Llais y Goedwig

Job description

Business Support Officer

Job title: Business Support Officer

Responsible to:Llais y Goedwig Board (and Network Co-ordinator)

Salary:£20,000 per annum pro rata paid monthly in arrears

Location:Machynlleth

Duration:This is a fixed term contract until March 2018 (the position may be continued post March 2018 subject to probation and funding)

Hours:20 hours per week, usually Monday to Friday. Occasional evening and weekend work may be required.

Statutory leave:20 days (pro rata) plus public holidays.

Probation period:The post is subject to the successful completion of a one month probationary period.

Pension:Five percent of salary for standard contracted hours.

JOB OVERVIEW

The purpose of this role is to ensure that work plans are progressed, grant returns made, budgets managed, events set up and paid for, bookings taken and the myriad of support requirements that are vitally important to the smooth running of the office and the organisation are met efficiently and effectively. Good front line delivery needs to be supported by good planning and co-ordination, especially where members of the team, including management, will be working remotely.

The Business Support Officer will work under the direction of the Network Co-ordinator and the Llais y Goedwig volunteer Board, and in close collaboration with other Llais y Goedwig staff, members and partners.

KEY TASKS

Office administration

  • Dealing with multi-user office logistics such as promoting the office facilities,taking

bookings, office familiarisation with new users, monitoring office equipment usage, reporting technical problems and maintenance concerns, and liaising with contractors.

  • Managing paper and online filing systems and databases (such as member's database, image database and Dropbox)
  • Providing post room services, both electronic and paper based
  • Dealing with correspondence in Welsh and English
  • Carrying out regular computer back-ups
  • Photocopying and printing
  • Maintaining office and Llais y Goedwig equipment, storage area and stock levels of resources

Provide support for the Llais y Goedwig network (working to Network Co-ordinator)

  • Taking and responding to external calls, taking messages and relaying these for follow-up when required through phone, email and written contacts
  • Assisting in updating and maintaining social media and website (Wordpress)
  • Formatting publications
  • Arranging for translation English/Welsh

Provide support for the Llais y Goedwig Staff and volunteer Board

  • Maintaining email addresses and website hosting, setting up new addresses where appropriate
  • Keeping IT equipment and systems register and dealing with maintenance issues
  • Administration associated with staff recruitment, contractual arrangements, insurances and other legal requirements
  • Keeping staff and Board Diary and collating reports, time sheets and travel claims
  • Assisting with organisation of and taking minutes at Board meetings and AGM
  • Collating reports, case studies and other evidence to feed into quarterly grant funding returns
  • Updating organisational guidance and policy documents as required

Provide support for Llais y Goedwig event management

  • Locating venues, accommodation providers, catering etc. and obtaining quotes
  • Dealing with promotional and booking arrangements
  • Making arrangements for site visits, workshops and speakers
  • Assisting with organisation at events
  • Compiling post event feedback and reports

Finance

  • Day to day bookkeeping and supporting the Treasurer in management of budgets and cash flow and creating reports
  • Issuing invoices and receipts
  • Making payments as authorised by Treasurer
  • Liaison with Accountant to help deliver payroll and end of year accounts services
  • Providing evidence to feed into quarterly and annual financial reporting

Carrying out any other reasonable tasks as requested by the Board or Network Co-ordinator.

SKILLS, KNOWLEDGE AND EXPERIENCE

It is essential that you have:

  • Competence with ICT, a working knowledge of Microsoft Office packages, and the

ability to adapt to new systems that may be implemented

  • Some experience of bookkeeping and budget management
  • Good telephone manner and oral and written communication skills
  • Good organisational skills
  • The ability to work independently and on own initiative
  • Experience as a volunteer or managing or being managed by volunteers.
  • A flexible and adaptable approach to meet the needs of the organisation.
  • Enthusiasm for the aims and objectives of Llais y Goedwig

It is desirable that you have:

  • Fluency in written and spoken Welsh
  • Experience of working with financial packages such as QuickBooks
  • Website content management using WordPress
  • Good networking skills
  • A full driving licence

REPORTING AND SUPERVISION

  • 1 month probationary period
  • You will work under the direction of the Network Co-ordinator and the Llais y Goedwig volunteer Board to a weekly work plan (which will include agreed work days and times)
  • You will provide weekly timesheets to the Network Co-ordinator
  • You will adhere to the Llais y Goedwig staff handbook in terms of policies, procedures and conduct

Llais y Goedwig/RD06/01/19

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