Are you looking for an opportunity to work closely with the local community?
Based in North London, this Synagogue is seeking a Campus and Programme Administrator.
Job Purpose
The Campus and Programme Administrator plays a vital role in the seamless operation and flourishing of our synagogue community. Serving as the primary contact for administrative affairs, this role ensures efficient and professional support to the Honorary Officers, the Rabbinic team, volunteers, and the wider community.
From managing the site, overseeing health and safety, to giving logistical support to the Community Engagement Executive in the coordination of lifecycle and other events, the Campus and Programme Administrator is the linchpin that keeps our facilities welcoming and ready for the multiple activities that take place daily. Additionally, as a leader, this position fosters a culture of exceptional service among our staff. With a focus on meticulous planning and maintaining the integrity of our facilities, the Campus and Programme Administrator is instrumental in preserving the spirit and functionality of the site and its facilities that our cherished community requires and depends upon.
Summary / Ideal candidate
We're seeking a proactive and experienced Campus and Programme Administrator with a passion for administration and a track record of efficient execution and delivery.
The ideal candidate is adept at inspiring a member-focused service culture and demonstrating strong interpersonal and communication skills. They should possess excellent problem-solving abilities and a ‘can do’ attitude, particularly in coordinating events and addressing facility-related issues. Integrity and discretion in handling sensitive information are crucial. This adaptable individual thrives in a dynamic, community-oriented setting, collaborates effectively with stakeholders, and has a continuous learning mindset. The successful candidate will embody these qualities to contribute to the achievement of community goals.
Responsibilities:
Community Engagement and Leadership:
* Provide dynamic, proactive, and professional administrative support to the Honorary Officers and professional staff.
* Spearhead the comprehensive management of the site, meticulously upholding Health and Safety and security protocols.
* Support wardens and Rabbis by carefully handling the intricate administration of religious services including the essential paperwork and, where required, serve as a liaison for lifecycle events, including weddings and bar/bat mitzvahs.
* Ensure the availability of resources for Shiva houses, including coordinating officiants.
* Accurately record minutes at Synagogue Council meetings and adeptly prepare and distribute meeting documents, as well the organisation and minutes of the AGM.
* Conduct timely DBS checks for community volunteers, ensuring regulatory compliance.
* Provide the wardens with a weekly list of Yahrzeits, demonstrating attention to detail.
* Assume the role of Registrar for marriages when required.
* Liaise with Eruv administrators.
* Assist with the production of and liaise with the volunteers involved with the Shul magazines.
* Assist with website issues and liaise with relevant volunteers as well as with the local Care team.
Administrative Support:
* Provide administrative back-up for the Community Engagement Executive for community events, activities, and support for the Rabbinic team contributing to a vibrant community life during leave.
* Responsible for the onboarding of new staff members on the US HR system, facilitate DBS checks, and oversee timely completion.
* Ensure volunteers sign Data Protection agreements when required, fostering compliance across the team.
* Respond promptly to all emails sent to the office email address, demonstrating exceptional responsiveness.
* Manage telephone communication, including necessary calls and addressing answer machine messages with professionalism.
* Handle in-person interactions with members and non-members at the office, demonstrating a welcoming and accommodating demeanor.
* Open, organise, and manage all Synagogue correspondence or forward it to the appropriate person, respecting utmost confidentiality.
* Communicate effectively with Honorary Officers on matters related to office administration, carrying out directed duties with precision.
* Monitor activities in the Synagogue Hall, ensuring adherence to Kashrut protocols in collaboration with the Rabbi/s and the coordinator of the HUS Kashrut Assurance Programme.
* Facilitate the installation of plaques to commemorate members who have passed away, demonstrating compassion and attention to detail.
* Liaise with US Finance department as required re expenditure nominal ledger coding and other finance issues such as manage petty cash, office expenses and charity fund as required.
* Assist and liaise with Ladies Guild, Kiddush and environmental issues.
Member Administration:
* Assume administrative responsibility for processing and welcoming new members.
* Maintain membership databases, statistics, and records, ensuring completeness and accuracy.
* Keep a register of Yahrzeits for members, notifying them three weeks before the anniversary.
* Liaise with the Premises committee.
* Working with the FR and his team on seating both generally and for the Yamim Noraim.
Event & Security Logistics:
* Support the Community Engagement Executive to ensure the smooth running of all community events, providing administrative support.
* Coordinate relevant access to the building before and after events as well as school and nursery activities.
* Ensure correct setup of the campus and the presence of appropriate staff for outside events.
* Ensure the Synagogue is opened at appropriate times, safeguarding keys and optimizing for key holders.
* Maintain and promote general concern for the security of the building.
* Coordinate and liaise with security guard(s) to ensure safety of all programme activities.
Health & Safety:
* Serve as a fire warden, Health and Safety Representative, and first aider, to ensure the safety of our community.
* Be familiar and stay up to date with all health and safety issues, ensuring compliance with regulatory standards.
* Ensure all accidents and injuries occurring within the Synagogue are documented and reported promptly.
Reporting and Building Maintenance:
* Manage building contracts, utilities, inspections, maintenance, and service visits, collaborating closely with relevant providers and Synagogue members.
* Manage caretaking logistics and collaborate with voluntary security teams to enhance layouts and security measures.
* Report any damage to the Synagogue’s fabric or movable property, personal injuries, and incidents promptly to the Honorary Officers and the United Synagogue Property Department.
* Strategically manage the procurement of cleaning materials based on reports of low stocks and informal stock checks, optimizing resource efficiency.
Line Management:
* Oversee the work of cleaners and caretakers across all Synagogue areas, ensuring a cohesive and efficient operation, the continuous cleanliness and maintenance of the building whilst fostering a customer/member-focused service ethos and culture.
* Establish and drive performance targets for all staff in alignment with the Honorary Officers, ensuring a high standard of service.
* Strategically plan staffing levels, especially for cleaning and caretaking during events and chaggim, showcasing forward-thinking.
* Provide comprehensive training for Health and Safety, IT, and staff development, nurturing a skilled and adaptable team.
Person Specification
Experience:
* Proven experience in providing administrative support in a professional setting.
* Demonstrable background in the day-to-day operations of site management, health and safety, and security.
* Experience in providing administrative support for religious services and life cycle events, such as weddings and bar/bat mitzvahs.
* Previous involvement in overseeing building contracts, utilities, and managing vendor relationships.
* Highly proficient in using Microsoft Office and familiar with using databases and online platforms.
Skills:
* Excellent organisational and multitasking skills with a keen eye for detail.
* Effective communication skills, both written and verbal, including the ability to take minutes at meetings and disseminate relevant information.
* Proficient in conducting DBS checks and ensuring compliance with regulatory requirements.
* Ability to inspire and instil a customer/member-focused service culture among staff.
* Strong problem-solving abilities, particularly in coordinating logistics for events and addressing facility-related issues.
* Ability to liaise with religious leaders, such as the Rabbinic team, on matters of religious significance with confidence to push forward and instigate decision making when necessary.
Personal Qualities:
* Proactive and self-motivated with a passion for administration.
* Strong interpersonal skills.
* Adaptable and able to thrive in a dynamic, community-oriented setting.
* Integrity and discretion in handling sensitive information and confidential matters.
* Enthusiasm for continuous learning and staying updated on relevant health and safety standards.
* Empathy and compassion in dealing with community members during lifecycle events.
* Ability to collaborate effectively with the Honorary Officers, the Rabbinic team, volunteers, and other stakeholders in achieving community goals.
#J-18808-Ljbffr