The Limes Community & Children S Centre

The Limes Community & Children’s Centre

Job Description

Responsible to:Office Manager

Responsible for:Admin and building maintenance volunteers as required

Hours:flexible hours

Salary Grade:£8.47 per hour

To be responsible for inputting, onto accounting software (QuickBooks), records of the organisation’s income and expenditure
With the Office manager, ensuring all bank accounts are reconciled on a monthly basis.
To purchase, account for and store stamps, Oyster cards etc.

To maintain a rota for ensuring the building is opened in the morning and locked up each evening and to open up/lock up when required
To be responsible for checking, keeping stock of and ordering equipment and supplies in liaison with the Office Manager
To operate the booking system for building and resources hire

To provide a welcoming and friendly greeting to visitors and members of the public at first point of contact, and to escort them to meet the appropriate member of staff

To answer the phone during specified hours, dealing with general enquiries and transferring calls onto appropriate members of staff
To open and distribute incoming mail, in liaison with the Office Manager; to process all outgoing mail; to deal with deliveries
To answer queries about organisation’s services and provide basic information about these, including compiling information packs for prospective service users, in liaison with Services staff and mailing these out on request
To assist in the production and distribution of a wide range of information and publicity materials
To process membership enquiries and applications and input details on a membership database and follow up renewals
To provide admin support for Fundraising.
To contribute to management of ICT in liaison with the Operations Manager
To be responsible for updating the organisation’s standard documents when asked, and to ensure that computer files are stored in an orderly system

To participate in staff recruitment by compiling application packs and responding to requests for these and servicing the recruitment panel.
To process the CRB and OFSTED suitability checks for new staff and volunteers
To update the HR checklist and provide admin assistance to Office Manager for all HR admin needs
To process and issue ID cards for new staff and volunteers
To manage admin and building maintenance volunteers as required by the Office Manager and under their direction

To undertake mail outs, as required by the Services Teams and under the co-ordination of Operations Manager
To work within organisational policies and procedures in all aspects of the work
To participate in & service staff team meetings, planning days and other organisational events
To plan for and participate in regular supervision to review your work, development and training needs.
To attend training as required
To complete delegated tasks in the absence of the OperationsManager.
Any other duties that may be reasonably determined by the Office Manager

You must demonstrate that you meet the criteria in the following areas:

2 years experience of using information technology including use of software including Access, Excel, Word documents
2 years experience of undertaking a range of administrative functions and maintaining office systems e.g. filing, communication systems

an understanding of the law relating to health and safety, and the implications for your work
an understanding of and commitment to equality of opportunity

an ability to communicate effectively verbally and in writing with a wide range of people (e.g. professionals, service users, the general public)
an ability to answer phone enquiries in an efficient, friendly and helpful manner
an ability to maintain office systems
an ability to work on your own initiative and organise and co-ordinate your work to meet agreed deadlines
an ability to keep effective records
an ability to present information clearly and professionally e.g. minutes, reports, newsletters (written and verbal)
demonstrated skills in inputting data into computerised and manual systems, accurately, efficiently and according to agreed timeframes and procedures
demonstrated skills in using word processing packages, databases and spreadsheets
an ability to understand and work within organisational policies and procedures in your work
an ability to work cooperatively with other team members
a willingness and ability to learn basic financial procedures

It would be desirable if you have the following experience, but it is not essential:

Experience of working with computerised accounting systems and in particular QuickBooks,
Experience of supervising or training volunteers or staff
Experience of working with disabled people
Ability to speak a community language relevant to Waltham Forest’s population and Limes users eg. Urdu, Turkish; Somali; BSL