space.

Community and Stakeholder Support

• Support engagement with community partners, visiting fellows, and institutional guests using the Adam Hub.
• Assist in ensuring that materials, displays, and information within the Hub reflect current projects and initiatives.
• Help maintain relationships with partners and guests through consistent professionalism and attention to detail.

General Responsibilities

• Uphold confidentiality and discretion in all duties.
• Assist with petty cash, invoice processing, and event-related expenses where required.
• Contribute to the Foundation’s broader mission and support day-to-day office functions as needed.

Skills and Experience

Essential

• Experience in a receptionist, administrative, or front-of-house role.
• Excellent communication and interpersonal skills, with a professional and welcoming manner.
• Highly organised, with strong attention to detail and the ability to manage multiple priorities.
• Proficiency in Microsoft Office and general office systems.
• A positive, proactive, and adaptable approach.
• Ability to work independently and collaboratively within a small team.

Desirable

• Experience in event coordination, hospitality, or community engagement.
• Prior experience in a charitable, educational, or civic organisation.
• Understanding of, and alignment with, the mission of the Adam Foundation, Avicenna Foundation, and CEH.
• Awareness of the civic and cultural environment in which the Adam Hub operates.

Personal Attributes

• Aligned with the Foundation’s principles of service, leadership, and civic participation.
• Passionate about the work of the Foundation and ambition it has.
• Warm, courteous, and confident when engaging with guests and partners.
• Professional, reliable, and discreet in managing sensitive matters.
• Flexible, resourceful, and solutions-oriented.

Employment Terms

• The successful candidate will be employed on a full-time, permanent basis, subject to satisfactory references, eligibility to work in the United Kingdom and any appropriate pre-employment checks.
• Remuneration will comprise a salary of up to £30k per annum.

Application Process

Applicants should submit:

• Curriculum Vitae
• Covering Letter outlining suitability for the role
• Details of two referees (to be contacted only with permission)