Administration and Programme Assistant

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About Wikimedia UK

Wikimedia UK is the national charity that promotes and supports Wikipedia, its sister projects, and other open educational resources in the UK. "Open" refers to information which is available for copying, reuse and modification, including for commercial uses, without cost or restriction other than attribution. Following the principles of Wikipedia, volunteers have a central role in all our activities.

We were established in 2008 and are one of over forty similar associations in countries around the world, recognised by the Wikimedia Foundation but operationally and legally independent. We work with individuals, cultural and educational institutions, businesses and media companies to make freely licensed content available and to help other people re-use open content. We seek to have a close relationship with other open content organisations in the UK, and with the global community of Wikimedia readers and editors.

Our annual budget is around £600,000 and we have around 250 members. There are approximately 15 million people in the UK who regularly use Wikimedia projects and 15,000 people who regularly contribute to them. We have recently undergone a process of refocusing of our activities, we are now entering an exciting new phase where we want to build on large scale partnerships with external organisations. Strong reporting and administration will be a key element of that. We are looking for a permanent Administration and Programme Assistant to join our staff team. The role will involve providing core administrative and financial support for Wikimedia UK activities, with focus on its programmes and reporting. You will also be the first port of contact for the organisation and supporting the whole of the team in the administrative work of the charity, making it a key role for Wikimedia UK.

Applications are welcome. The closing date is 5pm BST on 20th July 2015. Applications cannot be accepted after that date. If you would like to ask any questions about this position, contact Daria Cybulska at or 020 7065 0994.

Job Description

Job Title: Administration and Programme Assistant
Hours: Full time (35 hours per week). Fixed 9am - 5pm with an hour for lunch
Location: Central London
Line Manager: Head of Programmes and Evaluation
Reporting to: Head of Programmes and Evaluation
Salary: £23,000–£25,000 per annum depending on experience
Pension: Wikimedia UK offers a pension scheme
Benefits: 25 days annual leave plus public holidays
Purpose of job: To provide administrative and financial support for Wikimedia UK activities, with focus on its programmes and reporting.

Main Duties

1. Office support

  • To act as a first point of contact to persons approaching Wikimedia UK office via all channels. To efficiently and appropriately disseminate information on Wikimedia UK to enquiries. Manage Wikimedia UK’s post.

2. Programme support

  • To provide professional administrative support to the smooth operation of the programme of activities, including logistical support for events and ensuring their reporting.
  • To collaborate with the Head of Programmes and Evaluation on Wikimedia UK’s overall reporting and other evaluation activities.
  • To support volunteers in assisting with the work of Wikimedia UK. This relates usually, but not exclusively, to volunteers working in the office carrying out office related tasks, and admin support of volunteer grants.

3. Finance support

  • To support the Director of Finance and Operations in their financial duties, including supplier invoices and payments, petty cash, and bank reconciliations.

4. General

  • Work to achieve individual and team outcomes, supporting other members of the team with their projects when necessary.
  • Support inter-chapter collaboration in knowledge sharing.
  • Any other such duties as may from time to time be assigned, including leading on projects.
  • This is an outline job description and should not be regarded as an inflexible specification. Priorities may change along with service needs and new duties introduced after consultation with the post holder.


  • Experience of programme reporting, including monitoring and evaluating based on provided data
  • Experience of providing administrative and logistical support to programme activities of an organisation
  • Experience of communicating effectively, including writing skills
  • Experience of bookkeeping, using spreadsheets and manipulating financial information with a high degree of accuracy
  • Experience of using Sage Accounts (desirable)
  • Experience of working effectively within an office environment, using initiative and prioritising own workload

Skills and Abilities

  • High level of accuracy
  • Excellent software skills, including word-processing, spreadsheets, databases, financial software
  • Flexible approach, with the capability to be a team player
  • Ability to work tactfully, sensitively and effectively e.g. when dealing with enquiries
  • Passionate about the aims and values of Wikimedia UK
  • Understanding of the open culture and the Wikimedia projects

How to apply

To apply for this position please complete this application form (Open Office version here and Microsoft Word version here). Please send completed applications to Richard Nevell with ‘Administration and Programme Assistant application’ in the subject line. All communications relating to this job description will be dealt with in confidence. If you'd like to discuss this role, please call Daria on 020 7065 0994 for an informal chat.

Please ensure you give details of why you feel you would be the best candidate for this post with reference to the key tasks and your relevant experience, using examples. Please also explain your understanding of and commitment to the Wikimedia ethos with personal examples to demonstrate this. We will need two referees whom we can approach.

Deadline for applications: 5pm BST on 20th July 2015.

Background information

Equal Opportunities: Wikimedia UK has a commitment to achieving equality of opportunity in both services to our members and clients, and in the employment of people, and expects all employees and volunteers to understand and promote its policies in their own work.

Fire, Health and Safety: Wikimedia UK is committed to a healthy and safe working environment and expects all its employees to consider and integrate health and safety in all work activities.

Sustainable Development: Wikimedia UK is committed to the principles of sustainable development and all employees are expected, in so far as possible, to maintain work practices in line with the principles of sustainable development.

Continuing Professional Development: Wikimedia UK is committed to the continuing professional development of all its staff and volunteers. Employees are expected to develop learning plans in conjunction with their line manager in order to undertake training or other career development opportunities that they feel would develop their work and the operation of the Charity.

Data Protection: Wikimedia UK holds sensitive data on its members, volunteers, donors and those using its services. All employees are required to maintain an awareness of data protection responsibilities, and to execute all relevant duties with tact, discretion and due respect to confidentiality of clients, members and staff.