JOB DESCRIPTION

JOB TITLE:

/ PA and Administrator to
Head of Children’s & Youth Work Development

RESPONSIBLE TO:

/ Head of Children’s & Youth Work Development (HCYWD)

SALARY:

/ Band 2

JOB SUMMARY: To support the Head of Children’s & Youth Work Development in carrying out the work of the Children’s & Youth Work Committee (CYWC) and Pilots Management Committee (PMC) and to provide administrative support to the Pilotsorganisation.

Principal responsibilities and duties

Direct support

To:

  • act as initial point of contact and link for the HCYWD and support agreed projects.
  • respond to and occasionally resolve and handle issues and queries.
  • provide administrative and distributive support for programmes.
  • act on own initiative on behalf of the HCYWD.
  • monitor departmental budgets and advise HCYWD as appropriate.

Pilots

To:

  • be the first point of contact for the Pilots organisation dealing with Pilots enquiries using the processes agreed.
  • keep Pilots Companies details up to date at all times.
  • organise, arrange and facilitate the Pilots annual affiliation scheme.
  • keep appropriate records according to established procedures including the handling of payments relating to the Pilots management and development budgets.

General administration

To:

  • provide secretarial and administrative duties necessary to the general day to day running of C&YW in collaboration with the PA to Children’s & Youth Work(PA to C&YW)
  • develop, implement, maintain and operate record keeping systems suitable for specific work areasin collaboration with the PA to C&YW.
  • operate filing systems and database systems suitable for specific work areas in collaboration with the PA to C&YW.
  • organise and facilitate mailings in C&YW.
  • attend some day and residential meetings outside of normal office hours as agreed with the HCYWD.
  • open and process mail and deal with correspondence appropriately in collaboration with the PA to C&YW.
  • organise meetings: circulate agendas and calling papers, take minutes and provide refreshments to committees and small groups as necessary.
  • manage a departmental diary and keep an up to date office copy of the diary of the HCYWD in collaboration with the PA to C&YW.
  • keep appropriate records according to established procedures and handle paymentsrelating to the children’s & youth work.
  • work co-operatively within the children’s & youth work area.

Health and Safety at Work:

You are required to take reasonable care of the health and safety of yourself and others persons who may be affected by your acts or omissions at work and to co-operate with the United Reformed Church in adhering to statutory safety regulations.

Equal Opportunities:

The Church will behave as an equal opportunity organisation and not discriminate on the grounds of gender, gender reassignment, sexual orientation, disability, religious beliefs, colour, ethnic or national origin, marital status or age.

This list is an indication of the main tasks to be performed. It is not an exhaustive list of duties and responsibilities and may be subject to amendments to take account of changing circumstances.

PERSON SPECIFICATION

JOB TITLE: PAand Administrator to the Head of Children’s& Youth Work Development
REQUIREMENTS /

ESSENTIAL

/

DESIRABLE

/ MEASUREMENT
Education and qualifications /
  • Degree level standard or equivalent experience.
/ Application Form/Interview
Experience &
Knowledge /
  • Minimum of 2 years experience(voluntary or paid work)in senioradministrative roles(Personal Assistant, Administrator etc).
  • Knowledge of general office procedures (i.e. record keeping, diary management, time management, prioritisation etc).
/
  • Experience of taking minutes.
  • Knowledge of the United Reformed Church and the Pilots organisation.
  • Experience of working in the not- for-profit sector.
/ Application Form/ Practical Exercise/ Interview
Skills and
Abilities /
  • Work as a member of a team
  • Good oral and written communication skills.
  • Deal effectively with callers in person, telephone calls and email
  • Strong administrative and organisational skills.
  • Work collaboratively with those internal and external to the United Reformed Church.
  • Communicate effectively with children and young people.
  • Maintain confidentiality at all times
  • Work effectively under minimum supervision and use one’s own initiative.
  • Re-prioritise when needed and work within set timescales.
  • Methodical and attention to detail.
  • Work with MS Office – specifically Outlook, Word, Access and Excel.
  • Flexible in attending occasional external events outside of office hours (e.g. – weekends and residential events).
  • Willingness to work within the Christian ethos of United Reformed Church and the Pilots organisation.
/ Application Form/ Practical Exercise/ Interview

RevisedAugust2013.