The Role of the Trust Administrator

The Role of the Trust Administrator

The Trust Administrator is responsible for the overall administration of the Daphne Jackson Fellowships and will support the Chief Executive in her role. These responsibilities will be carried out in an efficient and timely manner in response to and liaison with the Chief Executive, Trust Manager, Communications and PR Manager, Finance Manager, Administrator, Fellowship Advisors, Fellows, applicants and Candidates.

The Trust Administrator has particular responsibilities for

Working with the Chief Executive

·  assist the Chief Executive with arrangement of meetings with external stakeholders

·  assist the Chief Executive with preparation of requests for sponsorship

·  support the Chief Executive in all matters contributing to the achievement of the Trust’s aims and future direction and development

Working with the Trust Manager

·  support the Trust Manager in all matters contributing to the achievement of the Trust’s aims and future direction and development

·  assist the Trust Manager with preparation of requests for sponsorship

·  assist the Trust Manager with preparation of paperwork for Finance and General Purposes Committee and Awards Strategy Committee and any other relevant meetings

Working with the Communications and PR Manager

·  in liaison with the Chief Executive and Communications and PR Manager, arrange/assist with arrangements for meetings and other events relating to the public relations and marketing of the Trust; attend as necessary

·  assist the Communications and PR Manager when necessary with updating the Trust’s website and maintaining the Trust’s Twitter and Social Media presence, including LinkedIn and Facebook

·  assist in marketing and dissemination of material relating to all activities associated with the Trust

Working with Fellowship Advisors and Administrator

·  work with Fellowship Advisors to ensure that application process deadlines are met

·  request eligibility check from chosen Fellowship Advisors

·  support the Fellowship Advisors on decisions relating to applications

·  liaise with Fellowship Advisors and prepare updates on Candidates, Applicants and Fellows in preparation for committee meetings

·  work with the administrator on the general administration duties of the Trust including email enquiries, incoming and outgoing post, monitoring office stationery levels, filing, answering telephone, receiving/sending fax messages, taking/passing on messages, ensure the Trust Office is kept tidy and secure at all times

Working with Enquirers, Candidates and Applicants and fellows

·  accurate logging of all enquiries, both phone and email

·  initial screening of applicants to determine their eligibility against the Trust’s criteria

·  informing candidates of eligibility decision; sending out relevant paperwork and information

·  issue application pack to candidates

·  issue invitation to apply letter to applicants

·  monitor the progress of fellowship candidates and applicants to ensure a smooth and well-managed application process

·  organise interviews for candidates, ensure relevant documentation is completed and circulated

·  ensure information on enquirers, candidates and applicants is kept up to date electronically and in paper files

·  monitor new Fellows throughout the Fellowship and beyond and ensure that reporting systems are in place

·  organise training courses for Fellows, and others, as required and attend as necessary

Working with Committees

·  prepare documents for presentation to the Awards Assessment Panel, record responses and produce paperwork following its decision

·  arrange second interviews for applicants as requested by Awards Assessment Panel

·  arrange annual meeting of the Awards Assessment Panel, attend and take minutes

·  arrange Trustees Board, Finance & General Purposes, AGM and Administration committee meetings; prepare papers and circulate as required; take minutes

General responsibilities

·  monitor the djmft email account on a daily basis and deal with emails accordingly

·  ensure database of enquirers, candidates, applicants, past, present and future fellows is kept up-to-date

·  ensure updated information on candidates, applicants, future fellows and fellows is produced and circulated as required

·  ensure weekly back-ups of the Trust’s shared drive are completed

·  attend all meetings as necessary; take minutes/notes as required

·  maintain records for all the Trust’s activities

Additional Duties

It is in the nature of the work that tasks and responsibilities are in many circumstances unpredictable and varied. All staff are, therefore, expected to undertake work which may not be specifically covered in the job description. These additional duties will normally be compatible with the regular tasks and duties. If the additional responsibility or task becomes a regular or frequent part of the staff member’s job, it will be included in the job description in consultation with the member of staff.

This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the

post-holder will perform. The job description will be reviewed regularly and may be changed in the light of experience

and in consultation with the post-holder.

The Trust Administrator is responsible to the Chief Executive of the Trust and ultimately to the Trustees.

September 2014