South Kilburn Trust Job Description

Job title:Assistant Administrator

Salary:£10 per hour

Hours:Full-time, 35 hours per week

Reports to:Facilities and Office Manager

Location:The Granville, Carlton Vale, NW6 5HE

Benefits:23 days of annual leave (pro rata for part-time or temporary contracts)

Closing date:29th October 2017

Interviews: Week beginning 30th October

Background

The South Kilburn Trust is the leading local charity that works with residents, groups, organisations and businesses to support long-term positive change in South Kilburn. Our approach is listen to people, collect evidence, and either deliver services or influence decision makers to meet those needs and aspirations. We aim to work collaboratively with other organisations operating in the area, taking a leading, co-ordinating role.

The Trust is going through exciting times. In collaboration with Brent Council, we have taken over the running of a large local landmark building, the Granville. Historically used for many public-focused purposes, including most recently a youth and community hub, Brent Council and the Trust have successfully won £750,000 of funding from the Greater London Authority (GLA) to refurbish the building, mainly internally, into a new Enterprise and Community Hub for the next 5 years. We aim to create an exciting, thriving hub for both business and community, building on the character and history of the building, and ensuring the Granville continues as a landmark destination for both the wider community and for enterprise.

The Role

This is initially a temporaryrole, with the possibility of extension. It is envisaged the contract will run until the end of March 2018.

The role will be basedinitially at South Kilburn Trust’s Carlton Hall office and then, from early November, at the Trust’s new office premises at the Granville, Carlton Vale NW6 5HE. There will also be a requirement to work on occasion at the South Kilburn Studios, which the Trust manages.

The successful candidate will join our existing team, helping to build and support an empowered, independent community in South Kilburn.

We are looking for someone who is confident, resourceful, friendly and able to work with a broad range of people.

The focus ofthe role will principally be:

  • reception and telephone work
  • to provide support to the Facilities & Office Manager with day-to-day administrative duties
  • data entry on the Trust’s Upshot database
  • updatingmonitoring and financial spreadsheets
  • contacting suppliers on behalf of the Facilities & Office Manager to arrange and or confirm visits and bookings
  • assisting with health and safety monitoring and risk assessment administration
  • ordering supplies and stationery for the Trust
  • providing support for the various events and activities organised by the Trust

We would be particularly interested to hear from people with an interest or experience in the areas of reception work, office administration, data entry, database management,customer service, event support and supervision and those with a good working knowledge of Microsoft word including Excel spreadsheets, and health and safely including fire safety.

The role is subject to at least two references.

RESPONSIBILITIES

ADMINISTRATIVE SUPPORT

  1. To act as the first point of contact for guests and visitors to the Trust’s offices. This will include answering the office telephone and greeting and welcoming guests and visitors
  2. Dealing with invoices, including processing payments, creating invoices and purchase orders, liaising with suppliers and responding to enquiries
  3. To assist in the preparation of the monthly/quarterly management accounts and updating and monitoring spreadsheets and databases in support of the Trust’s financial reporting functions
  4. Data entry on the Trust’s Upshot database
  5. To order and procure supplies and stationery for the Trust
  6. Toassist with the monitoring of health and safety for the Trust
  7. To act as a liaison between the Facilities & Office Manager and maintenance personnel, arranging visits and or remedial works and reporting back to the Facilities & Office Manager on these.
  8. General office duties such as filing, photocopying, collection and collation of information
  9. To undertake any other duties in support of the Trust’s services and activities as identified by the Facilities & Office Manager

PERSON SPECIFICATION

KNOWLEDGE AND EXPERIENCE

Criteria:

  • Experience of reception/telephone work.
  • Experience of office and administrative work.
  • Experience of data entry.
  • Experience of providing administrative support to events and activities.
  • Experience of working with a diverse group of people,offering a professional customer service.
  • Experience of dealing with suppliers and maintenance personnel.
  • Experience of using Microsoft Office including, Outlook, Word and Excel, and database management.
  • Some knowledge and understanding of health and safety regulations, including fire safety and first aid.
  • Basic understanding of facilities management.

SKILLS AND ABILITIES

Essential Criteria:

  • Basic IT skills, ability to use MS word packages or equivalent, send emails and use the internet.
  • Excellent written, communication and problem-solving skills.
  • Good organisational and planning skills.
  • Excellent customer service skills.
  • Data entry and database management experience.
  • Awareness of the importance of confidentiality and sensitivity in the workplace
  • Flexible approach to work.
  • Ability to work as part of a team as well as working from own initiative.

Training and Development

South Kilburn Trust is committed to supporting its staff through appropriate training and development opportunities, assessed through regular supervision and annual appraisals.

South Kilburn Trust is dedicated to promoting equal opportunities.

Please submit your CV and cover letter to

1– Oct 2017