Central Office Co-ordinator

Application Pack

The Angel Foundation (TAF)is a registered charity with a trading name of ‘GOD TV’.

Application Pack Contents:

  • Job Description
  • Person Specification
  • Application Form
  • Equal Opportunities Monitoring Form

We aim to keep our administration costs to a minimum so that as much of our resources as possible can be used to support the global mandate of GOD TV. For this reason, we are not always able to respond to unsuccessful applications. If you have not heard from us one month after the closing date, please assume that your application has not been successful on this occasion.

Thank you for your interest in working for TAF (GOD TV)

Job Description

Job Title: Central OfficeCo-ordinator

Position type:Full-time– 37.5 hours per week

Salary:circa £16,000- £18,000 depending on experience

Responsible to: Head of Human Resources

Direct reports:None

Location: Drakes Hill Court, Plymouth (DHC)

Job Purpose:

As the first point of contact, you will be the public face of the organisation and will create crucial first and lasting impressions. You will provide a first class, professional service to a range of building users including staff, contractors and guests, creating a warm and welcoming atmosphere and responding to each of their individual needs.

We are looking for someone to act as the central contact for all staff to provide general office and administration support. With impeccable organisational skills you will take ownership of this function and ensure it is run seamlessly. You will need to be proactive and flexible in your approach in order to adapt and respond to rapidly changing priorities, whilst maintaining a calm and professional approach to all tasks.

Central Office Responsibilities:

  • Handle the smooth running and management of the central office function
  • Take responsibility for the visitor waiting area, ensuring it is tidy and presentable at all times
  • Ensure all promotional materials are up to date and relevant
  • Meet and greet visitors in a timely, courteous and professional manner and assist them throughout their visit
  • Demonstrate comprehensive knowledge of the organisation and its different departments
  • Co-ordinate on site security access, logging in visitors and contractors and liaising with the Maintenance staff as appropriate
  • Order taxis for staff and visitors
  • Manage booking requests for the company pool car and ensure all records are kept up to date and completed accurately
  • Purchase, replenish and manage stock of staff kitchen supplies
  • Ensure kitchen area is tidy and coffee machine is cleaned and regularly serviced
  • Liaise with the UK Project Managerregarding amenity contracts
  • Manage meeting room booking requests, set up arrangements and catering requirements
  • Be available to management staff during ad-hoc meetings to provide administration support, handle all provisions and run errands as required

Administration:

  • General point of contact for all staff for administration support and provision of office supplies
  • Develop, implement and manage effective administration processes and filing systems
  • Word-processing, scanning, photocopying, data entry and general office administration as required
  • Receive all deliveries and arrange shipments/collections with couriers
  • Screen all incoming calls, transferring them to the relevant person and taking/distributing messages
  • Answer internal and external enquiries
  • Oversee, sort and distribute all incoming/outgoing mail
  • Cash handling and reconciliation for central office transactions
  • Responsible for managing stationery, including stock-taking, ordering and distribution

Policies and Procedures:

  • Adhere to The Angel Foundation’s Staff Handbook and the accompanying policies
  • Comply with Health and Safety procedures and practices
  • Ensure security procedures are observed at all times
  • Work within the charity’s aims and objectives, with clear personal support for the organisation’s values and beliefs

General Assistance:

  • Provide support to other members of staff during events as and when required
  • General office support
  • Any other reasonable request made by the Head of Human Resources or other Management level staff

Person Specification November 2017

Central Office Co-ordinator

CRITERIA / ESSENTIAL / DESIRABLE / IDENTIFIED
Experience / General administration experience in an office environment
Experience of working in a customer facing role and dealing with the general public
Demonstrates significant experience of, and commitment to, delivering an effective service in support of the organisation’s aims and objectives / Application Form and Interview
Application Form and Interview
Application Form and Interview
Specialist Knowledge and Skills / Polite and charismatic telephone manner
Excellent organisational skills
Experience of, and sufficiently motivated to, begin and complete work to appropriate deadlines and to prioritise own workload
Computer literate to a good level including working knowledge of Microsoft Outlook, Word & Excel
Exceptional time management skills
Proven ability to implement and evaluate best practice procedures
Understanding of the importance of security procedures and access control
Understanding of the importance of confidentiality / Knowledge of the mission and vision of the organisation
Awareness of Health & Safety practice
Trained in First Aid
Knowledge of Data Protection regulations / Interview
Interview
Application Form and Interview
Interview
Application Form
Interview
Interview
Interview
Interview
Interpersonal Skills / Must be able to gain credibility amongst managers, colleagues and other employees
Excellent communication skills, both written and verbal, especially face-to-face and on the telephone
Values diversity, respecting and drawing on colleagues’ different perspectives, skills, experience and knowledge
Ability to work well as part of a team / Application Form and Interview
Application Form and Interview
Interview
Interview
Disposition/Attitude / Fully supports the vision and mandate of GOD TV
Willingness and ability to work within Christian ethos and principles
Friendly and approachable
Confident and pleasant demeanour
Punctual and well-presented with a positive attitude and enthusiasm
Methodical approach
Pro-active and happy to support others with a ‘can-do’ attitude
Willing to undertake training as required
Comfortable working autonomously using own initiative
Commitment to quality and high level of customer service / Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Interview
Role Expectations / Able to work flexibly and be adaptable to the needs of the organisation
Able to work well under pressure
Happy to support various positions/people within the Ministry
Able to adhere to, and enforce, security protocols / Interview
Interview
Interview
Interview
Qualifications / Educated to GCSE level or equivalent
Full UK driving licence / Additional qualifications in Business & Administration or Customer Service sectors / Application Form and Certificates

Application Form

(Please note CVs will NOT be accepted; previous applicants need not apply)

Please download or print the Application Form and Equal Opportunities Monitoring Form, complete and return:

By email to: with the subject heading ‘Central Office Co-ordinator.’

Or by post to: Head of Human Resources, The Angel Foundation (GOD TV), 27 Burrington Way, Plymouth, PL5 3LR.

PERSONAL DETAILS
Surname: Title:
Forenames:
Address:
Tel (work):
Tel (home):
Mobile:
Email:
Preferred method of contact: / Please complete this form in type or black ink
POSITION APPLIED FOR:Central Office Co-ordinator
REFERENCES
Name: Name:
Position and Address: Position and Address:
Tel: Tel:
Email: Email:
May we approach if called for interview? Yes/NoMay we approach if called for interview? Yes/No / References will only be requested when called for interview.
If currently employed, one of your references should be your current employer and one should be your previous employer
PRESENT POST
Job title:
Name & Address of Employer:
Present Salary:
Date Appointed:
Notice Required:
Brief summary of role and responsibilities:
Reason for seeking alternative employment:
PREVIOUS EMPLOYMENT
Job Title &Type of post: Name & Address: Dates From/ To: Leaving Reason: / Please give details of employment (paid and unpaid) over the last 10 years, giving most recent first. Briefly summarise each role and responsibilities
Please state type of post, e.g. permanent, temporary, agency, casual, voluntary, work placement.
Create new rows as necessary
EDUCATION AND TRAINING
Name of School/University: Qualifications & Grades: Dates: / Please include school examinations after 11 years of age, degree, diplomas, professional qualifications and training. Give most recent first.
Create new rows as necessary
SUPPORTING STATEMENT
Please provide further information in support of your application. If you are handwriting your application, please use further paper if required. / Please ensure that in this section you demonstrate how closely you match the person specification. This will enable those shortlisting to make a decision on your application, in line with the selection criteria for this post.
Demonstration may include examples/ experience gained in paid/ unpaid employment as well as in a family or personal capacity.
Create new rows as necessary
MEMBERSHIP OF PROFESSIONAL BODIES
Body: Level of Membership:
Registration Number: Renewal Date: / Create new rows as necessary
CRIMINAL RECORD: ______
Please note any criminal convictions except those 'spent' under the Rehabilitation of Offenders Act 1974. If none please state. In certain circumstances employment is dependent upon obtaining a satisfactory basic or enhanced disclosure from the Disclosure & Barring Service.
OTHER INFORMATION
Do you hold a full clean driving license?Yes/No (Delete as appropriate)
Do you have a right to work in the UK?Yes/No (Delete as appropriate)
How did you learn about this vacancy?
When would you be free to begin the post?
DECLARATION (Please read carefully before signing this application)
  1. I confirm that the above information is complete and correct and that any untrue or misleading information will give my employer the right to engage disciplinary proceedings or terminate any employment contract offered.
  1. Should TAF require further information and wish to contact my doctor with a view to obtaining a medical report, the law requires the organisation to inform me of its intention and obtain my permission prior to contacting my doctor. I agree that TAF reserves the right to require me to undergo a medical examination.
  1. I agree that should I be successful in this application, I will, if required, apply to the Disclosure & Barring Service for a standard or enhanced (as appropriate) disclosure. I also agree that TAF may apply to my previous employers for references. I understand that should I fail to do so, or should the disclosure or reference not be to the satisfaction of the organisation, any offer of employment may be withdrawn or my employment terminated; plus I will reimburse TAF the expense of any disclosure check.
  1. I understand and agree that the information I provide on this form will be held by TAF and used by the organisation to process my application for employment. My information will not be used for any other purpose by TAF, and will not be passed onto any other third party without my permission.
  1. I understand and agree that the information I provide on this form will be processed and retained in accordance with the Data Protection Act and TAF’s Retention Policy.
Printed name:
Signed:Date:
NB – if you submit your Application Form by email, you will be required to sign in manuscript at interview if shortlisted
TAF is an Equal Opportunities employer and ensures no job applicant, employee or worker is discriminated against either directly or indirectly

Equal Opportunities Monitoring Form

To ensure that our procedures do not discriminate and to analyse whether our applicants and employees are representative of the population, we ask everyone to complete a monitoring form.

This form will be separated from your application form and treated in the strictest confidence. Please note that we will not use this information as part of the recruitment selection process. The information you provide will be used for statistical purposes only. It will help us to fulfil our commitment to equal opportunities if you would complete all sections of the form. The information given will be used in compliance with the requirements of the Data Protection Act 1998.

Position Applied for : Central Office Co-ordinator

How did you learn about this vacancy?

GOD TV employee/volunteer (please give name)
Newspaper or journal (please specify)
Speculative enquiry
Other (please specify website, if applicable)

Work Permit

Are you permitted to work in the UK in accordance with the Immigration and Asylum Act 1996? / Y / N

If you are successfully appointed you must provide TAF with satisfactory evidence that you are not prohibited from working in the UK.

Ethnic origin (please tick relevant box and specify if appropriate)

A White
British
Irish
Any other white background (please specify)
B Mixed
White and black Caribbean
White and black African
White and Asian
Any other mixed background (please specify)
C Asian or Asian British
Indian
Pakistani
Bangladeshi
Any other Asian background (please specify)
D Black or Black British
Caribbean
African
Any other black background (please specify)
E Chinese or other ethnic group
Chinese
Any other (please specify)

Religion (please tick relevant box and specify if appropriate)

Buddhist
Christian
Hindu
Jewish
Muslim
Sikh
No religion
Other (please specify)

Age (please tick relevant box)

Under 18
18 – 24
25 – 34
35 – 44
45 – 54
55 – 64
65 and over

Marital Status (please tick relevant box)

Married/Civil Partnership
Single
Separated
Divorced
Living with Partner
Widowed
Prefer not to say

Declaration

I understand and give my consent that the information I provide on this Equal Opportunities Monitoring form will be processed and retained in accordance with the Data Protection Act 1998 and TAF’s Retention Policy. I understand that the information provided on this form will not be used as part of the recruitment selection process.

Name: ______

Signature: ______

Date: ______