Outside the Box Office and Communications Coordinator

OUTSIDE THE BOX DEVELOPMENT SUPPORT

Office and Communications Co-ordinator

£18,000

Closing Date: 10th November 2014

Role and Background

Outside the Box provides community development support to groups and individuals who want to start something new or sustain something that will be of benefit to their community. We also work with people across Scotland on national projects.

The impacts of our work are aimed at:

  • Community groups, especially groups led by disabled people and older people
  • Policy makers
  • Staff in councils, NHS and similar bodies who set local policies and practice
  • Staff in a range of services who have contact with people who get support and with members of the public
  • Other voluntary organisations and innovation teams who are developing ideas and also working to influence and improve policy and practice in Scotland or in other places.

The organisation has no core funding. Our income comes from grants and contracts for specific projects.

Main Tasks

Work with projects and liaising with other people

  • Liaise with people in the projects we support and other relevant individuals and organisations and provideadministrative support to projects.
  • Contribute to the planning of the work of the team.
  • Provide back up and administrative support to the Chief Executive and development workers.
  • Make accommodation, catering and other administrative arrangements for meetings and events, and attend events as part of the development team.
  • Develop and maintain an onlineresourcelibrary of information and reference materials for Outside the Box's own use and for theprojects which we support.
  • Search out background information for projects and as part of developing publications.
  • Maintain the monitoring systems for the projects, including reminding people what is needed, following up with projects and, if necessary, helping people describe the information that we need.
  • Work with other members of the team to make sure that the progress reports to funders are completed in good time.

Communications

  • Co-ordinate the work of the organisationaround the production of publications, including liaising with the design studio and printers.
  • Take lead in developing the online presence for the organisation and for projects we support. At present there s a main website for all Outside the Box work and 4 project-specific websites.
  • Develop the websites and their content, keep websites regularly updated and analyse usage.
  • Co-ordinate the distribution of publications, including contributing to planning how we can achieve the best impact from the work that has been produced.
  • Promoting the work of the organisation and the work from the projects through social media and co-ordinating our presence through social media.
  • Contribute to and have a lead role in taking forward a marketing strategy for the organisation.
  • Be an initial point of contact for enquiries, including from the media.

Other tasks

  • Undertake routine office duties including responding to telephone calls, organising incoming and outgoing mail, maintaining filing systems, photocopying, ordering stationery, office equipment, etc.
  • Issueelectronic and postal mailings.
  • Maintaina database of contacts.
  • Work with the Chief Executive to undertake book-keeping duties, including keeping spreadsheet records of income and expenditureand collating material for annual audit and for project claims.
  • Any other relevant duties connected with the smooth running of the organisation.

Location and accountability

The person will be based at Outside the Box's office at FestivalBusiness Centre, Brand St, Glasgow.

Most of the other staff members work outside of the office, so the person in the role is frequently working alone.

The person will be accountable to the Chief Executive and through her to the Board.

Terms and conditions

The contract will be an open contract of employment and not subject to any fixed term.

The post is subject to a 6 month probationary period for any future appointment.

There will be a performance review and assessment every 6 months.

The salary is 18,000. At this point, there is no salary scale for any person employed by the organisation.

This is a flexible hours contract. The hours worked are an average of 40hours per week. The pattern of work will be agreed between the post holder and line manager. Work will usually be within traditional office hours, but occasional longer or different hours and work at weekends is an integral part of the job.

We keep the level and pattern of work under review and may agree a change if the volume of work increases or reduces.

Staff are entitled to 36 days of annual leave and public holidays: this will be adjusted to take account of the agreed pattern of part-time working.

The person appointed to the post may need clearance through Disclosure Scotland at any time.

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