PA & Office Co-Ordinator

PA & Office Co-ordinator

Job Description

Line Manager: Finance and Operations Manager;

Key Responsibilities:

·  To provide high-quality day-to-day proactive support across the organisation to help deliver Get Connected’s vision, mission and strategic objectives.

·  To support in all areas of Get Connected’s operation, providing support in finance, HR, team- and office-management, and the Chief Executive’s office.

The role: Administrative Support

1.  Organisational support: preparing for and taking minutes at team meetings; maintaining charity records as required; manage Trustee records and DBS checks; general enquiries and correspondence; provide administrative support across the whole organisation.

2.  PA support: provide general administrative support to the Chief Executive; diary management; filing; collating meeting papers; research; maintaining records of CE’s contacts on Raiser’s Edge.

3.  Financial administration: banking income received; post-FR-event financial follow-up; “chasing” overdue invoices; managing petty cash; processing expenses claims for Helpline Volunteers, staff and interns; basic bookkeeping; monitoring status of purchase orders raised by all departments; liaising with all departments to maintain the Gift in Kind register; assisting with adherence to Data Protection policy in respect of donors’ payment data and finance archive; support with payroll, including pension and childcare voucher schemes.

4.  HR support: maintain employee records including leave, sickness and supervision schedule, and personnel archive; manage the promotion of internships and support role-holders; support line managers with recruitment and induction through to employee exit procedures; assist with review of HR policies; support the team development strategy.

5.  Office management: manage office housekeeping and maintenance; liaise with relevant suppliers, cleaner and landlord; ensure office insurance is up-to-date; monitor and order stationery and supplies; collect and distribute post; undertake weekly fire safety checks; organise regular fire drills; support with risk assessments; update H&S policy as necessary.

6.  Systems support: manage basic day-to-day IT systems support; set up new user O365 accounts; support administration of SharePoint; manage office phone system; arrange initial training for new starters and on-going training for current employees.

7.  Any other duties that might be reasonably expected, as required.

Person specification:

Skills/Abilities:

·  Ability to build strong and constructive working relationships with a diverse range of colleagues and stakeholders

·  First-class written and verbal communications, with impeccable attention to detail

·  Excellent IT skills; good data entry and record keeping

·  Ability to organise time, prioritise and juggle conflicting deadlines

·  Ability to work both using own initiative and as a team

·  Confident in suggesting own ideas for improving ways of working

·  Understanding of the confidential nature of using data

·  Open to change and able to demonstrate a flexible ‘can-do’ approach

·  Undertaking research through a wide variety of information sources

·  Initiative – seek out and pursue new opportunities

Knowledge:

·  Excellent working knowledge of Microsoft Office (Outlook, Word, Excel, Powerpoint) (E) and familiarity with SharePoint (D)

·  Working knowledge of a wide range of Social Media platforms and use of the internet (E)

·  Knowledge of current issues affecting young people (D)

·  Awareness of the 1988 UK Data Protection Act (D)

Experience:

·  Experience of office administration (one year minimum – E)

·  Experience of working within a fundraising, marketing or customer service environment (D)

·  Experience of processing financial information using excel or accounting software, preferably QuickBooks (D)

·  Research and report writing experience (D)

·  Use of a recognised database, preferably Raiser’s Edge (D)

Education:

·  Educated to degree level or equivalent (E)

(E = Essential; D = Desirable)

Summary of terms and conditions

·  The salary offered is c. £20,000 (inclusive of London Weighting).

·  Normal hours will be approximately 35 hours per week, usually from 10am-6pm, Monday to Friday, although there may be the need for occasional weekend and evening work, for which time off in lieu may be available.

·  Leave entitlement is 25 days per annum, plus an additional day for your birthday.

·  Get Connected will make a 3% contribution to a group personal pension scheme.

·  An offer of employment would be subject to successful background checks, including two referees and a Criminal Records Bureau check.

·  Because of the nature of the work involved, the post holder is expected to sign a pledge of confidentiality in respect of service users’ information.

·  The post is based near Oxford Street, Central London, with the Helpline located nearby.

·  Other terms and conditions are detailed in the contract of employment.