Tower Hamlets Law Centre

TOWER HAMLETS LAW CENTRE

JOB DESCRIPTION

JOB TITLE:Centre Administrator

SALARY:£28,557 (pro rata 17.5hours £14,279)

ACCOUNTABLE TO:The Management Committee

LINE MANAGED BY:Chief Executive

RESPONSIBLE FOR:Admin Team & Volunteers

MAIN OBJECTIVES OF ROLE

The postholder will be responsible for the effective administration of the Law Centre, including:

• Recruitment, induction and line management of administrative staff and volunteers
• Maintaining Law Centre premises and equipment including IT
• Setting up and maintaining data collection and monitoring systems

Finance

1. To liaise with bookkeeper on issues regarding the day to day finances of the Law Centre
2. To pay expenses payments to volunteers in accordance with the Law Centre procedures and policies
3. Request grant payment from funders and follow up to ensure payments received
4. Make grant payments to consortium partner organisations and ensure payments due to the Law Centre as a consortium partner are received

Monitoring

1. To design, implement, maintain and review systems for monitoring progress of work in accordance with the requirements of funders
2. To collate monitoring data and report to funders in accordance with their requirements
3. To maintain and update CASEtrack case recording system
4. To track performance against contract targets to ensure accurate recording of work output by staff

Administration

1. To provide administrative support to Chief Executive, staff and volunteers at the Law Centre
2. To ensure all staff and volunteers are trained on CASEtrack and other monitoring systems
3. To produce reports on finance, monitoring, contracts, premises and equipment as and when required to do so by Chief Executive or Management Committee
4. To maintain accurate filing systems
5. To oversee arrangements for external storage of archive files as required
6. To oversee arrangements for the appropriate disposal of confidential files
7. To undertake any other reasonable duties as required.

Personnel

1. To recruit, induct and train admin volunteers for placement at the Law Centre
2. To supervise the Law Centre’s Admin Team
3. To convene regular Admin Team meetings where the day to day work of the team is discussed and prioritised.
4. To ensure effective delivery of reception and telephone services and provide cover where necessary
5. To ensure that staff personnel records are maintained, providing update reports on attendance, absence, sickness, etc to the Chief Executive and Management Committee

Premises & Equipment

1. To ensure that, as far as resources permit, Law Centre premises are properly maintained to meet the needs of staff and clients
2. To carry out regular health and safety assessments in accordance with the Law Centre’s health and safety procedures
3. To engage external contractors for minor repairs as required
4. To provide and maintain necessary office equipment as required, including photocopiers, phone systems, computers and laptops and mobile phones
5. To be responsible for the ordering and maintaining of adequate stationery supplies
6. To take the lead in overseeing the development of ICT systems and liaise with the Law Centre’s computer consultant to ensure office network systems function effectively
7. To provide training to staff and volunteers in ICT systems as required

Governance

1. To support the Chief Executive in ensuring that the Management Committee is provided with staff reports, statistical data and any other information that is needed at regular intervals
2. To support the Chief Executive in co-ordinating the AGM and associated activities in accordance with the Law Centre’s governing document
3. To co-ordinate the production of the Law Centre’s Annual Review and any other publications under the supervision of the Chief Executive