Job Description & Person Specification

Job Title: Intern - Programme Administrator

Contract: Fixed Term Contract (ends 30 November 2015) 2 days per week

Location: Head Office, Business in the Community

Salary: £9.15/hour

Department: Workplace

Reports to: Diversity Adviser, Workplace

Background

Join us in creating a fairer society and a more sustainable future.

Business in the Community is a business-led charity focused on promoting responsible business practice. We have a growing membership of over 850 companies and a further 10,700 companies engaged in our campaigns globally.

Our members help to transform communities by tackling key social and environmental issues and in doing so, transform themselves. Our vision is for every business to act responsibly and so ensure a sustainable future for all.

Our approach to responsible business provides a clear framework to support and challenge business to improve its performance and benefit society through our four areas of expertise – community, environment, workplace and marketplace.

This role sits within the Workplace area of expertise. Our ambition is that organizations employ a diverse, skilled and healthy workforce that actively volunteers in communities, with business setting public targets on diversity, fair pay, productivity and wellbeing.

137 Shepherdess Walk. London N1 7RQT: 020 7566 8650 | www.bitc.org.ukPresident HRH The Prince of Wales | Chairman Mark Price | Chief Executive Stephen HowardBusiness in the Community is registered in England and Wales. Charity No 297716. Company No 1619253

To achieve this we have four “campaigns” targeting the workplace. We campaign on: age, gender, race, and wellbeing. The role is to support the delivery of the race cross organisational mentoring circles programme.

Cross Organisational mentoring circlesIn the UK today, one in 10 employed people are BAME (Black, Asian and Minority Ethnic), yet only one in 16 of top management positions and one in 13 management positions are held by BAME people1. RfO’s Race at the Top research found there was virtually no ethnicity change in top management positions in the five years between 2007 and 2012. Sadly, the pipeline does not give us hope for the future; the gap at management level worryingly widened between 2007 and 2012.

Previous RfO research, Race to Progress, revealed that progression is more important to BAME workers than to white employees, but that despite this, white employees have an average of 4 promotions compared to 2.5 for ethnic minority groups. BAME employees are more likely than white employees to feel that the demand for mentoring is not being met by their organisation. Mentoring is a vital part of any programme to help talented individuals rise up the career ladder, and to retain them.

The Cross organisational mentoring circles programme initiative is an offer for the BITC’s Race Equality campaign champion member. The programme is a targeted intervention providing development opportunities for employees from a diverse background.

A mentoring circle involves a group of people learning, coaching, challenging and supporting each other in a confidential environment whilst being led by a more senior person who acts as lead mentor. The aim of this specific initiative is to provide career development, planning, action learning and mentoring for groups of BAME employees.

The cross-organisational approach of this project delivers varied perspectives from different sectors to enhance mentee learning and networking reflection, offers a broader agenda than navigation of specific organisational situations and cultures, and provides a ‘safe’ and ‘neutral’ space for mentees to explore challenges.

Main Responsibilities / AccountabilitiesTo support the Cross organisational mentoring circles programme team by providing an efficient and responsive administrative and organisational service. The post holder may also be required to support the wider workplace events team as and when required.

To manage the mentoring circles programme project plan and associated databases ensuring the mentoring circles team are updated on upcoming deadlines.

To provide support in the delivery of all aspects of the mentoring circles programme as required e.g. supporting administration of including, follow up mentee & mentor pending information, meeting preparation, room bookings, conference call arrangements, preparation of papers, taking minutes.

To oversee the survey responses, monitoring and tracking, proactively liaising with participants collating outstanding information.

To produce reports from survey monkey mentee/mentor responses.

To liaise with organisational key contacts; mentees/lead and guest mentors; hosts/venues, speakers, correspondence, management of all related administration such as badging, event

Job Description & Person SpecificationPage 2 of 5

documents and delegate packs, set-up and event management of live and virtual events as relevant.

To support the mentoring circles team by responding to queries related to the specific programme, sending communications to lead contacts; mentees/mentors on a systematic basis, making calls to active mentors and mentees where required.

To manage emails, responding to external enquiries to the cross organisational mentoring circles programme, by phone and via the raceforopportunity@bitc.org.uk email inbox, answering queries directly or ensuring they are dealt with by relevant team members.

To ensure all parties are aware of any required preparation and location/joining instructions, preparing registers, joining instructions and recording feedback and attendance registers.

To provide support on the delivery of the mentoring circles mentor briefing day and launch event including administration of the booking platform, processing bookings and management of guest information, producing badges, name cards and other related documents and assisting with event management on the days.

To work closely with colleagues in order to co-ordinate and develop event programmes and content.

To provide excellent customer service in delivery of the mentoring circles programme for workplace campaign teams, members and delegates. Along with the rest of the mentoring circles team, to deal with general enquiries by email or telephone or to escalate them to the appropriate team member as required.

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Person Specification

Criteria Experience and Knowledge:Experience of managing or supporting on the delivery of business events

Experience of developing and maintaining administrative systems

Knowledge of producing documents and printed materials including proof reading

Experience of IT systems to include Word, Excel, Outlook, PowerPoint and databases

Skills:Highly organised, with keen attention to detail, excellent time management and prioritisation skills

Ability to work under pressure overcoming obstacles and managing high and/or fluctuating workloads to meet deadlines

Excellent written, verbal and interpersonal communication skills

Basic project management and planning skills

Familiarity or aptitude to use social media and online survey software

Behaviour:A self-starter, with ‘can-do’ attitude who is willing to work unsupervised and able to take the initiative

A flexible team player, prepared to take on a number of tasks to support the wider campaign objectives and BITC as a whole

Comfortable interacting with a wide range of stakeholders, including senior business leaders and managers

Customer focussed

Flexibility to accommodate occasional early starts and evening events

Recognise the implications of working with a charity, and act in accordance with Business in the Community’s values:

Focus Passion Collaboration Pioneering Integrity

An interest in the issues covered by the Workplace campaigns is desirable

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Instructions to apply

Applications should be in the form of a full CV and supporting letter outlining how your skills and experience meet the person specification for the post.   Ideally, please submit by e-mail, to recruitment@bitc.org.uk . If you don't have access to e-mail, we accept applications by post to Human Resources Team, 137 Shepherdess Walk, London, N1 7RQ.

Closing Date: 23 September 2015

Interview Date: 1 October 2015

When will you hear from us:

We regret that we are unable to provide feedback to applicants who have not been shortlisted due to the volume of applications we receive.

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