Age UK Nottingham & Nottinghamshire – IT, Communications and Software Intern
Post Title:Department:
Responsible to:
Responsible for:
Tenure: / IT, Communications & Software Intern
Central Services
IT Manager
IT/Communications Help Desk
Charity Log Database -Maintenance & Training
Software Training
1 Year Fixed Term / Salary:
Hours of Work:
Date of issue:
Based:
Start Date: / Meets minimum wage
Part time
(28 hours
Over 4 days)
March 2015
Nottingham
20th July 2015
Purpose of the Post
1. To assist the IT Manager in supporting the use of information & communication systems within Age UK Nottingham & Nottinghamshire (Age UK Notts).
2. To assist the IT Manager in providing a centre of expertise for all matters relating to Information and Communications Technology (ICT) infrastructure and user support.
3. To assist with maintaining the CRM System (Charity Log) to include building sections for new areas of work as appropriate.
4. To train new starters on how to use the Charity Log System and to run a help desk for existing users of the database.
5. To train new starters on how to use Age UK Notts’ internal communication site and to run a help desk for existing users of the site.
6. To assist the Age UK Notts Training department with ongoing IT software training.
Duties and Responsibilities
Technical IT & Communications Projects and Solutions
1. In conjunction with the IT Manager ensure that at all times Age UK Notts has minimised the risk of data loss caused by network or machine failure by taking daily cyclical backups of all data file and software systems.
2. To run the internal “help desk” for staff on matters relating to ICT.
3. Assist the IT Manager with IT projects and physical work involved in moving network, computer or telephony equipment, as required, due to staff or technology changes.
4. In conjunction with the IT Manager build new computer equipment installing the relevant software.
5. Dismantle and re-assemble computer equipment as and when required.
6. To carry out regular audits of all IT equipment updating the register with the audit findings. Maintaining the register as equipment is purchased or disposed of.
7. To maintain the telephone system to include ensuring all active numbers are listed within the phone book.
Security
8. Implement the current policy relating to the use of Information Technology within Age UK Notts.
9. In conjunction with the IT Manager ensure that passwords are changed regularly within the administration of the network and across the user base.
10. Where log on codes for systems have to be allocated, ensure that the allocation records are kept up to date and that only authorised users gain access.
Charity Log
11. To assist with creating user profiles and tables required for the implementation of the Charity Log system. Adding sections to the database when new areas of work are undertaken.
12. To ensure any issues relating to the operation of Charity Log are resolved, liaising with contacts at Charity Log if appropriate.
13. To train new starters and to act as internal “help desk” for staff using the Charity Log system.
14. To ensure that appropriate restrictions are applied to users of the Charity Log system.
Software/Hardware Training
15. To train new starters and to act as internal “help desk” for staff using the on the Internal Work Communication site “Yammer.”
16. To work with the Age UK Notts Training department on delivering software training to members of staff & volunteers.
17. To provide training on the use of ICT equipment including telephones as required.
On-going Technical Skill & Personal Development
1. To keep up to date with changes in technology and advice on hardware/software that may benefit Age UK Nottingham & Nottinghamshire.
2. To maintain knowledge/skills of the Charity Log system.
3. In conjunction with the IT Manager create a personal development plan. This plan will include relevant training courses and personal coaching. Your Personal Development Plan will be tailored to your specific needs, those of the IT Department and the Organisation as a whole.
4. To be the contact point for any queries within the organisation during the IT Managers absence or unavailability seeking advice as necessary from the Finance & Admin Manager, Chief Executive or a member of the Senior Management Team.
Charity Responsibilities - Standard Clauses
Your Needs
· You will keep under review your own developmental needs, keep yourself informed of current issues and be alert to the Age UK Notts training programmes and policies and attend all supervision meetings advised by your line manager. It is your responsibility along with your line manager to identify training and development needs and to inform your line manager of these.
Equality and Diversity
· You will uphold the Age UK Notts Equality and Diversity policies and practices thereby promoting fair and quality services to all. If Age UK Notts deem you have breached any of these policies this may be dealt with under the disciplinary procedure. All policies can be viewed on the Nottingham Users shared drive – please ensure you refer to the Equality and Diversity Policy and the Bullying and Harassment Policy.
Health and Safety
· You will take reasonable care for your health and safety and have regard to other persons who may be affected by the performance of your duties, in accordance with the provisions of Health and Safety legislation and actively
encourage, promote and reinforce all Health and Safety procedures in accordance with the guidelines laid down in the Age UK Notts Health and Safety Manual.
· You will exercise proper care in handling, operating and safeguarding any equipment or appliance provided, used or issued by Age UK Notts or provided by a third party for individual or collective use in the performance of your duties.
Safeguarding
· You will act as an alerter and report all allegations of abuse in line with the Age UK Notts Safeguarding policy.
Customer Care
· You will promote and deliver services in a way which is sensitive and responsive to those receiving such services and be aware of and implement the Age UK Notts customer care policies and service level agreement requirements (if applicable).
Professional Integrity
· You will maintain at all times the professional integrity of the Charity and represent its main interests in any dealings with other bodies, groups and individuals.
Quality Assurance
· You will uphold and proactively contribute to the Age UK Notts Quality Assurance framework including ISO 9001 and ISO 14001
Other
· You will attend staff meetings, the annual staff conference and other meetings as requested in order to keep up to date with information within the Charity
· You will provide for your line manager, weekly diary sheets and any other reports or information as required.
· You will carry out any other specified tasks that may be reasonably required by the relevant Manager, with the proviso that any changes of a permanent nature will be included in the job description.
This job description is intended as a summary of the main elements of the job described. They may be varied from time to time in consultation with the job holder without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.
I confirm that I have discussed the content of this Job Description with my line manager and that I understand its content.
Please indicate on enclosed application form evidence to show why you fulfil each individual point below:
Essential Requirements
1. Educated to degree level or seeking a placement year as part of a sandwich course (preferably in information technology, computing, communications or an equivalent specialism).
2. A high level of technical skills in using a variety of IT & Communication equipment.
3. The ability to “set up” a pc/laptop i.e. installing the necessary software ready for giving out.
4. A sound knowledge & experience of using Microsoft products.
5. Experience of using Windows 7.
6. To have an understanding of the importance of IT/data security.
7. Excellent communications skills including the ability to train others in the use of equipment & software.
8. Proactive and highly organised, with strong time management and planning skills, meticulous attention to detail and ability to multi-task.
9. Ability to meet deadlines and remain calm under pressure.
10. Ability to work as part of a team and work alone using your own initiative to plan a productive working day.
11. Knowledge and understanding of Equality and Diversity issues and a commitment to implement the Age UK Notts Equality and Diversity policy.
Desirable Requirements
1. Experience of training IT users.
2. Experience of communications networks.
3. Experience of data base packages
Key Behaviours
ü Excellent communication skills.
ü Bright, self-motivated and driven.
ü A problem solver.
ü High sense of personal responsibility.
ü Analytical and inquisitive, with excellent attention to detail.
ü Innovative and creative, with a concise, precise and effective approach to problem solving.
ü Good at absorbing large amounts of information, with a general hunger for learning.
ü Credible, confident and articulate, with good presentation/training skills.
ü Reliable, flexible and cooperative.
ü Diplomatic and tactful.
ü Able and willing to work outside normal hours when necessary.
ü Personable and approachable, with an enthusiastic and motivational nature and an overall passion for excellence.
Salary: meets minimum wage
Start Date: 20th July 2015
Hours of Work: 28 hours per week over 4 days. Age UK Notts operates a scheme of flexible working hours.
Holidays: 24 working days (pro rated for part time hours). Employees are granted 8 Public Holidays. One additional day’s leave is added to the annual leave entitlement for each year of service up to a maximum of 8 additional days.
Mileage
Allowance: Currently 45p per mile.
Pension: An attractive pension scheme in line with auto-enrolment.
Place of Work: Bradbury House
12 Shakespeare Street
Nottingham
NG1 4FQ
Timetable for Appointment
Post Advertised: 27th March 2015
Closing Date: Friday 12th June 2015 at 4pm
Short-listing: 15th June 2015
Interviews: 22nd/23rd June 2015
N.B. Due to financial constraints, applicants who are not short-listed will not be notified. If you have not received an invitation to attend an interview within three weeks of the closing date you may assume that your application has not been successful.
Additional Information
Age UK Nottingham & Nottinghamshire is a local independent charity and social enterprise.
Our Vision is:
A world in which older people flourish.
Our Mission is to:
Enhance the quality of life and promote the well-being of all older people in Nottingham and Nottinghamshire.
Our Values are:
• Caring - We are passionate about what we do and care about each individual.
• Enabling - We empower older people to live independently, achieve their goals and exercise choice.
• Respectful - We treat others as they would want to be treated, with dignity and respect.
• Quality - We strive for excellence and quality in everything we do.
• Dynamic - We are innovative, flexible, ambitious and driven by results.
• Expert - We are experienced, knowledgeable, professional and trusted.
These values are the foundation of everything we stand for.
The main charity, Age UK Nottingham & Nottinghamshire (or Age UK Notts for short) is the largest independent local charity providing direct services and support for older people from all communities and backgrounds across Nottingham & Nottinghamshire.
Age UK Notts is a registered charity and social enterprise with a history spanning 70 years. Within the Age UK Notts group, as well as the main charity, there are two separate companies Age UK Local Trading and Age UK Business Directory.
Age UK Local Trading provides products and services for older people across Nottinghamshire and Derbyshire. The product range includes insurance products (Home, Car, & Travel), motor breakdown cover, specialist bathing products, stair lifts, funeral plans, gas and electricity.
Our Business Directory combats rogue traders by linking people with trusted traders and businesses who have been checked by Age UK staff. Individuals can access the directory on-line, by telephone or by calling into our offices. The Business Directory team works with other Age UKs across the country to provide this service.
Age UK Notts works in partnership with the national charity, Age UK, which was formed by the joining of Age Concern England and Help the Aged. We are part of a family of over 300 Age UKs and Age Concerns across the country.
We provide a range of flexible support and services tailored to individual needs and circumstances. Our services are independent, impartial and confidential.
Services include:
· Membership
· Day Services
· Personal Alarms
· Carers support
· Information & Advice
· Men in Sheds
· Advocacy
· Will writing
· Housing
· Counselling
· Prison work
More information about these services can be found on our website at www.ageuknotts.org.uk
Page 1 of 9 printed 11/05/2015