Resources Co-ordinator – Job Description

REPORTS TO:HR and Quality Manager

MAIN PURPOSE OF JOB: Responsible for creating and maintaining systems which enable SPEAR and QHT to run effectively and efficiently

SPECIFIC DUTIES:

  1. Office Management
  • Ensure that the central office runs smoothly, arranging maintenance and liaising with Landlords as appropriate
  • Ensure that appropriate insurances are in place for both SPEAR and QHT
  • Ensure the head office building is safe and secure and manage landlord liaison around building and lease issues.
  • Work with responsible operational managers to ensure necessary maintenance works and repairs are carried out and support operations in both SPEAR and QHT where possible.
  • Responsible for the procurement and management of all office services and materials such as stationery, kitchenware and office refreshments within specified budgets
  • Maintain an accurate and up to date paper and electronic record for all responsible areas ensuring these are available for inspection
  1. Health and Safety
  • Ensure that all aspects of the head office are run in accordance with current Health & Safety legislation andbest practice, liaising with external contacts including the buildings management and agents, whilst managing all of the day to day office contracts
  • Monitor and oversee organisational health and safety to ensure all premises run in accordance with current Health and Safety legislation and best practice, working with responsible operational managers in SPEAR and QHT
  • Work with the HR and Quality Managerto ensure that all staff are trained and/or informed of office procedures and practices including Fire evacuation and Health and Safety obligations such as manual handling and work station assessments
  • Review, monitor and update the Health and Safety Handbook and associated procedures in line with current legislation or best practice, reporting any issues or concerns to senior management, to ensure organisation wide compliance
  • Become a Fire Warden and First Aider and to have responsibility for organising training for the requisite number of staff in both of these areas
  • Ensure Office Safety audits and Risk Assessments are carried out as required to comply with UK legislation
  1. Infrastructure and Administration
  • Liaise with SPEAR’s IT and phone providers to ensure a smooth and effective service is available at all sites
  • Ensure SPEAR’s day to day administration needs are supported to a high standard, including:
  • Maintenance of internal records and general filing, both hard copy and electronic
  • Servicing of meetings, including taking and distributing minutes, agendas and papers, booking and preparing rooms
  • Keep informed of changes in legislation and policy on relevant administration
  • Work with the Volunteering Officer to ensure volunteer reception cover is available
  • Work with the Administrator and HR and Quality Manager to assist in ensuring that SPEAR’s recruitment processes run smoothly
  1. Organisational Responsibilities
  • Offer line management support and supervision to the Administrator/s, and support to our Volunteer Receptionist team
  • Participate in staff management and support systems in line with SPEAR’s policies and procedures, including induction, supervision, appraisal and training audits
  • Support the HR and Quality Managerto meet the requirements of business and strategic planning as and when directed
  • Undertake other duties as required by the line manager in keeping with the responsibility of the post

Resources Co-ordinatorPerson Specification

SKILLS

Essential:

  • Ability to work on own initiative and in a team
  • Ability to liaise with senior colleaguesto ensure that work is undertaken efficiently and effectively
  • Ability to represent SPEAR appropriately at all times, and work professionally with external agencies
  • Solid IT skills, including a high level of competence with word processing, spreadsheets, databases and email and the willingness to learn how to use new IT applications, and to support colleagues with their IT needs
  • Ability to develop and manage administrative systems
  • Good written skills, including minute taking and report writing
  • Ability to oversee and manage an area of work.

KNOWLEDGE

Essential:

  • Understanding of the causes and pathways out of homelessness
  • Understanding of and commitment to confidentiality and professional boundaries
  • Understanding of equal opportunities and how it can be applied within SPEAR
  • Knowledge of health and safety requirements in the work place

EXPERIENCE

Essential:

  • Experience of providing a confidential secretarial or administrative support service
  • Experience of minute taking and report writing

Desirable:

  • Experience of supporting an organisation working with vulnerable adults
  • Experience of line management