Post: Office and MS Teams Administrator Hours: Part-time Post 18.5 hours per week – permanent Salary: £ 25,806 - £27,061 pro rata (progression up the scale possible) We are seeking a highly organised, personable individual with excellent IT, Sharepoint and MS Teams skills to work at the centre of our small charity based in the heart of Solihull. You will be part of a dynamic and dedicated Communications and Business Systems (CBS) Team enhancing the day-to-day smooth running of Carers Trust Solihull (CTS) which has a mission to support unpaid and family carers of all ages. This role is key to ensuring the efficient running of the organisation, serving a 30 staff team and volunteers, all working hard to support our service users. You will undertake a range of admin duties that ensure the smooth running of the organisation while maintaining, improving or devising internal processes and communications by making use of your excellent MS Teams and Sharepoint skills. You will support staff to implement new processes by producing “how to” guides and training in person or on Teams. You will also support the delivery of services, providing or coordinating information, advice and training that maximises carers personal, social, health and learning experiences. This role requires supervising and delegating tasks to other admin staff or volunteers in the team. Based in the CBS Team, you will report directly to the CBS Team Manager (CBS-TM). This team is at the heart of the organisation fulfilling a range of core functions in service to the entire organisation covering everything from finance recording to communication strategy and delivery across digital platforms and print media. You will join a creative team with existing expertise in business, design, office and professional digital and design software. Overall lead for all administrative systems, ensuring consistency, accuracy, and simplicity, and ensuring all administrative volunteers understand CTS administrative processes. Oversee the day-to-day financial recording and processing of the work of the CBS Team as directed by the CBS-TM and in cooperation with the Bookkeeper, suggesting and implementing improvements as required. Support the CBS-TM and the senior management team in ensuring the integrity of the CTS brand and the quality of publicity across the services. Lead on sourcing, producing, coordinating, stock taking or acquiring of branded publicity, stationery, consumables and information for the service in collaboration with the CBS-TM. Lead on sourcing a range of suppliers and contractors, scheduling appointments and collating estimates or placing orders as required by the CBS-TM. Lead on improving the structure, indexing and organisation of shared files on Sharepoint ensuring up to date documents are clearly available for all staff as required and in agreement with the CBS-TM. Responsible person for the organisation and maintenance of paper and electronic filing systems across the service. Support the CBS-TM, Bookkeeper and Finance Admin Support with the monitoring of financial systems and writing minutes and action plans as necessary. Provide financial information for the CEO and the senior management team on grant funded performance. Lead on the improvement and implementation of the use of Office 365, MS Teams applications and tools and third-party software such as Wufoo/Gravity, to increase the efficiency of internal and external processes. Support staff with use of MS software, assessing training needs, coordinating or delivering IT training and sourcing and producing how to guides as required. Support the organisation's initiatives to make information, advice, and services available to underrepresented communities or carers in the CTS Carer cohort. Lead on the development and implementation of internal communications, maximising the use of the CTS Sharepoint environment. Responsibility for the efficient use of and MS Teams VOIP, amending voicemail and the Telephone Flow as required by the service and in consultation with the CBSTM. Lead on maintaining key equipment such as the photocopier and franking machine. Pay in cheques and cash to the bank as required by CBS-TM or the bookkeeper. Contribute to shared tasks such as taking franked post to the appropriate mailbox. Assist the senior management team with the administration of recruitment and staff leavers, DBS and other reminder systems. Assist the CBS-TM with collation of documents required for the annual Quality Management ISO audit. Assist in the oversite of physical office property inventory, maintenance and reports to suppliers and landlord. Assist with certain financial tasks related to finances and banking as deemed necessary by the CBS-TM. Monitoring incoming email traffic into CTS generic account and filter and distribute as required in collaboration with the Receptionist. Monitoring alert for incoming fundraising platforms. Supervise and delegate work to CBST volunteers and the receptionist. Responsibility for ensuring internal organisational documents are up to date including the organisational chart, staff directory, Sharepoint plan, Telephone Flow, duty rota, designated office days for each staff member. Provide reception cover when required in the absence of the team receptionist. Familiarise yourself with CTS’s contact management system to enable recording of contacts when necessary. Identify and respond appropriately to safeguarding issues. Support the CBS-TM with a range of admin tasks and occasional coordination of time limited projects as required.