JOB DESCRIPTION

JOB TITLE: Office Administrator

DESCRIPTION: A full time post (35 hours per week), initially for a fixed term of 2 years

SALARY: £20-22,000 dependent on skills and experience

REPORTING TO: Finance and Office Manager

INTRODUCTION TO KIDSCAPE

Kidscape is the UK’s leading anti-bullying charity. We have been pioneers in the child protection field since we were established in 1985. Over the last 30 years we have become increasingly known for our work on safeguarding children and bullying prevention. We work nationwide and internationally providing training, advice and support to young people, families and professionals. Our staff team of 10 is supplemented by volunteers, freelance trainers and sessional workers.

JOB PURPOSE

The post of office administrator is vital to the efficient functioning of all areas of our work, and is a fantastic opportunity to get involved with all areas of the work of a small charity. You will be the first point of contact for external callers and will be expected to provide a welcoming and helpful service. You will also assist the Finance and Office Manager with administration as well as providing administrative support to other staff when required.

MAIN DUTIES AND RESPONSIBILITIES

Financial administration

·  Bank all incoming cheques.

·  Ensure all invoices relating to Kidscape’s training activities are issued and receipted on Sage, and chase debtors.

·  Reconcile donations on Salesforce (CRM database)

Office administration

·  Answer incoming telephone calls in a professional manner and provide a welcoming service for callers. Take messages, deal with basic requests for information and refer other calls to the correct members of staff.

·  Open and distribute mail every day. Frank letters and parcels. Arrange for mail to be collected by Royal Mail and arrange for larger parcels to be couriered.

·  Deal with deliveries to the Kidscape office.

·  Order stationery and office supplies and ensure best value for money is achieved.

·  Provide administrative support to project staff

·  Take minutes at staff meetings.

·  Keep records of staff holidays and sickness absence.

·  Assist with online DBS checks.

·  Assist the Finance & Office Manager with Health & Safety issues.

·  Ensure that the office environment is kept clean and tidy

General tasks

·  Contribute to providing a positive, supportive and caring working environment

·  Represent Kidscape appropriately to the wider community

·  Assist colleagues with the effective running of the office as required when working in a small team

A job description is a written statement of the essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to tbe a complete, detailed account of all aspects of the duties involved. This job description will be reviewed at regular intervals and is subject to amendment in consultation with the post holder and Line Manager.

PERSON SPECIFICATION – OFFICE ADMINISTRATOR

ESSENTIAL REQUIREMENTS

·  Educated to A-level standard or equivalent

·  Excellent communication skills, both written and oral, including a clear and friendly telephone manner

·  Numerate and confident in own ability to work with numbers

·  Experienced and confident in using Microsoft Office

·  Experience of working in a team and independently

·  Excellent organisational and time-management skills

·  Experience of keeping accurate financial and data records

·  Eligible to work in the UK without restrictions

DESIRABLE REQUIREMENTS

·  Experience of SAGE 50 software

·  Knowledge of Salesforce CRM (or another database such as Raiser’s Edge)

·  Knowledge of issues affecting children who have been bullied