JOB DESCRIPTION

Job Title / Area Administrator
Department / Services/Operations
Area / London
Post Holder / VACANT
Responsible to / Central Support Officer
Responsible for / No line management responsibility
Liaison with / Staff, Volunteers, Schools
Hours / 35
The Organisation
Beanstalk is a dynamic and expanding national children’s charity that recruits, trains and supports volunteers to work in primary schools with children who have fallen behind with their reading.
Beanstalk volunteer reading helpers work with children on a one-to-one basis in a school environment, giving them their full attention and support to increase overall confidence, improve reading levels and inspire a lifelong love of reading.
Purpose:
The post holder will hold the overall responsibility for the day to day administration of the Area. They will provide administrative support to the Area Manager and their teams, with supplemental support to Directors as needed. The Administrator will provide appropriate support to Reading Helpers and schools as necessary.
Main Duties:
Key Tasks and Responsibilities
Volunteers/Reading Helpers (RHs)
1.  Process application packs and arrange interviews in liaison with the Recruitment and Training Executive.
2.  Post out applications, print internet applications and follow-up on un-returned applications.
3.  Take up Reading Helper references.
4.  Check Reading Helper DBS online.
5.  Arrange venues and book rooms for all meetings and training sessions. Liaise with Central Office staff on the distribution of children’s books and games to other areas
6.  Support for interviews and training events including preparation of packs, badges.
Finance/Reporting
7.  Process and raise invoices and expenses according to Beanstalk policies.
8.  Monitoring of budget lines and reporting variances.
9.  Undertake tasks and procedures in respect of schools income and debtors, and maintain financial records in liaison with the national Finance Team.
10.  Banking cheques etc.
11.  Coordinate stationary orders and delivery throughout London and beyond.
12.  Ownership of the ‘OSCAR’ database for the area.
Administration/Logistics
13.  Responsible for opening and distributing post, processing outgoing mail.
14.  Responsible for office services and maintenance that is not centralised.
15.  Organise the circulation of Newsletters and generic communications to reading helpers and schools.
16.  Produce letters, notices, digital communications and reports as required.
17.  Receive telephone enquiries from prospective volunteers and schools/organisations and mailings to current reading helpers and deal with these in a professional way.
18.  Ensure records of volunteers, schools and funders, and files, are kept up to date and maintained appropriately in accordance with Beanstalk data protection principles. This applies to both the management of paper based files and the Beanstalk database.
19.  Prepare and send out information regarding meetings, training sessions and committee meetings.
20.  Act as secretary to meetings and produce and circulate the minutes.
21.  Carry out any other duties that may arise in the day to day running of the Area/Region.
Beanstalk is committed to safeguarding the welfare of children and young people and requires all staff and volunteers to share this commitment.
Targets & KPIs
TBC

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder.

Signed by: / Date:

Beanstalk

PERSON SPECIFICATION

Qualifications / Training /

Essential / Desirable

Educated to GCSE level or equivalent experience
Knowledge of NGOs
Knowledge of community groups and organisations in the geographic area
NVQ 4+ in Administration or equivalent
Knowledge of education sector
Knowledge of local authority/educational services in relevant geographic area
Knowledge of HR processes / Essential
Essential
Essential
Desirable
Desirable
Desirable
Desirable

Previous Experience

Significant experience implementing and maintaining administrative systems
Experience of processing invoices and purchase orders, expenses
Can demonstrate experience in planning and working to objectives and meeting operational targets and deadlines
Experience of administering recruitment and selection processes
Experience of analysing management information and making recommendations for action based on data. (E.g. Budgets)
Experience of databases and running reports
Organising social or networking events
Supporting volunteers
Experience of working with DBS processes and systems
Experience of book-keeping / Essential
Essential
Essential
Essential
Essential
Essential
Desirable
Desirable
Desirable
Desirable

Key Skills / Attributes

Good telephone and interpersonal skills
Orientated to meeting targets and deadlines
Able to identify and solve problems within scope of the job
Strong numeric and financial aptitude
Good communication skills, written and verbal
Able to manage multiple priorities and deadlines
Good skills in Microsoft Office applications
Ability to operate with a good degree of autonomy
Able to work with people from diverse backgrounds
Ability to represent and promote Beanstalk’s to community groups and other stakeholders / Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Desirable

Other Requirements

Commitment to work of Beanstalk
Resilience
Openness to change
Follows processes and procedures
Attention to detail
Exercises good judgement
Ability to work flexibly
Able to obtain a DBS certificate to the satisfaction of Beanstalk

Physical Demands of the post:

The requirement for the lifting/carrying of book boxes or similar ( e.g. marketing materials) / Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential

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Area Administrator JDPS, January 2017