Job Title:Administration and Facilities Coordinator

JOB DESCRIPTION

Employer:RSPCA Warrington Halton and St Helens Branch

Location:Warrington Animal Centre

Responsible for:Volunteers, Contractors

Hours: 37.5 hours per week, 8.30am to 4.30pm Tuesday to Saturday

Salary:£18,000

Responsible for

Coordination of facilities management including maintenance, and delivery of administration services to support the Branch Manager, in line with RSPCA branch policies, National Society policy/rules, RSPCA animal centre policy/rules, Health & Safety Regulations, employment law and associated legal requirements for Data protection.
Supporting the Branch Manager in the strategic development of the Branch, deputising in her absence.
Working within branch budgets to achieve personal objectives and targets agreed at annual appraisal.

Financial Management: Implementation of routine processes for cash handling and recording, month end processes, banking (occasionally at short notice if large sums of cash are received unexpectedly that exceed insurance limits) budget setting and monitoring.
Facilities Management: Ensure all animal centre buildings, equipment, vehicles and grounds are adequately maintained in consultation with the Branch Manager and Team Leaders.
Coordination of works under the maintenance plan, ensuring best value through deployment of volunteers and contractors, obtaining quotes and liaising with contractors to schedule and supervise works.
Updating the maintenance plan as required.
Ensuring repairs and defects reported by the staff team/volunteers are carried out in consultation with the Branch Manager.
Recruitment, training, supervision and coaching of volunteers and placement students for buildings and grounds maintenance.
HR administration, including preparation of rotas, authorising holidays, monitoring sickness, conducting return to work interviews, and on occasion involvement in disciplinary and/or capability processes.
Purchasing and stock control to ensure supplies are maintained at levels that are efficient for operations whilst not holding excessive quantities of stock and supplies. This may on occasion involve trips at short notice to obtain supplies and routine visits to local suppliers where this is the most cost effective method of purchasing.

Coordinate the delivery of an efficient reception service, including recruitment, training, supervision and coaching of volunteers and placement students in this area of work. Ensure excellent customer service is provided to visitors to the animal centre.
Responsible for the day to day health, safety & security of staff, volunteers, the animal centre premises and the general public at the animal centre. Initiation of reports and taking action in accordance with the branch’s Health and Safety policy and procedures to prevent accidents, infection and spread of disease. Adherence to RIDDOR & COSHH.

Produce written reports, statistical analysis of operations and assist with strategic and business planning as required by the Branch Manager.
Administer the volunteer recruitment process for volunteers interested in roles other than animal care.

Support the Fundraiser with the co-ordination ofanimal related fundraising, publicity opportunities and brand image at the Centre through the establishment of good relations with the media, branches, volunteers and general public.Contribute to the updating of website content/social media content and update information, maximising opportunities for rehoming, fundraising and communications.

Initiate & perform audits to monitor compliance with policy, instigate change to ensure best practice and develop a learning environment with a no blame culture.
Manage complaints in liaison with the Branch Manager.
Act as Duty Manager in the absence of the Branch Manager and Team Leaders.
Provide administrative support to the Animal Care Team in the absence of Operations Support.
Undertake any other duties as required by the Branch Manager.

While at work all staff are required to:

Take care of their own health and safety and that of others who may be affected by their acts and omissions.
Co-operate with establishment, branch and society policies and procedures for health and safety.

Work is carried out within general guidelines in accordance with the RSPCA Licensing Scheme and other relevant branch & society policies and procedures.
Specific targets are set by the Branch Manager in accordance with the Branch Business plan, branch targets & personal targets through appraisal meetings.

Work is assessed through regular one to one meetings and annual appraisals with the Branch Manager.
The post holder can make operational decisions that are covered by the Branch Business Plan and are within budgetary constraints.

The post holder ensures that branch and national policy decisions are implemented within the animal care facility.
The post holder is a member of the management team.

Full, valid, driving licence is desirable for the post to maximise flexibility for banking and stocking up on some supplies.
The post holder may be required to attend training courses which will involve travel.

Job descriptions are periodically reviewed and updated to meet the needs of the role

Job holder’s signature: ………………………………..Date: …………………………

Line manager’s signature: ………………………………Date: ………………………….

Person Specification

Administration and Facilities Coordinator

Requirements / Essential / Desirable
Education / Educated to GCSE level in Maths and English /

Experience /

Special Skills & knowledge /

Personality & Behaviour /

Special circumstances /

Willing and able to work longer than the contracted hours when the job demands
Flexibility to vary shift pattern to meet operational needs on occasion
Willing and able to travel around the country and to stay away from home if required
Access to suitable transport arrangements to be able to carry out tasks off site such as banking and restocking supplies, on occasion at short notice

Version 1 Aug2017