Membership and Office Administrator Job Description

MEMBERSHIP AND OFFICE ADMINISTRATOR JOB DESCRIPTION

Association for Citizenship Teaching

ACT exists to further the aims of citizenship teaching and learning. We support teachers and schools in delivering the subject. We connect teachers to regional and national networks, offering training, CPD, support and advice. Citizenship education should equip young people with the skills and knowledge to exercise their democratic responsibility and engage in public life. ACT has about 800 members - mainly teachers in primary and secondary schools. It is a registered charity (charity No. 1100180) and all profits from subscriptions and trading are re-invested into Citizenship education. ACT was founded in 2001 when Citizenship became statutory in schools in England.

The ACT staff team comprises a Professional Officer, a Senior Manager, a Programme Coordinator and the Membership and Office Administrator. Other programme and project staff are recruited as required. Financial management matters are outsourced.

Hours of work: 18 hours per week. Office hours are flexible by negotiation between 0800-1800, Monday to Friday. Some out of hours work may be required.

Location: Central London

Holiday entitlement: 25 days (pro rata) plus bank holidays

Contract: Temporary contract 1 February to 30 June 2014

Job description

Job title

Membership and Office Administrator

Job purpose

1.  To act as administrative support and the charity’s first point of contact in the office

2.  To administer the membership of ACT

3.  To undertake day to day financial tasks

4.  To organise Council meetings.

Responsible to

ACT Professional Officer

Main tasks and responsibilities

Charity administration and office management

·  Provide day to day office administration such as handling telephone, post and email enquiries, e-filing systems, record keeping, back up of IT

·  Undertake day to day financial tasks, including generating invoices, processing expenses and bills, processing cheques and paying into the bank, filing financial paperwork and using ACT finance software (Xero) to provide budget reports as required

·  Support the Professional Officer in a range of tasks including preparing materials for meetings, conferences, training events as required.

Membership work

·  Ensure the membership database (CiviCRM) is regularly updated and accurate records of members are reported each month

·  Process new membership applications, sending invoices for subscriptions, receiving and processing payments, matching bank payments to members chasing late payments and activating membership

·  Activating new web-users and support members in their use of the ACT website

·  Handle membership enquiries with support from senior staff where appropriate

·  Organise ACT Council meetings working with the Chair of Council including preparation of agenda and papers and circulation to Council members.

Communications work

·  Ensure relevant news items are published on the ACT website site

·  With appropriate support, prepare and send membership communications including emails and monthly e newsletters.

Other

·  Maintain a general knowledge of Citizenship education and professional training

·  Other tasks within the general scope of the role requested by your line manager.

Person specification

The post holder should have the following skills and experience

Essential

·  Degree or equivalent work experience

·  Experience of working in a membership organisation using data bases and online financial management systems

·  Excellent communication skills (oral and written)

·  Excellent project management and team working skills

·  Ability to self-manage

·  Excellent personal organisation and administration skills

·  Experience of financial procedures and charity accounting

·  Ability to organise external meetings and events

·  Experience of working on websites and publishing content using CMS

·  Knowledge and interest in Citizenship education

·  Microsoft Word, Excel, PowerPoint

Desirable

·  Experience of CiviCRM, Drupal based websites, Xero online accounting

·  Experience of working with key education stakeholders including government departments and agencies, NGOs and other organisations

www.teachingcitizenship.org.uk

ACT is a registered charity in England and Wales (charity No. 1100180)

Registered Office Address: 63 Gee Street, London, EC1V 3RS