Chequers Warehouse, Chequers Road, Gloucester GL4 6PN

February 2015

Dear Applicant,

Emmaus Gloucestershire is a vibrant and thriving community, charity and social enterprise. We provide accommodation and meaningful work for formerly homeless people (companions) who work 40 hours a week in our retail shops and warehouse, generating the income that sustains the community.

We are looking for an experienced and confident administrator who will be as comfortable working with the CEO and leadership team as s/he is working with our companions and the public who use our shops and donate goods to us. This is a new post and we want the community administrator to be at the centre of our activity.

To be the right person for this post you need to be a good team player, able to juggle competing priorities, and have a positive solution focussed approach. You will have a high level of autonomy over your workload which will be shaped by our strategic plan and annual objectives. We plan to grow our community and business and there will be opportunities to support specific development projects.

Candidates should be understanding and supportive of the Emmaus movement in general and of Emmaus Gloucestershire in particular. You should have visited our shops and be familiar with our website Emmaus in general on

Applications (not CV’s) should be emailed to or sent to Helen Pemberton at the above address no later than the 12th February 2015. Interviews will be held on Tuesday 18th February 2015.

Yours sincerely

Addie

ADDIE STEVENSON

CHIEF EXECUTIVE

Community Administrator

Up to 40 hours (negotiable)

Salary £20,000

Job Description

Location / Chequers Road Gloucester, other locations across Gloucestershire from time to time
Accountable to / Chief Executive
Overall Purpose of the Job Role / To support the day to day running of the Emmaus Gloucestershire community and social enterprise and to support specific development projects
Relationships / Works directly with all members of the leadership team (CEO, Community Manager, Business Manager, Finance & Resource Manager)
Works in collaboration with the support team, retail team and operations team
Interacts with all companions, volunteers and customers
Main duties and responsibilities
Leadership Team /

Co-ordinate internal and external meetings and activities; arrange travel, prepare and distribute papers and minutes; note take at key meetings as required

Staff and Volunteers /

Maintain staff and volunteer records, co-ordinate annual leave and sickness records
Co-ordinate the recruitment of new staff
Maintain a data base of volunteers and take responsibility for the recruitment, review and exit processes; support the CEO in promoting and developing volunteering
Work with colleagues to produce a weekly rota, allocating companions to tasks in shops, vans, warehouse and community house

Operations
(warehouse and logistics) /

Co-ordinate routine maintenance and repairs to premises, vehicles and equipment; maintain records in relation to health and safety

Retail /

Maintain records of shop premises, inspections and reviews and advise the leadership team of action required
Produce sales notices and posters
Co-ordinate specific promotional events

Finance /

Assist with routine financial tasks
Take responsibility for the uniform budget and manage the purchase and distribution of items to staff, volunteers and companions

Support /

Undertake ad hoc administrative tasks related to companions (passport applications, housing benefit applications, travel arrangements, making appointments)
Assist the support team in the production of policies, handbooks and other key documents

Public Relations & Solidarity /

Maintain the Emmaus Gloucestershire website pages and support the growth of social media, working in collaboration with an external PR support person
Support the production and distribution of electronic newsletters
Maintain a record of external contacts
Maintain a record of external activities
Maintain a record of complaints
Maintain a record of solidarity activities and support the implementation of agreed initiatives

IT /

Maintain and improve SharePoint and engage the whole community in using this for effective internal communication
Provide basic IT training and guidance for staff, volunteers and companions so that they can access systems and information

Governance /

Support the preparation of Board and Committee reports and maintain the records
Co-ordinate trustee recruitment , development and maintain files
Take notes at Board and Committee meetings as required

Projects / From time to time the community administrator will be responsible for managing the administration of specific change or growth projects, as outlined in the strategic plan and annual operational plan.
Other duties will be adjusted to make time for project work.
Priorities / This is a fluid and flexible role. The priorities will be agreed by the leadership team for each quarter of the year, reflecting the objectives outlined in the operational plan.
General:
Emmaus is a community that provides accommodation and work for vulnerable people. We are committed to providing support while promoting independence. Staff and volunteers must work closely with Companions while observing appropriate professional boundaries in performing their role. They must also learn and engage with the Emmaus ethos.
Staff are expected to participate in and support solidarity activities undertaken by the Community. Solidarity within the context of Emmaus is the working with groups and individuals towards the alleviation of poverty, social exclusion and suffering, and responding to local, national and international appeals for relief and support.
We expect you to carry out your job responsibilities in an environmentally aware manner. Our aim is to ensure all resources are utilised effectively and efficiently. You will be expected to apply sound ‘value for money’ principles in undertaking purchasing or supply of goods and services.
In Emmaus, volunteers are an important resource and make a vital contribution to Emmaus’s aim to take action to help disadvantaged people. You will be expected to encourage, develop and support volunteer involvement in our work.

Community Administrator

Person Specification

Essential / Desirable
Education:

Good general education

/ Education:

Relevant qualification in business or administration

Skills:

MS Office applications
Work planning and time management
Note taking
Report production and document management
Teamwork
Problem solving and initiative taking

/ Skills:

SharePoint
Social Media
Project Management

Experience:

Working in a fluid dynamic environment
Working in a customer or public facing role
Supporting managers/ management teams

/ Experience:

Working in a social enterprise or not for profit organisation

Knowledge and / or Understanding:

Office procedures and life in a small organisation
Working in the not for profit sector
People before profit

/ Knowledge:

Understanding of homelessness and social exclusion
Understanding of the Emmaus movement and how it works

Other:

A belief in the potential of each individual and an understanding of the importance of the Community in helping an individual achieve their potential
Effective team worker
Empathetic and understanding of a wide range of needs and experiences
Empowering approach
Awareness and acceptance of own limitations
Confidence to take on and resolve difficult issues
Commitment to environmental sustainability and social development
Awareness and understanding of Equal Opportunities
Able to welcome people into the community with no prejudice
Able to work unsocial hours

February 2015