Role:Administrator

Working Times:6 hours per week, to be agreed from Tuesday, Wednesday, Thursday, Saturday9.30 to 5.00pm, 2 hours three days per week preferred

Some flexibility for occasional evenings/weekends is required

Remuneration: The position is contract based, with an hourly rate of £10.

Responsible to: Catherine West, Chief Executive

Key working relationships:Chief Executive (CE),Project & Volunteer Coordinator(s), Sales & Operations Coordinator, Bookkeeper

Purpose: This role is to provide effective administrative support and guidance to the diverse projects and activities of Significant Seams, particularly by collating data and maintaining filing, status documents and systems. The person (s) fulfilling this role will maintain the Significant Seams office and its systems. This role is necessary to the work and development of Significant Seams by providing effective administrative services to the CEO and staff team, including helping the team stay on schedule and targets.

Main duties

1) Maintain and support the establishment where needed, of effective administrative systems and procedures, including (but not limited to):

  • Online and hard copy files
  • Providing initial responses to telephone calls and emails, and filtering to the appropriate person, whether fundraising, marketing or for the recruitment and supervision of volunteers
  • Developing, maintaining and reviewing the organisation’s policies and procedures.
  • Providing support for events
  • Ensuring the confidentiality and safe keeping of all information.

2)Ensure financial management and bookkeeping, in close association with the Chief Executive

3)Support the CE with the management of key meetings e.g. weekly team meetings, board meetings.

4)Provide administrative advice for the organisation as required

5)Support the CE, and Sales and Operations Coordinator, in ensuring that Health and Safety is maintained at all times

6)Coordinating DBS checks

7)With the Project & Volunteer Coordinator, maintain duty rotas of volunteers.

8)Coordinating activities that bring together team activity such as:

  • Printing and organising the distribution of posters, leaflets and flyers
  • Updating our online booking system, currently “Eventbrite”
  • Scheduling facebook updates and tweets, currently using “HootSuite”
  • Updating various tally spreadsheets, Mailchimp newsletter lists

Any other duties appropriate to the role as agreed with the Chief Executive.

Essential knowledge,skills and experience required

Proven organisational skills are essential

Excellent computer skills are essential- this must include use of excel, word, dropbox and ability to learn and use new app based programmes quickly

Proficiency with Sage is a strongly desired

Ability to work as part of a team is essential

Flexibility will be required

Being able to work on own initiative but with clarity on boundaries of responsibility

Experience and skills in an administrative roleare desirable as are proficiency in use of social networks and web based administration tools such as eventbrite, hootsuite, pinterest, wordpress, mailchimp, surveymonkey.

Other relevant points

Significant Seams is a vibrant, growing organisation with many stakeholders and partners. An ability to focus amidst distractions will be necessary, as will adaptability. This role is firmly back office based. No craft skills or experience is required.

Edited by CW20/9/16