Job Description
Purpose of the Job
To fulfil the administrative tasks of The Vine Centre. To keep up to date records of Health and Safety checks and a list of Maintenance contracts.
Principal Tasks
Administration tasks:
● Administer Google Drive, ensuring that each drive is accessible by appropriate Staff. Ensure that files are kept in a format that is accessible to other users. Upload all relevant information to the Trustees Drive. Ensure correct usage of drives i.e., all client data in shared drive and only personal information on My Drive. Ensuring that memory sticks and downloads are moved to the relevant shared drives.
● IT lead for The Vine Centre Setting up all new laptops and devices ensuring that an administrator account is put on before any others and deleting all apps not needed. Allocating Microsoft Office accounts to all staff. Helping staff with any IT problems. Troubleshooting any wi-fi problems with supplier.
● Setting up and manage staff emails, ensuring that they are all set up with 2-step authentication and that back up codes are kept for all emails.
● Complete Cyber Essentials Assessment annually or bi-annually as decided upon by CEO.
● Keep a log of all devices and ensuring they are regularly updated.
● Ensure that all laptops are allocated as staff or clients.
Health & Safety
● Ensure all health and safety records are up to date. Keep a record of when services are due and organise these.
● Troubleshoot H&S problems before calling a technician to deal with a fault, checking with the CEO for authorisations. Use Check a Trade if no regular firm is used.
● Organise any decorating needed through guidance from the CEO.
● Audit H&S checks completed by Staff team.
● Ensure that there are adequate First Aiders on site at any time and keep a record of when they need to update their qualifications. Ensure the signage is correct. Order first aid supplies/signs when needed.
Staff Set up & New Starters
● Help Client Services Manager (CSM and CEO to search for any training needed.
● Keep and update training spreadsheet
● Compile Staff Recruitment Adverts with CSM and CEO.
● Arrange staff interviews.
● Complete DBS checks for new staff (and volunteers if required).
General
● Order stationery and ink cartridges as required.
● Order cleaning materials as required.
● Place all orders for Staff after confirming with CEO that these can go ahead. Keep a note of Amazon orders and ensure payment details are supplied to the CEO in a timely manner.
● Organise room hire including monthly invoices.
● Invoicing for any other contracts including any to We Are Group.
● Send out notification of new projects, timetables etc to professional contacts.
● Scan redacted copies of Bank Statements
● Update policies and procedures once they have been approved by the Trustees each year.
● Renew Music Licence.
● Attend and minute staff and Trustee meetings.
● Any other administrative tasks required by the CEO.
● Any other administrative tasks to support the wider team.
Working for a Charity
● Promote the Charity by sharing on social media and attending or encourage others to attend fundraising/social events.
Social Media
● Scheduling posts for Instagram and Facebook to promote Services / good News Stories and Charity News
● Quarterly Newsletter
● Gathering content from staff and clients
This Job description is subject to review to reflect changes to internal and external factors.
(See below for detailed Person Specification)
Administrator - Person Specification
1) Excellent IT skills with proficiency in Microsoft Word and Excel.
2) Knowledge of using a CRM system would be advantageous.
3) A knowledge of Gmail and Google Drive would be preferred.
4) An understanding of data protection and the importance of keeping client data confidential.
5) A Team player who understands the value of each role within the organisation and who leads by example.
6) An ability to meet deadlines.
7) Someone who can keep clear and accurate records which are easy to pass on when needed.
8) Someone who can multi-task.
Accountability
Reporting to the CEO
TERMS AND CONDITIONS:
1. Salary for the post is £27,300 FTE (£14/hour)
2. Hours of work are 12 hours per week. These can be flexible within opening hours.
3. Annual Leave entitlement is 25 days per annum plus Bank Holidays which is pro-rated for part-time staff. This will rise to 26 days after 5 years, service.
4. The Vine Centre offers a Stakeholder Pension Scheme.
5. All appointments are made on the basis of a satisfactory DBS check.
This Job description may be subject to review to reflect changes to internal and external factors