Administrator
Job Description
Responsible to:Chief Executive Fundraising and Campaigns Manager
Working hours: 37 hours per week
Salary:NJC scale point 20 – 23 (£19,430 – £21,268)
Contract end date:31st March 2019, possibility of extension.
Key tasks and responsibilities:
1. Administration
1.1To provide a reception service, dealing sensitively and efficiently with all contacts in person, by e-mail, letter and phone.
1.2To develop, implement and maintain appropriate administrative procedures and systems to meet the needs of the organisation.
1.3To lead the maintenance and quality assurance of data collection, and recording processes.
1.4To assist in organising activities/events/meetings as required.
1.5To provide occasional administrative support to the Chief Executive Officer.
1.6To deal appropriately with all incoming communications, escalating, re-direction or replying to them as appropriate.
2. Facilities management
2.1To ensure that basic health and safety requirements are met within the premises and office equipment liaising with the landlord and/or other organisations as appropriate.
2.2To manage contracts and suppliers in order to ensure that the organisation receives good value for money.
2.3To ensure adequate stocks of office supplies, ordering further supplies as necessary.
2.4To research and propose appropriate insurance for the organisation, liaising with external contacts (eg, brokers) as necessary.
3. Finance
3.1To act as a signatory on Brigstowe’s bank account.
3.2To process all financial paperwork, including incoming and outgoing invoices, in accordance with the finance policy and procedure.
3.3To carry out online banking as required and liaise with authorising officers/trustees as necessary.
3.4Carry out monthly reconciliation of petty cash.
3.5To input invoices, other payments and income remittances on to Quickbooks online accounting system.
3.6To complete monthly bank reconciliation and reconciliation of other balance sheet items.
3.7To liaise with the bookkeeper as necessary.
3.8To support the Chief Executive with preparing a quarterly report of bank accounts and balance sheet.
4. Information technology
4.1To induct new users on IT systems and procedures.
4.2To support IT changes and upgrades.
4.3To be first point of contact for any IT problems and liaise with IT agency when appropriate.
4.4To maintain inventory of hardware and software.
5. Human Resources
5.1To maintain appropriate systems to record training, holiday, sickness and DBS.
5.2To support the Chief Executive with recruitment administration as and when required.
6. Peer Support Group
6.1To assist in developing a programme of events for the Peer Support Group in partnership with THT.
6.2To ensure Peer Support Group is monitored and evaluated and outcomes are available for reporting.
6.3To support volunteers as and when appropriate.
6.4To takebookings for events and workshops.
7. Administrative support for Positive Voices Project
7.1Administrative preparation for meetings and events
7.2Collating feedback for events and groups.
7.3To lead on DBS administration.
7.4To take minutes at meetings as and when required.
7.5To assist in quality assurance of publications and policies.
8. General
8.1To be a good team player and work constructively with colleagues in all aspects of your work.
8.2At all times to carry out responsibilities within the framework of Brigstowe’s policies and procedures.
8.3To participate in training and development in order to carry out tasks in the most effective manner.
8.4To take responsibility for ensuring own safety and not endangering that of others, in line with statutory and organisational requirements.
8.5To undertake any other duties that may reasonably fall within the scope of this post.
Person specification
Experience
Substantial recent experience of:
- Administrative support, including setting up and maintaining office systems.
- Dealing effectively and sensitively with enquiries from people from diverse backgrounds.
- Working with IT systems.
- Organising meetings and events.
- Bookkeepingand bookkeeping systems, including handling cash and reconciling petty cash.
Knowledge and skills
- Excellent IT skills with good working knowledge of Microsoft Office (especially Excel).
- Excellent numeracy, written and verbal communication skills in English.
- Excellent organizational(including prioritization of tasks and time management) and administrative skills.
- Excellent interpersonal and customer service skillsin dealing with a diverse range of contacts.
- Good work rate and level of accuracy.
- Resourceful with a flexible approach to work.
- An awareness of the issues that affect people with complex needs and an understanding of the importance of confidentiality.
- Committed to the objectives and values of Brigstowe.
1