JOB TITLE:Internship- the Big Music Project- Project and Administration Support

JOB TITLE:Internship- The Big Music Project- Project and Administration Support

(REF: TBMPIN/16)

SALARY SCALE: £11,583 (For 9 month fixed term contract)

HOURS OF WORK:35 hours per week.

Weekend and Evening work will be included.

HOLIDAYS:42 days pro-rata (30 annual leave + 12 public)

CONTRACT:Fixed Term

August 2016 – February 2017

LINE MANAGER: Youth Active Manager

JOB PURPOSE:

To support the innovative, high quality delivery of The Big Music Project by providing administrative support to the Youth Active Manager and Development Worker in order to ensure the smooth and effective running of the project.

To work independently and in a team, using your own initiative to support Champions and Hub Workers, and contributing to training, meetings and events as and when deemed appropriate by the Youth Active Manager.

To support the wider administration work of Youth Scotland.

KEY RESPONSIBILITIES OF THE POST ARE:

1. To provide an efficient administrative service as required by the Youth Active Manager/ Development Worker. This includes:

• To have excellent ICT skills with up to date knowledge of current Microsoft programmes (eg Word, Outlook, Excel, Power point and access) to produce accurate, professional documents.
• To administer databases so that up to date and accurate information is available.
• Producing ad-hoc and regular reports as required.
• Taking minutes of meetings when required so that accurate records are made.
• Photocopying, emailing and filing documents.
• To operate the administrative systems for Youth Scotland projects, e.g. The Big Music Project, Dynamic Youth Awards and Youth Achievement Awards.
• Dealing with incoming calls and email enquiries.
• Supporting the delivery of end of project showcase events, training days, meetings and youth residentials.

1. To effectively manage your time and diary, ensuring that all tasks are completed in a timely manner, deadlines are met and that you are communicating with your line manager when this is not possible

1. To support the communications and social media elements of Youth Scotland including- facebook, twitter and any others that are appropriate.

1. To communicate efficiently and effectively with internal and external contacts; liaising with project funders, participants, workers and other significant people building, maintaining good relationships so that all issues are handled promptly and effectively.

1. To provide support, as required, to arrange training, meetings and conferences, including booking venues, conducting risk assessments, making travel arrangements, arranging hospitality, booking interpreters, preparing and distributing papers and delegate packs and attending meetings etc. if required, so that meetings, conferences and training events run smoothly.

1. To participate proactively in staff meetings, team meetings and other meetings as required, to work effectively with colleagues to achieve objectives and to represent Youth Scotland at meetings and events as required, acting at all times as an ambassador for the organisation, contributing to the effectiveness of meetings, the sharing of knowledge and experience and the development of Youth Scotland and its profile.