Job description – Administration Co-ordinator –
Salary- £24,800 pro rata for 3 days per week (21 hours)
Line Manager – Director of Roots and Shoots
Job Purpose
To provide innovative and high quality business administration to support the running of the charity including the key areas of;
Office Management: To provide administrative support to the Director,staff and trainees to ensure all the administrative processes run smoothly and support all the activities of the charity.
Contract data Management; The Management information PICS. As part of our Department of Education contract collate and manage data and information for our educational programme, providing reports as necessary, keeping informed re changes in funding requirements.
Responsibilities and Competencies
General office management;
· To support Director in day to day requests
· To keep the diaries and underpinning documents required for contractual and health and safety up to date, e.g. procedures manual.
· To keep Management Information Database up to date and as structured as possible.
· To support Roots and Shoots Staff in day to day requests
· To deal with Trainees and Visitors needs in a sensitive manner. To ensure situations are overcome. To ensure the smooth running of Roots and Shoots
· To be responsible for the maintenance of all office equipment on site, liaising with maintenance contractor etc.
· To organise the practical planning of events and actively participate to the community and educational events.
· To support Fire and Health Safety procedures, including fire drills. To ensure the safe evacuation of users of Roots and Shoots in conjunction with the Roots and Shoots’ staff team.
· To monitor staff attendance and leave, keeping the Director informed.
· To ensure the safe keeping, filing and circulation of Roots and Shoots documentation.
Contracts:
· To closely liaise with the Education Manager to ensure all aspects of the administration of the education contract are covered.
· To support Education Manager and complete any administrative requirements.
· To provide relevant administrative requirements for qualification providers as guided by the Education Manager.
· To ensure that all paperwork, records and data inputs are completed and returned on time, relating to the Training Contract requirements and for audit requirements.
· To supervise Trainees files including relevant background paperwork to ensure they are maintained with all relevant information attendance. Communicate with appropriate contacts taking into account Safeguarding and Data Protection requirements..
· Monitor individual learner’s files on a monthly basis and report to the Director and Education Manager if they are not updated with the necessary contractual paperwork **(completed by the training staff).
· To support all staff in dealing with emergencies as appropriate.
· To supervise reception to ensure cover is maintained in collaboration with the Director and Office/Events Administrator.
· To support the Friends of Roots and Shoots with their database and administration requirements.
General responsibilities
· To ensure that the Health and Safety at work policy is adhered to at all times
· To take part in the Trainees’ Supervision rota during the day and lunch breaks as required
· To attend staff meetings, take part in the setting of rotas and timetables, provide cover during Staff absences and generally support the smooth and efficient running of the charity.
· To take part in promotional activities and events for Roots and Shoots and contribute to the annual apple pressing process
· To carry out these responsibilities with due regard to the Equal Opportunities policy
· To carry out any other task or responsibility which Roots and Shoots may reasonably require from time to time and subject to being in possession of the appropriate skills and abilities.
Skills and Experience
· Excellent written and verbal communication skills.
· Proven strong IT skills.
· Knowledge and understanding of maintenance of IT systems
· Proven experience in the delivery of a diverse range of administrative tasks and financial reporting (minimum 3 years).
· Proven excellent communication skills with young people, public, staff and other professionals.
· Proven ability to manage self and prioritise workload.
Roots and Shoots JD - ADMINISTRATION CO-OR (4).doc 3