Community360

Job Description

Job TitleAdministrator

EmployerCommunity360

Reporting to:Information Advice & Guidance Coordinator

Responsible toChief Executive Officer (CEO)

PURPOSE OF JOB

To provide efficient and professional administrative support to Community360 programmes of workincluding correspondence, compliance, premises and general administration of clerical work generated by the organisational team (staff, trustees and volunteers).

PRINCIPAL DUTIES

  1. Work closely as ateam to ensure the smooth running of alladministration functions.To maintain and support the development and delivery of our services.
  1. Working as part of a team, provide administrative support for our various programmes of work as detailed in Community360’s Delivery Plans and in line with our Strategic objectives.
  1. Greet and care for all visitors in a polite and courteous manner, dealing with all enquiries both in person and on the telephone in a polite and professional manner, providing an action focussed approach wherever possible.
  1. Respond to enquiries from organisations and/or members of the public with regard to activities in the local third sector, i.e. perform database searches and source information as appropriate.
  1. Help to plan and manage internal communications and awareness of corporate direction, vision, mission, aims and activities.
  1. Operate a range of office machinery, including computer, phone, fax, franking machine, shredder and photocopier.
  1. Ensure that all information and databases are kept up to date.
  1. Ensure all relevant business diaries are kept up to date and the meeting rooms are maintained to a high standard
  1. Assist with arranging meetings, events, training and room bookings ensuringpaperwork completed and statistics recorded.
  1. Ensure that all marketing materials (pop up banners, leaflets, flyers, stationery) are prepared for events ahead of the date and in accordance with the requirements specified. Assist with co-ordinating and attend community events during the year.
  1. Manage the preparation of meeting, hot-desking and resource rooms, and liaise with resident organisations as appropriate.
  1. Organise the staff holiday process, sickness records and timesheets, and provide cover to programmes of work as deemed necessary. Prepare welcome packs for new staff members.
  1. Organise staff and volunteers rotas to ensure coverage of the Admin Team (including Reception).
  1. Organise the production of the weekly newsflashes, monthly Newslink and yearly Annual Report, to include website and social media.
  1. Assist the team in the production of correspondence, reports, minutes and statistical information (including weekly footfall) as required for stakeholders and internal reporting in accordance with timelines.
  1. Identify and order stationery and supplies as required by the organisation and approved by the CEO.
  2. Undertake research of designated topics, i.e. community events, local policy, as required
  3. Assist with compliance of working premises, including but not exclusively limited to health and safety, training, accident reporting processes.
  1. Organise exhibitions, displays and assist with press coverage and media.
  1. Undertake any work deemed necessary by the Information Advice and Guidance Co-ordinatorand CEO to further the aims and objectives of the Community360.
  1. To pursue personal development of skills and knowledge necessary for the effective performance of the role, including shadowing, secondment, informal and formal training

General

  1. To ensure that Community360’s equal opportunities and quality policies are followed in all areas of work of Community360.
  1. To attend as appropriate, and participate in, internal meetings of the organisation, including, but not limited to, staff meetings, board meetings, the Annual General Meeting and Away Days promoting staff professional development and awareness.
  1. To work co-operatively with other members of staff and act as an effective team member, promoting mutual respect amongst colleagues.
  1. To comply with the internal and external monitoring and recording requirements of the organisation for accountability purposes.
  1. To provide local intelligence and knowledge to the organisation, galvanising communicational throughout, which would usefully inform discussions and decision making.
  1. Assist with co-ordinating and attend community events during the year.
  1. Contribute to marketing Community360 services including but not limited to social media, website, newsletters, leaflets, presentations and any other marketing tool including monthly funding inserts.
  1. To pursue and undertake any training and personal development of skills necessary for the effective performance of your role, as agreed with your line manager, maintaining your training record in conjunction with Support & Supervision.
  1. To ensure all information (including the shared drive) is kept confidential, in appropriate files, up to date and accurate.
  1. To carry out other duties in line with the above primary duties, which are held to be within the scope of this post
  1. To adhere to all Community360 policies & procedures including but not limited to health & safety, quality assurance and fire safety.
  1. To ensure that all services are provided in line with all Community360 policies and delivery plans.
  1. To take ownership and responsibility of communication both internally externally ensuring the sharing of appropriate information where necessary. Continuously explore effective ways of working within the Community360 Team.
  1. From time to time you may be required to work unsocial hours (evenings and week-ends) for which time off in lieu (TOIL) will be given
  1. The job role may require at times, travel across Essex, the region and nationally

Amendments – this description accurately reflects the present position; it may be amended and reviewed. Any change will be made following a proper period of consultation.

1

P:\Human Resources\JOB DESCRIPTIONS\Administrator.doc