Administrative Assistant

Contact at organisation: David Maynard, International Guide Dog Federation

Phone: +44 1182067938

Email: enquiries@igdf.org.uk

The Organisation

The International Guide Dog Federation (IGDF) is the international standard-setting and membership body for organisations that train guide dogs for people who are blind or have low vision. We are currently working with over 100 guide dog  organisations across the world,  to help them deliver high quality guide dog services.  Our work is about more than dogs—it’s about dignity, empowerment, and creating opportunities. By fostering collaboration, sharing expertise, and driving innovation, IGDF helps shape a future where everyone can navigate life without limits.

IGDF is looking for a new person to join us and be part of a mission that truly changes lives.

The Role

The Administrative Assistant delivers a professional and responsive office management and administrative support service to the IGDF and its members around the world.

The key responsibilities for this role are:

• Dealing with routine correspondence and enquiries ensuring all communications are handled promptly and in line with agreed Standard Operating Procedures.
• Maintaining paper and electronic files and databases in line with agreed processes and General Data Protection Regulations.
• Managing IGDF website, including updating text and digital content and managing user access and reporting on usage statistics
• Helping with the production of the quarterly Visionary magazine.
• Helping deliver key annual projects and processes under the supervision of the Executive Director or Accreditation Manager, including:
  1. Committee Support to assigned Committees, including agenda setting, minute writing and ensuring actions are followed up.
  2. Supporting the Accreditation Manager to create and update supporting documentation for Assessors
  3. Collating and analysing annual report data
  4. Producing accreditation and membership certificates
  5. Assisting in the planning, delivery and follow-up of in-person or virtual events such as; webinars, networking events, conferences and the Annual General Meeting.
  6. Any other administrative or support duties as needed to enable the smooth running of the office and the IGDF Board and Committees.

About You

You will be a highly motivated individual who has effective time management skills and is able to work well within a team and across seniority levels. You have great experience in a customer service role, or a previous office administration or PA role.

Furthermore, the ideal candidate has:

• Education: Educated to post-secondary level with a minimum of 3 GCSE passes, including Math’s & English at grade C/4 (or equivalent).
• Communication Skills: Excellent verbal, written, and reading skills are required for effective communication.
• IT Proficiency: Highly computer literate with advanced skills in the Microsoft Office suite (Outlook, Excel, Word, PowerPoint).
• Experience: Previous experience in a customer service role and/or office/administration/PA role, including maintaining hard copy and/or electronic filing systems.
• Motivation and Teamwork: Highly motivated to deliver a high-quality, person-centered service; a positive team player who is a self-starter and uses initiative.
• Organisation and Time Management: Able to work effectively and flexibly under pressure, with systematic, well-organised, and effective time management skills.