The Admin and Communications Coordinator is a key member at the heart of the Foundation team, involved in supporting every aspect of the work we do as well as being responsible for a variety of projects. They will be responsible for ensuring that the office and all our events run smoothly, that our Gifts-in-kind programme is delivered efficiently, that we collect and publish inspiring content about the work we fund, and that all our data is responsibly managed and processed.

What you will be doing

Administration Management

• Support the administration of the Wimbledon Foundation Board including the coordination and scheduling of Board and Panel meetings, the preparation and distribution of Board and Panel papers, minute taking, and preparation and booking of rooms, accommodation and food as required
• Devise, implement and maintain office systems to ensure the smooth delivery of all Foundation activities and provide support for physical spaces and equipment
• Provide office management including general correspondence and post, routine filing (electronic and paper), copying, printing, scanning etc.
• Screen telephone calls and handle enquiries or triage appropriately, acting as a point of contact for queries from local stakeholders, other individuals/organisations and all internal departments
• Arrange team and other meetings: book rooms, refreshments and visitor access as necessary
• Generate Purchase Orders, submit to finance system and distribute accordingly maintaining full records whilst closely monitoring the assigned budget
• Play a key role for the team as the Data Officer, representing the team on all data governance issues and supporting the Data Controller (Head of Foundation) as appropriate
• Maintain up to date data records for the team ensuring compliance with GDPR
• Manage the Just Giving platform, act as first point of contact on donations through it and triage information as appropriate

Gifts in Kind and Prizes

• Manage the Wimbledon Foundation’s gifts in kind programme, source and/or receive donations of All England Lawn Tennis Club (AELTC) items and equipment to donate to charity partners
• Be the point of contact for all donations, including of AELTC resources, to the Wimbledon Foundation
• Coordinate distribution of on-site collections and deliveries of donations to charities, liaise with internal departments including facilities management, security, ground staff and others
• Manage the collection and provision of prizes to assist with charities’ fundraising efforts

Engagement and Events Administration

Manage, develop, and maintain internal and external relationships with key stakeholders including AELTC colleagues, local charity partners and Club Members to deliver key Wimbledon Foundation projects including:

• The Member’s Tickets for Charity scheme
• The annual Wimbledon Foundation plant sale
• The annual staff sale
• The coordination of learning visits, museum visits and tours for charity partners
• Support the Foundation team in the planning, coordination and delivery of events throughout the year
• Provide specific support as required especially for the Annual Foundation Reception which includes the following: send invitations, manage RSVPs, organise hosting arrangements including room and catering booking for Foundation & Community events on site

Communications

• Support the Communications & Events Manager in a variety of ways by:
• Attending project visits with Grants Officers and collecting appropriate stories and images to provide content for the Foundation’s social media channels
• Acting as a key point of contact for internal communications across the AELTC and creating content for the Foundation’s internal channels such as Member and staff newsletters and for external channels such as Community newsletters and MyWimbledon
• Maintaining a photographic and film archive for the Foundation ensuring high quality photography is available reflecting the range of Foundation programmes and activities and support in organising photography and film shoots

What part your role will play in The Championships

• Represent the Foundation at The Championships and Qualifying, delivering Foundation based activities on site, providing front-facing information about the Foundation and running engagement activities. Longer days and shifts will be required, including working at the weekends
• Support the Head of Foundation in coordinating temporary staff
• Support the Communications and Events Manager to deliver activities including: coin toss, international charity partnership activations, signage, organising interviews with guests.
• Manage the Wimbledon Foundation’s annual charity ticket allocation, invite and provide information to charity guests, organise hosting arrangements and tours to ensure a high quality guest experience at The Championships
• Support any other Championships/Foundation related activations, e.g. charity presence in The Queue, ticket resale, requests for information, charity visits or back-office tasks

About You

Essential

• Organised, with strong attention to detail. Substantial, proven administrative experience in a fast-paced environment
• Excellent written and verbal communication skills, numerate.
• Able to deliver exceptional customer service, answering queries professionally and resolving problems
• A pro-active self-starter, effective when working independently and as part of a small, focused team, assumes ownership for issue management and workload.
• A multi-tasker, able to prioritise work across several projects simultaneously, meet deadlines and changing requirements
• Effective at maintaining internal/external working relationships with people at every level and across departments
• Diplomatic, calm and able to maintain confidentiality
• Microsoft Office Suite to intermediate level - Word (meeting papers, letters and minutes), Excel (complex spreadsheets), Outlook (including diary management) and PowerPoint (for presentations).
• Experience of database management.
• Experience of producing content for digital communication channels including websites and social media
• Experience of proof-reading for publications and online
• Integrity and empathy with an ability to relate to people from all social sectors.

Desirable

• Experience working for a charity and non-executives/trustee board or similar
• Experience of working with a Grants Management System, and photo and video editing software
• Working knowledge of GDPR and compliance

Additional Information

• The role will require DBS clearance the results of which must be satisfactory to the Company.
• The role is based on-site and normal working hours are Monday to Friday, 9am – 5pm, with some flexibility which allows for working from home on some days. Occasional weekend and evening work will be required. Please note, additional hours/days may be required before and during The Championships.

About us

The Wimbledon Foundation is the charity of the AELTC and The Championships. It uses the collective strength of The All England Club and The Championships to make a positive difference to people’s lives. The Foundation champions opportunity for all and focuses on:

• Locally strengthening and supporting our diverse communities
• Nationally using the power of sport to inspire young people
• Internationally building healthy communities and responding in times of need

The Foundation works in partnership to deliver programmes, provide grants and financial support and donate resources such as physical gifts. The Foundation continues to grow and last year awarded over £3.3m in grants and donations to more than 100 charitable organisations. The successful candidate will be joining a small team of eight including the Head of Foundation, Grants and Community Manager, two Grants and Community Officers, a Communications and Events Manager and a Partnership Manager.

The Wimbledon Foundation is committed to equity, diversity and inclusion. We welcome candidates of any gender (women, men or other gender identity) and from any background with the required skills. We would particularly encourage applications from people with Global Majority backgrounds, people belonging to minority communities, people from the LGBTQIA+ communities and those with disabilities. Should you require any adjustments, please reach out to us.

The All England Lawn Tennis Club (Championships) Limited (AELTC) organises and stages The Wimbledon Lawn Tennis Championships, widely regarded as the world’s premier tennis tournament and are home to one of the world’s most prestigious tennis clubs. Our business has grown in recent years and we expect that success to continue. We have plans to further improve our facilities and invest in our people in future years. Our success is important to us and we are guided by our key values of Heritage, Integrity, Respect and Excellence.