28 June Dear Applicant, Many thanks for your interest in our Administrator role at Redthread.

Transcription

1 28 June 2017 Dear Applicant, Many thanks for your interest in our Administrator role at Redthread. Redthread is at a strong and well-positioned stage of its development. We have an inspirational staff team, programmes which transform the lives of vulnerable young people, an excellent reputation and profile, and well-developed organisational structures and processes. We have just finalised our three-year strategic plan which will help guide our development. It s an exciting time to join Redthread! We are looking for an efficient and energetic administrator for our central office, someone who is dynamic, flexible and will enjoy working with our wider team. This role also deputises for the programme coordinators in our Youth Violence Intervention Programme, so there is an opportunity to work with our hospital teams. We are a small and growing team where individuals can make a big impact on the development of the organisation. In this application pack, you will find a job description and a person specification. Our application form and equalities monitoring form can be found on our website Please send your completed forms to applications@redthread.org.uk. We will accept applications until 5pm on Tuesday 25 July Interviews will be held on Thursday 3 August Best wishes, Jenny Baker Interim Chief Operating Officer

2 ADMINISTRATOR JOB DESCRIPTION Job title: Administrator Reports to: Finance manager Salary: 24,000-26,000 Location: This post will be based at our office in Victoria, London with travel to other Redthread project locations. Contract: Permanent Hours: 37.5 hours per week, normally 9.30am to 6pm Monday to Friday, with occasional evening work Closing date: 5pm, Tuesday 25 July 2017 Interview date: Thursday 3 August 2017 About Redthread Redthread works with vulnerable young people in crisis. Whether they have been the victim of a stabbing, are seeking support for anxiety, have suffered a sexual assault, or want to find a new home beyond the reach of a gang, we support them to overcome the challenges they face through our dynamic youth work programmes. Redthread s team has grown from seven to thirty members of staff in the past two years. We have developed our successful model of working in partnership with statutory and other agencies to provide support for young people in day-to-day community settings and in supporting young people in crisis, in order to help young people improve their wellbeing. We have teams of youth workers in King s College Hospital, St Mary s Hospital, St George s Hospital and at The Well Centre in Streatham, and we commission a service at the Royal London Hospital. Redthread s management and support services are based at our main office in Victoria. Redthread youth workers are doing an incredible job helping young victims to move away from the circles that led to them getting hurt Sadiq Khan, Mayor of London, July

3 Main purpose of role Support the Redthread team with efficient administration and the management of our Victoria office, with involvement in HR, finance and organising events. Support our hospital Youth Violence Intervention Programme (YVIP) by deputising for the programme coordinators as required Main duties and responsibilities Office Management Maintain effective administrative processes and systems in the Redthread office. Manage Redthread s phone and internet systems and accounts, and implement new IT or administrative systems as necessary. Order office supplies and equipment, project resources and furniture as necessary. Maintain the asset register with details of all equipment purchased by the organisation. Be Redthread s point of contact for office suppliers, utility providers, the office building management company, Westminster Council and other such organisations. Deal with all incoming and outgoing post. Greet office visitors and provide refreshments. Manage the booking system for the office meeting room/hot desks. Arrange for regular testing for electrical equipment and safety devices. Help with light cleaning in the office Youth Violence Intervention Programme (YVIP) programme coordinator support Deputise for the YVIP programme coordinators from time to time, working from the hospitals as required. This role provides administrative and data support to the YVIP youth workers so they can focus on client work and includes collating data for monitoring and evaluation, producing reports and managing the caserecording database. HR: Prepare and advertise job vacancies. Coordinate pre-starter and induction tasks for new employees, including gathering references, and conduct administrative induction tasks when they start work. Maintain up-to-date staff records, contact lists, annual leave and sickness records, both electronically and in paper-based files where necessary. Be one of Redthread s DBS recruiters, responsible for processing staff DBS applications and updates. Supporting the Senior Management Team: Help co-ordinate the diaries of the SMT, and organise travel tickets for the team. Help with preparing, designing, formatting, typing and printing various documents for the SMT. 3

4 Finance: Assist the Finance Manager with managing petty cash, expense payments and other financial activities. Maintain and monitor records of staff Oyster card and mobile phone usage on a monthly basis. Team support: Organise the bi-monthly team meeting and co-ordinate putting together the agenda. Record minutes at team, management and trustee meetings. Undertake mail-outs, both electronically and paper-based. General Actively participate in staff meetings, session evaluations, supervision/reviews, training sessions and planning sessions and participate in Redthread s development, ideas for new projects, and the on-going development of existing projects. Assist in maintaining good working relations with Redthread s stakeholders, project partners and with other agencies and represent Redthread at external meetings as required. Assist the team in ensuring that all Redthread policies and procedures are followed, including Health and Safety, Safeguarding, Data Protection and Equal Opportunities. Report any concerns to an appropriate member of the SMT. Carry out any other reasonable duties that may be required to meet the needs of the organisation and its projects. 4

5 Person Specification Essential Experience Experience in a comparable administrator/office manager role with similarly diverse responsibilities Building successful relationships with many and varied individuals and organisations. Knowledge Understanding of busy office environments and the systems, processes and proficiencies they need to operate most effectively. Skills A high standard of organisation, efficiency and prioritisation of tasks. Highly efficient in the use of Microsoft Outlook, Word, Excel and PowerPoint and Mac-based systems. Able to master new IT, finance and HR programmes and systems quickly. Strong intellectual ability, including high-level literacy and numeracy skills. Outstanding attention to detail, with a commitment to consistent high quality. Excellent written and verbal communication skills. Self-motivated with ability to work flexibly and manage competing demands, deadlines and varied projects simultaneously. Ability to engage a wide range of people. Excellent team-working skills. Qualifications High grade GCSEs and A-levels (or equivalent), including minimum B grades in GCSE English and Maths. Desirable Experience of working within a charity Understanding of the funding and governance of charities Working on Mac-based IT systems Administrative qualification or undergraduate degree Professional attributes Genuine enthusiasm for Redthread s work Self-motivated and committed to personal development Flexible, friendly and able to work well in a team Effective time management skills and an ability to prioritise tasks and work flexibly to deadlines A commitment to and understanding of equal opportunities issues as they apply to all aspects of Redthread s work Safeguarding Redthread puts safeguarding at the forefront of all its activities. The successful applicant will demonstrate their firm commitment to effective safeguarding practises and high professional standards around all safeguarding issues. An enhanced DBS check is required for this role. Equal Opportunities Redthread is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. 5