Administrator (A02)

The Tuberous Sclerosis Association (TSA) is seeking a highly organised individual with excellent interpersonal skills to provide administrative assistance. Candidates must have at least 2 years experience of working with a relationship management database.

Tuberous Sclerosis Complex (TSC) is a genetic condition affecting an estimated 8000 people in the UK. TSC is caused by mutations in one of two genes: TSC1 and TSC2. In around two thirds of cases the mutation has arisen spontaneously and in the remaining third it has been inherited from an affected parent. TSC is a multisystem disorder that can lead to the growth of tumours in different organs of the body: brain, heart, eyes, skin, kidneys and lungs. People with TSC may have epilepsy, ADHD, learning disabilities and autism. The TSA support individuals and families affected by TSC, supports research into the causes and management of TSC and provides education and information resources.

To apply please send your cv and a covering statement by e-mail to the following address with the subject line “Administrator Ref A02”:

In your covering statement you should say why you are interested in the post and demonstrate how your experience, achievements and expertise relate to the job description and person specification.

The post is part-time and hours are flexible. Some hours may be worked from home but the successful candidate will need to travel into our serviced office in London on a regular and frequent basis.

The deadline for receipt of applications is 12-noon on 22 July 2014.

ADMINISTRATOR (A01)

(Part-Time)

Reporting to:Chief Executive

Salary:£17-19K

Hours:21 hours per week

Location:Southwark, London, SE1

1POSITION IN ORGANISATION

  • The post holder will report to the Chief Executive.
  • The post holder will work closely with staff and volunteers throughout the TSA.

2Main Purpose of Job

  • Act as the TSA database super-user and to manage and maintain the database (Harlequin) to ensure that it delivers the best possible information.
  • Provide administrative assistance a substantial component of which will be financial in nature.

3.Key Responsibilities

3.1 In relation to the TSA’s Database, to:

  • Liaise with Harlequin database providers to ensure technical and functional requirements are met
  • Be the lead source of internal expertise to support database users
  • Be responsible for data selections for direct mailings and other activities
  • Produce management information from Harlequin
  • Manage the import and export of data to and from external suppliers
  • Manage all project work relating to the database
  • Maintain the database and optimise data integrity

3.2In relation to general administration, to:

  • Deal with written, email, web and telephone enquiries and correspondence.
  • Organise meetings, including venue bookings, coordination of diaries and distribution of papers.
  • Carry out maintenance of electronic files and records.
  • Assist the CEO and other TSA staff with other tasks as may be reasonably required from time to time.

3.3 In relation to financial administration, to:

  • Process and bank incoming monies in various formats – cheques, cash, CAF vouchers, standing orders etc.
  • Code income received for entry into the computerised accounting system (currently SAGE).
  • Code for payment incoming invoices
  • Record and send details of income received, together with full details of donor and activity so that appropriate acknowledgment can be issued

3.4General responsibilities include:

  • Upholding the aims and principles of the TSA and its equal opportunities policies.
  • Abiding by health and safety guidelines and share responsibility for own safety and that of colleagues.
  • Undertaking other such duties compatible with the functions of the post.

This list is not exhaustive. Amendments and additions may be required, in line with policy and other changes. Occasional evening and weekend working with some travel may be required.

3PERSON SPECIFICATION

Essential Criteria

  • Educated to A level or equivalent.
  • Minimum 2 years experience working with relationship management databases
  • Ability to deal with a variety of sensitive or operationally critical activities and requests to a high standard within agreed time scales.
  • Competent IT user, working knowledge of Microsoft Outlook, Word and Excel.
  • Accuracy and attention to detail.
  • Understanding of the need to maintain confidentiality.
  • Excellent communication skills, both written and oral.
  • Excellent planning and organisational skills.
  • Resourceful with confidence in using own initiative
  • Flexible with a desire to learn
  • Team player
  • Demonstrable project management experience and skills
  • Advanced knowledge of MS Office, particularly Word, Excel, databases and the internet

Desirable

  • Experience of working in or with the third sector.