Job Specifications
Job title: Team and Office Assistant
Reports to: Senior Manager, Team and Office
Salary: PS22,000 to PS24,000 depending on experience
Location: High Holborn, London
The term: Fixed Term Contract, to July 2026
Hours: Full time
The Royal Society of Tropical Medicine and Hygiene (RSTMH) is a charity and membership society that has been dedicated to improving tropical medicine and global health since 1907.
Our ambition is to save lives and improve health around the world through increased access to greater equity in global health care. Through our activities we help further our members' careers. We also bring together their collective knowledge and use our own expertise to achieve change within the sector.
We are looking for a motivated individual to join us as Team and Office Assistant, effectively supporting the small but busy RSTMH Team by providing proactive and comprehensive support across our key areas of work.
The role will require someone who preferably has some experience of providing support and administration to a busy team (preferably within the charity/not-for-profit sector), who is flexible, has excellent time management skills and is able work on own initiative. The successful candidate will be working across various RSTMH activities, including membership, journals, events, Early Career Grants, and communications; therefore, they will need to be efficient and organised, with strong computer skills and a professional outlook.
The Role
To develop and maintain effective working relationships across RSTMH
To ensure that all general, email, telephone and written enquiries are dealt with efficiently and promptly
To support with the management of the RSTMH office and office processes
To undertake electronic and paper filing, and maintain filing systems appropriately
To support with team planning, scheduling and social events and activities
To assist with the management and promotion of the RSTMH meeting room
To support with financial administration
To support the planning of RSTMH events, including handling delegate registration enquiries via telephone and email, collating event packs and materials, and conducting desk research on the cost and availability of venues and caterers.
To attend RSTMH events, assisting with Zoom support on online events, and assisting as necessary at in person events.
To assist with the administration associated with the RSTMH Early Career Grants programme, which includes analysing key data and helping produce reports for the team, our Committees and donors.
Taking a role in the processes to select grant awardees including helping perform due diligence on the potential awardees
To support the Communications Manager in scheduling and sourcing content for social media
To support on the website by uploading and editing content through the CMS
To help create and send the fortnightly member newsletter and the monthly non-member newsletter
To support the Communications Manager in creating content to be shared across RSTMH communications channels
To assist with communications planning
To be responsible for the general administration and upkeep of RSTMH's online opportunities platform, grow
To support with strategies to increase members of RSTMH
To assist with enquiries from current and prospective members in a professional, timely manner, and to agreed service targets.
To support with membership management, ensuring data is up to date using CiviCRM
To provide support to the managing editor for Journal-related tasks
To ensure that all assigned tasks are completed to a high standard
To participate in team meetings, planning and initiatives
To assist in any administrative tasks to support the team and wider RSTMH community
To undertake any other reasonable tasks as could be expected of a Team and Office Assistant
Essential Technical Skills
Ability to manage a diverse set of priorities and meet deadlines to a consistently high standard
Capacity to set up and maintain administrative processes and office systems
Excellent written and verbal communication skills and a strong understanding of delivering great customer service
Experience of being responsible for initiating, planning, and developing own areas of work
High computer literacy and confidence with Word, PowerPoint, Outlook, and Excel
Exceptional use of written and spoken English
Experience providing administration support, preferably in an office environment
Good analytical skills with the ability to identify key points from complex material or information
Personal Skills
Ability to work with a wide range of people whilst presenting a professional image on behalf of RSTMH
Ability to be calm under pressure and help build a collaborative team culture
Flexibility and willingness to work under own initiative
Discretion when dealing with confidential information
Willingness to undertake other responsibilities and an eagerness to learn
A demonstrated commitment to and interest in the aims and objectives of RSTMH
Desirabl