Office Manager
CDI ~ Full-time (100%) position
Deadline: 31 May 2023
To start as soon as possible
Interviews will take place on a rolling basis
Location: EPF Secretariat offices, 180 Chaussée d’Etterbeek, 1040 Brussels
The European Patients’ Forum (EPF) is one of the most prominent civil society organisations active in health policy at European level. EPF is the umbrella organisation of patient organisations across the EU and a driving force to advance patient empowerment and involvement in EU health policy debates. EPF’s vision is to ensure equitable access to high-level, patient-centred care for all patients in Europe.
EPF engages in policy advocacy and campaigning and participates in EU-funded projects. We organise educational and policy events, and capacity-building initiatives.
EPF was founded in 2003 and is a non-governmental, non-profit organisation with a secretariat based in Brussels. EPF currently represents 79 members, which are national coalitions of patient organisations and disease-specific patient organisations working at European level. We reflect the collective voice of the estimated 150 million patients living with various chronic diseases throughout Europe.
For more information see www.eu-patient.eu
The Office Manager will have a key role in the Secretariat supporting the Director of Operations with HR, as well as providing support to the Executive Director, Special Advisor and Senior Management Team on administrative tasks. The Office Manager will also assist with the running of the office.
OFFICE MANAGEMENT SUPPORT
- Acting as the first contact point for any internal or external queries on aspects related to the EPF secretariat;
- Meeting and greeting visitors;
- Managing the meeting room;
- Organising team meetings & informal team activities;
- Distributing and sending of post and couriered material;
- Filing and scanning;
- Supporting maintenance of the office, ordering supplies, contributing to a healthy and positive office environment.
HR SUPPORT
- Responsible for the administrative support of personnel files and other social documents.
- Payroll, and recording of absences and vacation;
- Liaising with the Finance Officer on reconciliation of timesheets to payroll;
- Maintains accurate and up-to-date human resource files, records, and documentation;
- Implement the recruitment and induction procedures;
- Keeping track of job application procedures;
- Drafting, renewing and/or terminating employment contracts;
- Stay up to date with internal policies, as well as Belgian social legislation;
- Inform staff about social legislation and specifics of the organisation;
- Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff, management or suppliers.
SUPPORT THE PRESIDENT, EXECUTIVE DIRECTOR, SPECIAL ADVISOR & SENIOR MANAGEMENT TEAM
- Monitoring invitations, organising meetings and assisting with planning (Executive Director);
- Making travel & accommodation arrangements (President, Executive Director, Special Advisor, or ad hoc requests);
- Processing reimbursements (President, Executive Director).
The tasks listed in the Job Description are indicative, not exhaustive and this position is expected to support the Secretariat to deliver its mandate based on ad-hoc requests.
Essential
- At least 2 years’ experience in HR and office management;
- Fluent spoken and written English and working knowledge of French &/or Dutch;
- Interest in working within an NGO and multicultural environment;
- Excellent time management skills and ability to multi-task and prioritise work;
- Work accurately, with attention to detail and can-do attitude;
- Proficient user of Microsoft Office package
- Interested in social and legal legislation
- Diplomacy and sense of confidentiality.
- Strong organisational and planning skills in a fast-paced environment;
Personal Qualities and Attributes
- Commitment to the vision and the mission of the European Patients’ Forum;
- Excellent interpersonal skills and ability to work as part of a team;
- Reliability and discretion;
- Positive and friendly approach.
We Offer
- An open-ended contract, full time position;
- A friendly, dynamic, and multi-cultural team and international working environment;
- An opportunity to gain hands-on experience on EU health policy and advocacy work working for a highly respected organisation;
- A competitive monthly salary depending on your experience and knowledge, coupled with various benefits:
- lunch vouchers,
- transportation offered in line with our internal policy,
- health care (hospitalisation and ambulatory care),
- pension insurance,
- additional holiday,
- flexible working conditions,
- telework up to two days a week upon manager’s approval, after the first 6 months;
- end of year bonus.
If you are interested in this position, please submit an application via email, including a cover letter, CV in English and 2 references.
“Application for the position of Office Manager - Name”
The deadline for applications is 31 May 2023 23:59.
Please note that due to the volume of applications expected, only shortlisted candidates will be contacted.
All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age.
EPF will process the data submitted by candidates for the purposes of recruitment and selection, according to its Privacy Policy: http://www.eu-patient.eu/About-EPF/epf-privacy-policy/. We will treat your data with the utmost care and take all appropriate steps to protect it.
Job Type: Full-time
Benefits:
- Additional leave
- Company computer
- Food allowance
- Hospitalization insurance
- Internet reimbursement
- Retirement plan
- Work from home
Schedule:
- Flexible hours
Education:
- Bachelor's (Preferred)
Experience:
- HR and office management: 2 years (Required)
Language:
- Fluent English & working knowledge French &/or Dutch (Required)
Work Location: In person
Application Deadline: 31/05/2023
