The Welcoming Association

Project Administrator Job Description

SALARY SCALE: SJC Scale Spinal Point 22. (£20,871per annum - 36 hours per week)

Purpose of Post: The Project Administrator will be the key administrative, clerical and organisational resource within the organisationand will report to the Director, Deputy Director and the Management Committee.

This is a full-time 36 hour per week position with the organization. 50% of this post has ‘ring-fenced’ funding from the Climate Challenge Fund to undertake specific administration work supporting home energy efficiency and recycling renewal programmes. The post’s remaining 18 hours per week are for specific administration work supporting theorganisation’s social, English language and cultural integration programme. These salary costs are match-funded by the City of Edinburgh Council and the Robertson Trust.

The main responsibilities and duties:

  • web site development as part of social media initiatives,
  • inputting of all participant data into database systems and creating reports as and when required for funders and management committee,
  • providing support in all aspects of project administration,
  • assisting with organisation of courses, publicity and delivery,
  • managing general telephone/email enquiries, taking notes,
  • supporting the volunteer recruitment process, as required,
  • greeting visitors, recording enquiries/ referrals on database, collate project statistics,
  • general photocopying /filing as required,
  • assisting with preparation for courses/meetings,
  • organising room bookings and equipment,arranging catering,
  • handling invoices, recording project expenditure, processing invoices / receipts, banking duties, preparing and presenting weekly income and expenditure reports,
  • under-taking other appropriate duties from time to time as determined by the Project Director and Management Committee..

Decisions Made in the Course of the Job

  • safeguarding the confidentiality of information (Data Protection Act)
  • determining daily work pattern/priorities in consultation with the Project Director.

Supervision and Support Received: The post holder will receive regular supervision from the Directorand Deputy Director in accordance with the Terms and Conditions of service. The post holder will be expected to attend staff meetings, (management committee meetings only when deemed appropriate), training courses and meetings deemed appropriate to the function of the programme.

Essential Skills:

Educational / vocational qualifications required:

  • Good working knowledge in Microsoft Office: excel, Access, Word and PowerPoint, use of networked email systems, server systems. Social media and other IT systems is necessary.
  • An administrative qualification would be desirable

Competencies:

  • Good people skills - outgoing, enthusiastic, motivated and a possess a good sense of humour,
  • Communication – Ability to convey and receive messages, verbally, non-verbally and written, in a positive and effective way.
  • Teamwork – Ability to work well with others and understand the impact of one’s behaviour on the dynamics and success of each team that they are part of.
  • Problem Solving and Decision Making – Ability to identify, research, analyse and resolve problems and make informed and effective decisions.
  • Creativity and Innovation – Ability to formulate new ideas, or to adapt, or to use existing ideas, in a new or unexpected way.
  • Achievement – Ability to achieve targets and exceed expectations.
  • Development – Ability to develop oneself and others.

PERSON SPECIFICATION

The Welcoming Association

Project Administrator

Essential Skills:

Educational / vocational qualifications required:

  • Good working knowledge in Microsoft Office: excel, Access, Word and PowerPoint, use of networked email systems, server systems. Social media and other IT systems is necessary.
  • An administrative qualification would be desirable

Experience, skills and competencies:

  • Minimum of 3 years experience of working in an organisation delivering a wide range of services on advice and guidance, education, training to migrants, refugees or minority ethnic communities,
  • Experience of liaising with and providing finance information and data to charities and trusts grant and finance officers, auditors, OSCR, Companies House, the City of Edinburgh Council, Scottish Government, SCVO and banks.
  • Fluency in a second or third community language,
  • Experience in designing, developing and maintaining petty cash systems, finance, budget and administration and database registration and reporting systems,
  • Excellent communication and people skills - outgoing, enthusiastic, motivated and a possess a good sense of humour,
  • Communication – Ability to convey and receive messages, verbally, non-verbally and written, in a positive and effective way.
  • Teamwork – Ability to work well with others and understand the impact of one’s behaviour on the dynamics and success of each team that they are part of.
  • Problem Solving and Decision Making – Ability to identify, research, analyse and resolve problems and make informed and effective decisions.
  • Creativity and Innovation – Ability to formulate new ideas, or to adapt, or to use existing ideas, in a new or unexpected way.
  • Achievement – a proven ability to achieve targets and exceed expectations.
  • Development – a proven ability to develop oneself and others.

The Welcoming Association, Unit 1, 20 Westfield Avenue, Edinburgh EH11 2TT
- 0131 346 8577 - -

Scottish Registered Charity No SC041952. Company Limited By Guarantee No SC398913