Job description and person specification

Transcription

1 Job Title: Location: Salary: Hours: Duration: Reports to: Centre Administrator Marshall Street 19,000 Pro Rata ( 15,200 per annum) 28 Hours a week (4 days) Maternity Cover 6 Months Facilities and Office Manager Background: Central London Samaritans is the biggest of Samaritans 201 branches. Situated in the heart of London, 450 volunteers deliver the Samaritans service round the clock, every day of the year providing support for anyone struggling to cope. Assisted by a small staff team, volunteers manage over 100,000 calls a year, 4,500 face to face visits at branch and respond to over 10,000 and text contacts. CLS is active in the local community, providing emotional support for London s homeless at weekly food drops, running peer-to-peer listener programmes at Brixton and Holloway prisons and delivering talks to schools and workplaces. We are also part of the national partnerships with Network Rail, London Underground and Cruse, providing training and support around suicide and suicide prevention. Samaritans volunteers are also available to respond at short notice to offer emotional support following any form of crisis or emergency in London. The Centre Administrator will support the Facilities and Office Manager and the Head of Branch Operations to ensure that the staff and volunteer team is administratively supported to deliver a wide programme of activities and events. Role Description: General Administration Finance Administration Event Support Facilities and Office Support Page 1 of 5

2 Main responsibilities: 1) General Administration Undertaking all centre based administrative duties as required and provide a courteous and customer-focussed first point of contact o Responding to day to day enquiries and signposting to appropriate team members o Managing electronic mailbox and distribute / action requests accordingly o Attending to office based visitors who arrive at the centre and making internal and external room bookings o Answering phone calls o Managing the mail process including the distribution of incoming mail o Maintaining office supplies and resourcing volunteer projects where appropriate o Maintaining stocks of refreshments, supplies and materials and general housekeeping o Filing and maintenance of administrative systems as required o Maintaining volunteer administration systems o Operating confidential waste system Collating accurate branch statistics for monthly, quarterly and annual returns Supporting training and publicity events, ensuring all necessary information is available to staff and volunteers Providing administrative support to the Co-Directors for Caller Support Providing administrative support to staff and senior volunteers as required Servicing meetings as required, including note-taking if requested In liaison with line manager, using initiative to identify areas for improvement and create, develop and implement new and improved support service systems and processes Assisting the branch s communications team to prepare and distribute internal communications 2) Finance Administration Basic financial record keeping o Processing invoices and resolving queries o Maintaining records of invoices received, staff and volunteer expenses, credit card receipts within agreed timescales, resolving any anomalies in liaison with colleagues or line manager as appropriate 3) Event Support Supporting offsite events by visiting venues to assess suitability Procuring items for events as agreed with the Office Manager Organising and collecting feedback using appropriate IT systems Making travel and accommodation arrangements for colleagues as required and in line with budget Producing materials/literature for events Supporting fundraising events Page 2 of 5

3 4) Facilities and Office Support Supporting the Facilities and Office Manager to ensure effective running of IT at the branch Trouble shooting basic IT issues with volunteers to ensure the effective running of the duty room Supporting the Facilities and Office Manager to maintain the smooth day to day running of the centre Promoting Central London Samaritans room hire facilities to external companies and charities The summary of responsibilities is neither exclusive nor exhaustive and responsibilities may vary from time-to-time in the light of changing circumstances and in conjunction with the post holder. Hours of work The basic hours are 28 hours per week spread over four working days. Within these hours there may be need to work some evenings and weekend days, so flexibility is essential. The core responsibilities should be carried out during weekdays. The amount of out of hours work will be agreed on an ongoing basis. Time off in lieu will be allowed in agreement with the Head of Branch Operations and in line with the current European Working Time Directive. Limitations The post holder will be required to work within the rules and regulations of Samaritans and accept the authority of the Director and the Chair of the branch s Board of Trustees, who have discretion to delegate authority to the post holder and to withdraw it. Equal Opportunities Policy Central London Samaritans is committed to eliminating any discrimination and promoting diversity and equality of opportunity in all it does. It is therefore Central London Samaritans' commitment to provide equal opportunities in employment and we will not unlawfully discriminate against job applicants, employees of the Company, volunteers, workers or contract workers on the grounds of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation Page 3 of 5

4 Person specification Post Title: Centre Administrator Requirements Essential Desirable Test criteria: A = Application I = Interview Qualifications / training Educated to A Level or equivalent Experience of working in the voluntary sector A At least 2 years administrative experience Skills and abilities Excellent IT skills including MS Word and Excel Excellent working knowledge of MS Access 2003 and 2010 Excellent written and verbal communication skills Excellent administrative and organisational skills Advanced database skills Ability to work with volunteer-led teams Ability to juggle competing workloads and priorities, often involving requests from different parts of an organisation Work effectively with a range of different stakeholders, including paid staff, volunteer directors, volunteers engaged in service delivery Ability to work with others in adapting and preparing information used in selection and training Ability to meet deadlines Experience Ability to provide routine administrative support and maintain office systems Excellent organisation skills Excellent written and verbal communication skills Excellent attention to detail Ability to work on own initiative, under pressure and to tight deadlines Numeracy skills and the ability to work within established financial systems Experience of or ability to learn to use web and desktop publishing software Experience of providing administrative support to a range of individuals, ranging in seniority and responsibility with an Experience working in the voluntary sector Page 4 of 5

5 organisation Knowledge Excellent IT skills including MS Word and Excel IT proficiency including competent use of Microsoft Word, Excel, Access, PowerPoint, database packages and social media; the ability to use , mail merge and to maintain an electronic diary Personal Approachable and willing team member Affable and presentable, with good interpersonal skills Keen to work with and support both potential and existing volunteers Works well under pressure Proactive and able to act on own initiative Excellent phone manner Highly organised Strong attention to detail Awareness of the work of Samaritans, including the branch Page 5 of 5