Arrange and Attend Regular Meetings to Include: Portage Team

Band/Band Range- (for career grades) / Pay to be confirmed
Reports to / Wiltshire Portage Manager Wiltshire Portage
Management Committee
Location / Office
CRB Check required / Enhanced
Hours of work / Part time (20 hour per week) for 39 weeks per
annum (38 school term weeks plus 1 flexi-week)

Job Purpose

To be responsible for facilitating the smooth running of the Portage office including HR, budget and payroll and the annual returns to the Charity Commission. The Service Administrator will be responsible to the Portage Management Committee, but will report to the Wiltshire Portage Manager on a day-to-day basis. The Service Administrator will maintain the confidentiality of families receiving or requesting the Service at all times and abide by Data Protection principles.

General Tasks

· Arrange and attend regular meetings to include: Portage Team,

Management Committee, Annual General Meeting.

· Book rooms or venue. Prepare and distribute agendas and minutes. Take appropriate minutes.

· Receive messages and other communications from other agencies, professionals and families. Communicate these to the Portage Service Manager or Management Committee as necessary.

· Assist in the organisation of in-service training.

· Assist members of the Portage Team with general administrative tasks.

· Assist in the preparation of training materials and pre-course organisation.

· Assist in collation of data as required for monitoring service delivery.

· Produce and distribute newsletters.

· Maintain Wiltshire Portage Website, and any other multi-media platforms eg facebook, twitter

· Ordering resources and reviewing stocks of those resources.

· Deal with outgoing mail and monitor postage levels.

· Cataloguing and maintaining inventories of books and equipment.

· To book, arrange and participate in staff development programmes.

·  Prepare grant proposals and budgets: adhere to monitoring requirements for successful bids.

Book-keeping, Payroll and HR Tasks

· Prepare and update the budget, as instructed by the Treasurer/Chairperson/Portage

Manager

· Prepare Income and Expenditure balance sheet and maintain appropriate bud get records for Management Committee meetings. (Using Excel).

· Collate all paperwork and information required by the external auditor, funding agencies and Charity Commission. Liaise with the external auditor and or other agencies, providing all requested information.

· Inform the payroll provider of salary details of staff as instructed by the Chairperson.

Once the payroll provider has calculated salary amounts forward details to Treasurer for processing. Distribute pay slips to staff.

· Assist the payroll provider with any information requested with regard to annual returns for National Insurance and Income tax.

· Prepare monthly staff expenses for payment. Liaise with Portage Manager and inform Treasurer of amounts for payment.

· Assist the Portage Manager in updating policies and procedures relating to the

Service.

· Assist with the smooth running of any recruitment process.

Charity Related Tasks

· To undertake the duties of Secretary of the Charitable Trust, including completing online Annual Return.

· Arrange and assist in fundraising activities.

· Maintain effective systems for all incoming and outgoing monies of the Charity.

Miscellaneous Tasks

· Undertake other such duties as determined from time to time by the Portage

Manager/Management Committee.

Demands

Attention to detail.

Concentration required for analysing and interpreting information relating to the service

and producing reports.

Working Conditions

The role requires a flexible approach to place of work, but will primarily be based in the main office but working from home and via electronic means will also be possible.

Experience, Knowledge and Qualifications

· Excellent office, organisational and administrative skills

· Basic understanding of accountancy principles and the ability to use excel proficiently accountancy software

· Understand and adhere to the National Portage Association principles

· Good telephone manner

· Good written English and numerical skills.

· Understanding of Safeguarding principles and Child protection procedures.

· Highly developed interpersonal and communication skills

· Planning skills for weeks and months ahead regarding allocation of home visits, to ensure the ongoing quality of service is delivered

· Keyboard and ICT skills for using email, writing reports and compiling statistical data requires skills to produce tables, charts and diagrams

· Experience with multi-media

· The ability to drive is desirable.

Service Standards

• Act at all times in accordance with appropriate legislation and regulations, codes of

practice, and Wiltshire Portage policies and procedures.

• Work within the requirements Wiltshire Portage’s Health and Safety policy, performance standards, safe systems of work and procedures.

• Undertake all duties with due regard to the equalities policy and relevant legislation.