REVISED Office Administrator/ PA Job Desc DRAFT 2015-12-22
SPITALFIELDS CRYPT TRUST
JOB DESCRIPTION
TITLE: Office Administrator and Company Secretary
LOCATION: Trust Offices, Tab Centre, Austin Street, E1
HOURS: 15 hours (2 days or 15 hours spread over 3)
SALARY: TBC
RESPONSIBLE TO: Deputy CEO
KEY RELATIONSHIPS: Line Manager (Deputy CEO)
Senior Trust Management
Trustees
PURPOSE OF JOB: To deliver effective Trustee and Head Office support.
To ensure the provision of high quality administrative services.
1. KEY RESPONSIBILITIES
§ To provide a comprehensive administrative service within the head office.
§ To fulfil the role of Company Secretary.
§ To work as a key member of the team and to be the main point of contact for administration services.
§ To co-ordinate and manage any relevant volunteers who work in the office.
OFFICE ADMINISTRATION:
a. GENERAL ADMINISTRATION – maintaining records, filing, archiving, etc. Monitoring the admin email (). Organising the printing of bespoke stationery items (letterhead, business cards). Ordering and maintaining stationery supplies, where managers are unable to do this. Administering keys. Administering Vehicle Driver records. Along with other members of staff, answering phones and the door, dealing with relevant post. With the Communications Managers, printing and distributing supporter mailings. Overseeing the content of prayer emails. Organisation of annual staff events or staff conferences, as required.
b. PROJECT WORK FOR SENIOR MANAGEMENT TEAM – including management agreements, tenders and bids (where not undertaken by the fundraisers) and other “new project” work. Some diary organising.
c. IT –co-ordinate the IT services on behalf of SCT and liaise with the contracted IT Company for SCT, resolving any on-going issues. Administer the setting up of drives, emails, usernames and passwords with the contracted IT Company.
d. MAINTENANCE AND RENEWALS OF LEGAL DOCUMENTS, LEASES, INSURANCES, including Landlord Buildings insurances and freelancers. Organising annual health insurance renewals.
e. SITE MAINTENANCE – Overseeing any site maintenance as required, e.g. annual waste contract. Liaising with Landlords as appropriate. Organising the cleaning of Head office premises.
COMPANY SECRETARY:
f. TRUSTEES’ MEETINGS - Liaising with Trustees/Directors, organising quarterly Directors’ meetings and Company AGM. Taking minutes of meetings and circulating papers and Reports to Directors and Managers.
g. LEGAL REQUIREMENTS – Working with the Trustees, CEO and Legal Advisors, ensuring legal returns and SCT’s governing documents are in order and made in good time to Companies House and the Charity Commission.
h. HEALTH AND SAFETY – working as instructed by the Assistant Director.
i. DATA PROTECTION – maintaining SCT’s registration with the Information Commissioner’s Office.
2. GENERAL
§ Respect and comply with the ethos and values of The Spitalfields Crypt Trust.
§ To abide by any and to implement the policies and procedures of the Spitalfields Crypt Trust, especially Health and Safety and Code of Conduct.
§ To act in the best interest of the Trust at all times.
§ To participate in training and to undertake appropriate learning and development.
§ To undertake any other duties that may be consistent with the post.
§ To undertake other duties which may from time to time be delegated by the Chief Executive Officer.
§ Commitment to equality and diversity.
QUALIFICATIONS AND EXPERIENCE:
· Good team working skills.
· Good level of education.
· Experience of administration procedures and systems
· Good IT skills and knowledge of relevant software (Microsoft Office) and excellent keyboard skills.
· Good written and verbal English; efficient written and verbal communication skills.
· Good skills in planning, time-management, delegation and supervision.
· Excellent organisational abilities.
· Flexibility and co-operation with other staff and good interpersonal skills.
PERSON SPECIFICATION:
· Ability to be self motivated, have good initiative, manage own work and work as part of a team
· Ability to work under pressure and to deadlines
· Ability to prioritise and take responsibility for set tasks
· Attention to detail and accuracy
ORGANISATIONAL CONTEXT
Spitalfields Crypt Trust aims to help people who are facing problems of homelessness, addiction, poverty or social isolation, to put their lives back together through the provision of a range of high-quality support, rehabilitation and training services.
We run various services which include a daily drop-in centre, an abstinence-based supported hostel, two third-stage move-on homes, an education and training centre, and seven charity shops. Our core objective central to each of these activities is "putting lives back together". The projects of the Trust are supported by a central administrative service and by our charity shops.
You will be working for an exciting charity alongside a small dedicated team in the central administration of the Trust.
Spitalfields Crypt Trust is committed to social justice and resolutely opposed to discrimination in society. We are committed to providing services and employment on a fair and equitable basis, regardless of race, ethnicity, religion, life-style, gender, sexuality, physical/mental disability, offending background or any other factor. No person requiring services from, or applying to the Spitalfields Crypt Trust for either voluntary or paid employment, will be treated less favourably than any other person on any grounds.
In employment we actively seek to recruit people with a good combination of talent, skills and potential, promoting equality for all, and welcome applications from a wide range of candidates. We select all candidates for interview based on their skills, qualifications, experience and commitment to the values and purposes of the organisation. (Sources - Equal Opportunities Policy 2.2 (i) and (v)).
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