Office Coordinator
il y a 3 semaines
**Office Coordinator**
**CDI **~ **Full-time (100%) position**
**To start as soon as possible**
**Deadline: 10 February 2023**
**Interviews will take place on a rolling basis**
**Location: EPF Secretariat offices, 180 Chaussée d’Etterbeek, 1040 Brussels**
**BACKGROUND**
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 78 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.
**PURPOSE OF THE ROLE**
The Office Coordinator 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 Coordinator will also assist with the running of the office and events.
**KEY RESPONSIBILITIES**
**HR support**
- Responsible for the administrative support of personnel files and other social documents;
- Payroll, and recording of absences and vacation;
- Drafting, renewing and/or terminating employment contracts;
- Maintains accurate and up-to-date human resource files, records, and documentation;
- 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 or management;
- Implement, maintain and monitoring Office Presence Schedule;
- Design, customise and update the schedule for Holiday Leave;
- Implement the recruitment and induction procedures;
- Inform staff about social law and specifics of the organisation;
- Liaising with the Finance Officer on staff timesheets.
**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 of post and couriered material;
- Filing and scanning;
- Supporting maintenance of the office, contributing to a healthy and positive office environment.
**Support the President, Executive Director, Special Advisor & Senior Management Team**
- Monitoring invitations and organising meetings (Executive Director);
- Making travel & accommodation arrangements (President, Executive Director);
- Processing reimbursements (President, Executive Director).
**Events support**
- Processing travel requests as applicable;
- Supporting the coordination of EPF events and meetings;
- Supporting with registrations, invitations, and relevant documents;
- Helping with accommodation and travel.
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.
**KNOWLEDGE, SKILLS, AND EXPERIENCE**
**Essential**
- Relevant experience in HR and office coordination;
- Interest in working within an NGO and multicultural environment;
- Diplomacy and sense of confidentiality;
- Fluent spoken and written English and working knowledge of French &/or Dutch;
- Proficient user of Microsoft Office package;
- Excellent time management skills and ability to multi-task and prioritise work;
- Strong organisational and planning skills in a fast-paced environment;
- Interest in social and legal legislation;
- Work accurately, with attention to detail and can-do attitude;
- Entitled to work in EU;
- No remote working, must be based in Belgium.
**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;
- Positive and upbeat approach.
**KEY INTERFACES**
**Staff 23**
**Internal**
- Reports to Director of Operations;
- Executive Director;
- Finance Officer;
- Grants & Operations Coordinator;
- All team members.
**External**:
- EPF President;
- EPF Board;
- EPF Member organisations;
- EPF stakeholders;
- EPF suppliers.
**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 pol
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