Working hours: 5 days a week, full time Monday to Friday, flexible working [with occasional
weekends for events]. Part time contracts considered.
Duration: 1 year [with option of renewal]
Location: Hybrid – Stockport office, Manchester
Reporting to: CEO
Responsible for: medical volunteers
Salary: £22,000 – £24,000 FT equivalent [based on experience]
Expected start date: June/July 2025
About Doctors Worldwide:
Doctors Worldwide is a specialist medical charity based in the UK with a mission to support and
collaborate with local communities to build and sustain quality healthcare services in both development and emergency settings. Over the last 22 years we have delivered over 126 medical projects, responded to 16 humanitarian crises and worked in 25 different countries. Together we have impacted more than 3.9 million lives and counting. Access to quality healthcare is not a privilege, it is a human right, and we work towards making that a reality, especially for the most vulnerable communities.
Purpose of the Role:
We are looking for a diligent and versatile Administrator & PA who will work with the CEO, board and
project staff by supporting the delivery of DWW global health and medical programmes. The role involves providing a strictly confidential secretarial and administrative service to Doctors Worldwide [DWW] and its CEO including managing the DWW medical volunteers programme and organising key calendar events throughout the year such as our HMAC training course [UK yearly and overseas every other year]. Other duties include maintaining the info email account and organisational records, providing administrative support to projects as and when required, financial admin such as recording receipts and reimbursements, overseeing the internal policies/procedures database including updates with the CEO, organising training events and providing a comprehensive administrative and HR service to the organisation and its programmes. DWW is also launching its online shop and the role will involve administrative duties around stock management, processing orders and communicating with both buyers and sellers.
Based in the UK office in Stockport with flexibility to work from home, the individual will need to
demonstrate a high level of integrity, have an excellent eye for detail, is self-disciplined, and is highly
organised. The role includes providing assistance to the CEO such as taking meeting minutes and action logs, chasing up actions to deadlines, responding to emails, organising flights, processing receipts etc. The individual will need to be able to demonstrate a logical way of working to support the life-saving work we do.
Main responsibilities:
Administration
1. To develop, update and maintain administrative systems and processes to achieve maximum
efficiency across the organisation including the office and consumables.
2. To support the treasurer in the financial administration of DWW including during fundraising
activities.
3. To process incoming and outgoing correspondences and respond to queries about the
organisation from external stakeholders in coordination with other staff in a timely and
professional manner.
4. Managing the info email account and phones.
5. Organise and oversee DWW events and activities such as the DWW annual humanitarian
medical aid course.
6. Assist project staff in collecting and typing up data and maintaining records. Ensure effective
administration of project grants.
7. Manage and update DWW volunteer systems including recruiting, screening and organising
interviews for medical deployments, and arranging pre-deployment training
8. Manage and update DWW donor systems including processing new donations and
communicating with existing and new donors or volunteers.
9. Effectively maintain and update DWW governance systems and documents [overall legality,
effectiveness and accountability of an organisation] by carrying out annual checks using our
quality assurance system or developing/updating internal processes/procedures/policies.
10. Oversee the upkeep of the DWW office, supplies and equipment.
11. Be the first point of call for the online shop, including stock management and processing
orders.
HR
1. To ensure the files of relevant personnel are available, kept up to date, and stored
confidentially and maintain records for employee leave, sickness, absence etc.
2. To ensure that recruitment procedures are in place and implemented, as well as providing
assistance during recruitment.
3. Administer the DWW volunteers programme ensuring full oversight and confidentiality and
communicate opportunities to volunteers as and when required.
4. Oversee the quarterly recruitment process of DWW internship programme.
5. To ensure that relevant individuals such as managers fulfil their obligations to staff and
interns by making sure that appraisals and 1-2-1s, are carried out in accordance with
procedure.
6. To ensure that employees adhere to DWW policies & procedures.
Assistant to CEO Duties
1. To ensure a comprehensive secretarial and administration service to the CEO.
2. Provide administrative support to the Board of Trustee when required.
Other
1. To be professional and approachable at all times, whilst maintaining strict confidentiality,
trust and integrity.
2. Any other duties commensurate with the accountabilities of the post.
Person Specifications:
Character
● Self-disciplined
● Trustworthy
● Proactive nature, self-driven
● Professional and friendly attitude
● Maintains confidentiality at all times
● Hospitable and welcoming
Experience
● At least 2 years’ demonstrable experience in an administrator
and PA role
● Proven experience in organising and maintaining a diverse
workload, and meeting schedules/deadlines
● Ability to interact and communicate with a diverse range of
stakeholders professionally and with integrity
● Proven experience demonstrating initiative and proactively
finding better ways to improve or make the organisation more
effective [desirable]
Skills
● High attention to detail
● Anticipates needs
● Logical thought process
● Excellent organisational skills
● Proficient in English
● Excellent communication skills
● Excellent Information Technology skills
● Event organising or ability to learn
● Self-motivated and a good time-keeper
● Confidence to upward manage
Knowledge [Desirable]
● Knowledge of administrative systems
● Understanding planning and implementation
● Understanding of international development and health
contexts is desirable or ability to learn
Commitment
● To grow, learn and develop in their field of work
● Commitment to stay ahead of the various administrative
platforms or tools for personal and organisational effectiveness
and development
● Willingness to travel around the UK and internationally as and
when required
● Passionate and motivated about charity work
● Enthusiastic and flexible work ethic, with willingness to work
beyond expected duties in order to achieve organisational
objectives
● Adopt a holistic approach to their role within the organisation
How to apply
To apply for this post, please email your CV and covering letter [3 pages maximum] demonstrating
your suitability to the post to info@doctorsworldwide.org by 9:00am Monday 30th June 2025.
Interview dates – 7th, 8th, 10th & 11th July 2025 [online and in-person]
Expected start date – July 2025
Interviews will be carried out on a rolling basis. Doctors Worldwide reserves the right to close the
job advert before the deadline if a suitable candidate is found. We recommend applying early to be considered.
Doctors Worldwide is a participant in the Steering Committee for Humanitarian Response Inter-Agency Misconduct Disclosure Scheme (MDS). The purpose of this scheme is for humanitarian organisations to share information during the recruitment process about people who have been found to have committed sexual harassment, sexual abuse or sexual exploitation during employment. We are required to inform you that upon successful completion of an interview a statement of conduct will be requested from your previous employers. Further Information about the scheme can be found here: https://www.schr.info/the-misconduct-disclosure-scheme
Please note that as part of Doctors Worldwide’s safeguarding procedures, for some roles an enhanced Disclosure Barring Service (DBS) is required.
Doctors Worldwide is committed to equality and diversity in the workplace and we welcome and encourage applications from everyone regardless of gender, race, religion, marital status, disability, age, and sexual orientation.
Please note that your details will be kept confidential in line with data protection laws and stored for potential future job opportunities. You can contact us at info@doctorsworldwide.org at any time to have your details removed.