Role Profile

Job Context

Job Title: Administration Assistant / Reports Finance & Resource Manager
Location: New Port Downie, Falkirk / Function: Administration
Hours per Week 16 / Date: October 2017

Scottish Waterways Trust Core Staffing Structure

Vision and Mission

The Scottish Waterways Trust works to create brighter futures for people and places across our Scottish canals. We do this through creating innovative projects which connect people with the heritage, wildlife and green open spaces of the Scottish canals. We inspire people to get active and provide opportunities for people to improve their health and mental well-being. Through our projects we increase employment prospects and strengthen community life.

Purpose of Job

To Support the delivery of the SWT Vision & Mission through administration support ensuring the functions are compliant and fit for purpose. To be proactive in contributing to the improvement and development of the Scottish Waterways Trust.

Key Responsibilities

Vision & Strategy

·  Lead by example, congruent to SWT’s vision and values.

Governance

·  Adhere to the organisation’s Health and Safety Management System.

Administration

·  Assist in organising travel and meeting arrangements for all SWT employees.

·  Assist in managing the email diary system for team.

·  Frank all the office mail daily and deliver to post office.

·  Collect the SWT post from TFW office.

·  Manage and order stationary including ink, paper etc.

·  Provide admin support for core & project staff.

·  Organise donor mailings including newsletters and mailing packs.

·  Assist in the recruitment process arranging interviews and communication with candidates.

·  Board minute & strategic minute taking.

·  Assist with SQA centre administration.

·  App administration.

·  Assist with data protection administration.

·  Assist with Business Management System Administration.

·  Assist in maintaining efficient filing systems within SWT office.

·  Assist in Finance & Resources Manager in keeping HR and H & S policies up to date.

Database

·  Day to day maintenance of the Database, Just Giving site and any other charitable giving sites.

·  Enter new donors on to the database i.e. volunteer forms, evaluation cards.

·  Implement and support regular database cleansing.

·  Manage donor relationships and ensure they are up to date.

·  Provide training & support to new and existing staff on Database.

·  Monitor ink and paper levels for the photocopier and network printer.

·  Ensure the G drive is managed and updated.

·  Work with Fundraising Team to develop and process of Donor follow up and conversion.

General Support

·  Be the First point of call for the Organisation and promote a good image of the Organisation.

·  Assist SWT staff in funding applications and claims including collating all supporting documentation.

·  Undertake research to support SMT.

·  Make up goody bags for events.

·  Ensure the organisation is presented in an appropriate and professional manner to its stakeholders.

·  Ensure all communications fit within the Vision, Mission and Strategic Objectives of the organisation.

·  To grow the brand of Scottish Waterways Trust.

·  Protect and enhance the reputation of the organisation.

·  Perform any other duties or tasks to support the Finance & Resources team as required.

Knowledge, Experience and Skills

Assessment Area / Essential Criteria / Desirable Criteria
Required Qualifications / 7 passes at Standard Grade or equivalent. / Administration qualification.
Relevant Experience / Experience of a similar role.
Specific skill, abilities and Qualities / Accurate record keeping and filing.
Experience of significant administration and financial procedures to Board level.
Experience of fundraising database management, ideally Intouch.
Excellent time management, prioritisation and organisational skills.
Excellent written, presentational and verbal communication skills.
Flexible, confident, self-motivated.
Ability to communicate effectively with external and internal contacts to board level. / Experience of Intouch database, Team player, open, and participative.
Ability to work under pressure: to meet targets and deal with a wide range of complex tasks simultaneously.
Knowledge of and enthusiasm for the aims of Scottish Waterways Trust.
Any additional job related requirements / IT literate in Microsoft Office suite. / Full UK Driving Licence.