Facilities Administration and Maintenance

ROLE PROFILE

Post / Facilities and Office Administrator
Responsible to / Line Manager appointed by Trustees
Responsible for / No line management responsibility
Date / July 2012
Job purpose:
The Facilities and Office administrator is responsible for the provision of services and processes that support the core work of LLGS. They will ensure that LLGS has the most suitable working environment for its volunteers, employees and their activities and also be responsible for the provision of administrative support throughout the organisation as agreed with the Board of Trustees.
Key tasks
1 /

Facilities Administration and Maintenance

To lead in organising: contractors, suppliers, consultants to ensure the maintenance of LLGS’s building facilities to the highest standards, whilst ensuring that best value is achieved and reviewed regularly.
To ensure that LLGS’s facilities comply with all relevant regulatory authorities and statutes.
To lead on matters of health & safety, including acting as the first aider and conducting the annual Building and Fire Risk assessments.
To lead on building security issues including the management of the swipe card door-entry system and volunteer membership cards.
To manage the maintenance of the helpline’s telephone systems to minimise any disruption to the service
To administer other building resources if necessary.

2 /

Office Administration

Maintain both the internal and external office communication systems, acting as a first point of contact, including:

Dealing with and respond to public enquiries by telephone, post and email
Dealing with post, both incoming and outgoing

Assist in the cost-effective management, co-ordination, purchase and maintenance of office equipment, systems and supplies in conjunction with the Board of Trustees (BOT)
Organise, co-ordinate, administer, service and attend meetings as necessary including taking minutes at regular evening meetings as required.
Maintain, within budget, the office stationery stores ensuring that sufficient stock levels are maintained in an orderly and accessible manner.
Maintain sufficient stock of refreshments for staff, volunteers and visitors.
To provide administrative support to the Trustees and voluntary working group coordinators.
To manage the workloads of and support the office support volunteers.
To update and maintain the LLGS Administration Handbook.
Maintain general office filing, including archiving.

3 /

Financial Administration

To administer the petty cash system in line with agreed financial procedures.
To administer volunteer expenses in line with agreed financial procedures
To raise invoices upon request of the Treasurer, trustees and WG co-ordinators
To administer payments to suppliers once appropriately authorised in line with agreed financial procedures.
To accurately count and bank all income received, including cheques and cash, in line with agreed financial procedures.
To maintain and administer Gift Aid claims.
To assist the Treasurer on minor financial matters and reporting when required.
To assist the Company Secretary on mandatory governance matters and reporting when required.

4 /

HR Admin

To administer the recruitment process.
To research and place recruitment ads in both publications and websites as agreed with BOT.
To organise induction process of office procedures for new staff working.
Ensure LLGS staff handbook is kept up-to-date, as directed by the BOT.
To maintain agreed systems to allow effective HR monitoring, e.g. annual leave records, return to work forms, equal opportunities monitoring.

5 /

Volunteer Administration

Assist the HRT coordinator with the volunteer recruitment process, including dealing with and responding to volunteering enquiries.
Help to maintain accurate records of volunteers, their skills and time donated.
Assist in any future volunteer recognition processes.
Any other volunteer administrative support as agreed with the BOT.

6 /

Database and IT Functions

To accurately maintain and update records within the office database(s).
To maintain accurate records of income received including logging details of donations and standing orders into fundraising systems (including gift-aid systems) and databases.
To produce mail-shots to selected database groups upon request.
To work with appropriate volunteers and staff to keep contact and background information up to date on LLGS’s, and external, websites.

7 /

Other Duties

To collaborate with LLGS staff and volunteers as appropriate.
To work collaboratively, being a positive member of the team who will, when required take on tasks from other roles when the situation requires it, such as during annual leave or periods of illness.
To undertake such other tasks as may reasonably be expected by the BOT.
To attend LLGS meetings as required.
To establish and agree objectives for the year and monitor these through supervision.
To undertake all responsibilities with due regard to LLGS’s Equal Opportunities Policy at all times.

How do you meet our requirements?

Below you will find the skills, abilities, experience and competencies needed to do the
job you’re applying for.

Use the space under ‘How do you meet our requirements?’ on your application form to explain how you meet these requirements. Only write about the categories that are being assessed by the application form.

You must be able to show the following skills and abilities / How this is assessed
1 / Knowledge and experience of best practice in facilities management including dealing with suppliers, consultants and contractors and the negotiation of contracts. / Application form, interview and assessment
through probation period
2 / Knowledge of Health and Safety regulations. / Application form,
interview and assessment through probation period
3 / Strong organisational skills with experience of dealing with administrative support duties, including minute taking and an understanding of office accounting procedures. / Application form,
interview and assessment through probation period
4 / Attention to detail and the ability to perform routine tasks accurately. / Application form, interview, and assessment through probation period
5 / The confidence to own and resolve issues and problems as they arise and the ability to show initiative and take responsibility for the sound functioning of the office. / Application form, interview, and assessment through probation period
6 / Clear and concise verbal and written communication skills with minimum of 45 wpm typing. / Application form, interview, and assessment through probation period
7 / Excellent prioritisation skills and the ability to manage own time effectively with the ability to juggle different tasks and work effectively under pressure. / Application form, interview, and assessment through probation period
8 / Excellent interpersonal skills and the ability to work within a team, with proven experience of working collaboratively with a wide range of people, in particular valuing the contribution of a diverse group of volunteers. / Application form, interview, and assessment through probation period
9 / Familiarity with basic IT packages such as Microsoft Office (Word, Excel & Access) and Internet Explorer and a willingness to learn new IT skills. / Application form, interview, and assessment through probation period
10 / Commitment to and understanding of equal opportunities. / Application form, interview, and assessment through probation period