Administration and Personnel Manager

Administration and Personnel Manager

Salary £30,000 per annum

Full time – Permanent

(subject to references and 6 months’ probation)

Thames21 is the leading waterway charity in London. The charity is a vibrant and growing organisation with approximately 20 staff. Its two offices currently operate in Central London with a second office in East London.

The role of Administration and Personnel Manager is fundamental and integral to the running and administration of the charity and its offices. We require an enthusiastic, organised and committed individual to undertake this important role. The post holder will function as part of the Senior Management Team, assisting in making decisions on the way forward for the charity in regards to its personnel. The postholder will need to organise and coordinate the personnel/hr function of the charity and liaise with the external finance department at the Port of London Authority for expenditure, payments and all payroll issues.

Applicants should have:

·  CIPD qualified to Associate level (minimum)

·  Relevant qualification (e.g. NVQ) in Business Administration and/or Management desirable

·  Excellent knowledge of Microsoft Office programmes and the ability to produce documents in a professional manner

·  Working knowledge of accounting systems (desirable)

·  Ability to service and facilitate meetings; organise, provide papers, take and distribute minutes

·  Understanding and awareness of equal opportunities principles and some knowledge of relevant employment legislation and its implication for the human resources function

·  Excellent interpersonal skills and the ability to communicate with a wide range of people - staff, Trustees and personnel of other member organisations

·  Organised and planned approach to filing and record keeping

·  Be able to working on own initiative with the ability to organise and prioritise own workload

·  Know and understanding of the importance of deadlines, punctuality and time management

·  Possess excellent co-ordination and liaison skills

·  Understanding the importance of confidentiality in all staff recruitment and personnel issues

To request application details e-mail:

Or visit our website at www.thames21.org.uk

Closing date for completed application forms and CVs: Friday 1st March 2013

Interviews: 11th March 2013

Registered Charity No. 1103997

Administration and Personnel Manager

Job Description

Salary: £30,000 per annum, 35 hours per week

Contract length: Full time, Permanent (subject to references and 6 months’ probation)

Location: Thames21 Head Office, Walbrook Wharf

Responsible to: Chief Executive

Part of the Senior Management Team

Purpose of the job

To manage the personnel/hr function, administration and office management duties and accounts expenditure of Thames21.

Main duties and responsibilities

Administration

·  Participate fully in decisions regarding day-to-day running, management and forward planning as a member of the Senior Management Team.

·  Shadowing the Company Secretary for Thames21; including arranging Trustee Board and Finance Committee meeting dates, preparing and sending out the meeting papers, taking minutes at the meetings and distribution of these to members of the Board and Committee following the meetings.

·  Office Manager for the Thames21 Walbrook Wharf and Bow Lock offices, managing administrative systems, including word processing, arranging meetings, filing, taking messages, making telephone calls, processing mail, receiving visitors, responding to general enquiries, e-mailing, photocopying and faxing.

·  Central point of contact for the charity, passing on communications to relevant staff members

·  Maintain and assist in developing efficient administrative procedures, filing systems and monitoring systems, together with efficient up-to-date database and files.

·  Circulate, update and file information useful to the team.

·  Operate and maintain office equipment and stock levels of stationery.

·  Attend a range of meetings in order to facilitate the taking of minutes as required, and to ensure that the minutes are typed and distributed.

·  Place orders with suppliers and set up accounts with new suppliers.

·  Arrange staff events.

·  Liaise with Pension Scheme holders and the PLA finance department to ensure payments to relevant schemes.

·  Annual audit of Thames21’s Assets.

·  Provision of accurate advice and guidance on the application of company policies and procedures.

·  Liaise with the company’s insurers regarding insurance premiums and issues

·  Organise the MOT, insurance and breakdown cover, congestion charging etc. for Thames21 vehicles.

·  Undertake responsibility for the Health and Safety aspects of the organisation; office health and safety and reviewing and updating the health and safety policy etc.

Human Resources

·  Staff Liaison on all personnel issues

·  Drafting and placing recruitment advertisements and co-ordinating responses. Contact interviewees.

·  Arrange interviews, write interview questions and take part in the interview process

·  Take the necessary action following selection, including informing unsuccessful applicants where necessary, preparing appointment letters, seeking and expediting references and CRB Disclosure applications and despatching contracts of employment. To organise the induction schedule for new starters

·  To liaise with PLA payroll / personnel departments in relation to starters, leavers, amendments of contracts of employments and other HR matters.

·  Take the lead on performing all day-to-day human resources administration.

·  Create, file and update, staff and volunteer records including individual personal files, records of sickness, absence and timesheets.

·  Liaise with solicitors and other advisors on HR issues where appropriate in order to ensure proper adherence to employment law

·  Take the lead on managing and operating any disciplinary action

·  Write and update company policies and procedures

·  Ensure that all matters relating to the Human Resources function are handled with the appropriate degree of confidentiality.

Accounts and Finance

·  Liaise closely with the PLA Accounts department to ensure up to date and accurate reporting of the charity's management accounts

·  Maintain relevant accurate records for all expenditure transactions.

·  Process Petty Cash requests and maintain accurate records.

·  Process purchase invoices.

·  Maintain an effective filing system for copy invoices for purchases

IT

·  Maintain and update the Simply Personnel HR database with staff personnel information

·  Manage the design and maintenance of the Thames21 intranet website

·  Liaise with the Marketing and Communications Officer on website development

·  Liaise with external IT consultants on all IT matters

In addition to the duties and responsibilities listed, the post holder is required to perform any other reasonable duties which may be requested from time to time.

Person Specification

It is essential that in your application you give evidence or examples of your proven experience in each of the following criteria including the competencies.

Qualification, development & knowledge / Essential / Desirable / Assessed by
CIPD qualified to Associate level (minimum) / b / Application
Relevant qualification (e.g. NVQ) in Business Administration and/or Management / b / Application & interview
Excellent knowledge of Microsoft Office programmes and the ability to produce documents in a professional manner / b / Application & Interview
Working knowledge of accounting systems / b / Application & Interview
Ability to service and facilitate meetings; organise, provide papers, take and distribute minutes / b / Application & interview
Understanding and awareness of equal opportunities principles and some knowledge of relevant legislation and its implication for the human resources function / b / Application & interview

Experience and understanding:

Knowledge and experience of writing letters, memos and the ability to understand and implement verbal and written instructions / b / Application & Interview
Experience of communicating with a wide range of personnel / b / Application & Interview
Excellent interpersonal skills and the ability to communicate with a wide range of people - staff, Trustees and personnel of other member organisations / b / Application & Interview
Organised and planned approach to filing and record keeping / b / Application & interview
Working on own initiative, ability to organise and prioritise own workload / b / Application & interview
Understanding of the importance of deadlines, punctuality and time management. Possess co-ordination and liaison skills. / b / Application & interview
Understanding the importance of confidentiality in all staff recruitment and personnel issues / b / Application & interview

Skills and competencies

Competence with MS Word & Excel and use of IT for communication and data analysis / b / Application & interview
Excellent communication skills; ability to demonstrate a good telephone manner / b / Application
Have a pragmatic and organised approach to keeping up-to-o nised approach to keeping up date with Employment Law, Health and Safety, Data protection and changes in policies and procedures / b / Application & interview
Ability to make formal presentations / b / Application & Interview
Ability to produce clear written reports / b / Application & Interview

ADDITIONAL INFORMATION

·  25 days paid annual leave are available plus public holidays. In addition, the Thames21 office is closed between Christmas and New Year.

·  Thames21 operate a flexitime system of working

·  Interest free season ticket loan or bike loan

·  Childcare voucher scheme

·  Mobile phone for company use

·  Non stakeholder pension available (currently employee contribution only)

·  Healthcare scheme available (employee contribution only)

·  The postholder must be willing to travel sensibly throughout London and occasionally throughout the UK over night

Completed applications should be sent to

Closing date for completed application forms and CVs: Friday 1st March 2013

Interviews: 11th March 2013