Trinity Project

JOB DESCRIPTION

Deputy Coordinator

Closing Date for Applications 30 November 2014

Location: Trinity Methodist Church, Four Elms Road / Piercefield Place, Cardiff CF24 1LE

Employer: Cardiff Methodist Circuit / Trinity Project Management Board

Line Management: Reports toProject Coordinator

Duration of Post: Currently funded until March 2017

Salary: £20,400 - (pro-rata)Local Government Spinal Point 23

Hours: 20 hours per week; some out of hours working required with time off in lieu.

Holidays: 25 days p/a plus statutory holidays (pro-rata).

Background

The Trinity Project was established following the decision of the church council of the former Trinity Methodist Church to cease to worship at the Newport Road church buildings in Cardiff. Work with refugees, asylum seekers and other community groups has been based at Trinity for several years, notably the Space4U project which provides a range of services in collaboration with the Welsh Refugee Council and other agencies. Concerned that this work should continue, the Cardiff and Caerphilly Circuit of the Methodist Church agreed to sponsor the conversion of the premises to provide a community base with a principal focus on work with refugees and asylum seekers. Although still actively supported by the Methodist Church, the Project is open to people of all faiths and none. Several ethnic minority congregations are continuing to use the building each week for worship.

The Project is overseen by a Project Board. Funding has been awarded from the Welsh Government’s Equality and Diversity Fund to support the new post of Project Coordinator, Deputy Coordinatorand some other project costs until March 2017. The aim of the Project Board is that the Project should become sustainable by this date, with Trinity established as a thriving base meeting a range of community needs while retaining the primary focus on supporting refugees and asylum seekers.

Overview of Post

The post of Deputy Coordinatorwill play a vital role in supporting the development of the Trinity Project, including taking a lead on promoting the work of the project and responsibility for developing and implementing monitoring and evaluation systems. The role will include organising and managing events which support the achievement of the Project’s objectives. The post holder will work to improve the Trinity Project’s online presence (including social media) and will set up and manage a reception function for the Trinity Centre to ensure that user groups, service users and all visitors have a positive experience of the Trinity Project.

Principle Duties

  • To assist the Project Coordinator with work relating to the Welsh Government Equality and Diversity Grant for the Trinity Project (2014-17) to ensure full and prompt compliance with all terms and conditions of that grant and successful achievement of the intended outcomes.
  • To assist the Project Coordinator to develop the work of the Trinity Project and achieve the Trinity Project’s outcomes and objectives, with particular emphasis on developing and organising events within the Trinity Centre.
  • To develop the Trinity Project’s marketing and communications, including improving its social media presence, and working with the Project Coordinator to develop a website and use a variety of media to provide information about the project and about specific events and activities.
  • To improve and maintain the Trinity Centre’s reception area, including leading on recruiting, training and supervising volunteers to provide a reception service, and providing cover for reception when required.
  • To provide an efficient administration service for the Trinity Project, including taking room bookings, raising invoices, updating administrative systems including basic financial administrative tasks.
  • To provide administrative support to the meetings of the Board, Executive Group and User Groups, including taking and writing minutes, drafting agendas and maintaining schedules of action points.
  • To lead fundraising activity, including developing grant applications to appropriate funders, to develop and sustain the work of the project and the Trinity premises.
  • To ensure that monitoring data and information is gathered, recorded and retained to support the work of the Project and meet the requirements of funders.
  • To assist the Project Coordinator with the recruitment, training of volunteers to reinforce and sustain the Project and the key user groups, and supervise volunteers supporting areas of work within the primary areas of the Deputy Coordinator’s responsibilities, such as reception, administration, monitoring and evaluation, and fundraising.
  • To assist the Project Coordinator with the development of the Trinity premises to enable their use as an improved multi-user building and flexible resource meeting a wide range of community needs.
  • To liaise with contractors to book necessary building repairs and maintenance and ensure that repairs, maintenance and cleaning are completed to a satisfactory standard.

Other Responsibilities

  • Manage the booking system for the hire of the Trinity premises.
  • Assist the Project Coordinator to ensure that the premises are opened and closed as required.
  • Liaison with regular and occasional users of Trinity to ensure good relations and customer satisfaction.
  • Engagement and interaction with the local community and surrounding area, to develop good working and neighbourly relationships.
  • Any other responsibilities determined by the Trinity Project Management Board to be necessary to fulfil the aims of the Project.

Key Relationships

Chair and Members of the Trinity Project Management Group

Senior Staff and volunteers of Space4U

Lead officers of other regular user groups, including ethnic minority churches.

Superintendent Minister and Circuit Stewards of the Cardiff Methodist Circuit

Welsh Refugee Council

Fair & Square Team, TrosGynnal Plant

Displaced People in Action

Welsh Government Equalities & Diversity Division

STAR Cluster Communities First Team

Cardiff Community Housing Association

Cardiff Third Sector Council

Cardiff Council, Equalities Team

Local Councillors, AMs and MPs.

Person Specification

Requirement / Essential / Desirable
1.0 / Knowledge
1.1 / Experience of working positively with people from a wide range of backgrounds. / 
1.2 / A good knowledge of the issues facing refugees and asylum seekers / 
1.3 / An understanding of financial management, budgeting and financial reporting / 
1.4 / Familiarity with monitoring & evaluation systems / 
1.5 / Knowledge of facilities management / 
1.6 / Committed to Equal Opportunities / 
1.7 / Familiarity with working with faith groups / 
2.0 / Skills
2.1 / Motivated and a self-starter, able to work for periods without direct supervision / 
2.2 / Able to prioritise workloads and work to deadlines / 
2.3 / Have strong ICT and administrative skills / 
2.4 / Familiarity with Sage Accounting software or similar / 
2.5 / Able to use desktop publishing software / 
2.6 / Able to work with community groups and volunteers / 
2.7 / Able to empower people and groups to participate in decision making processes / 
2.9 / Personal commitment to learn and develop / 
2.10 / An excellent communicator / 
3.0 / Experience
3.1 / Experience of working in a reception or front-facing role / 
3.2 / Experience of working in a multi-user environment / 
3.3 / Experience of liaising with suppliers and contractors / 
3.4 / Experience of community engagement and the principles of community development / 
3.5 / Financial management / 
3.6 / Experience of fundraising, preferably includingFundraising from trust, foundation and / or statutory sources / 
4.0 / Competencies
4.1 / Integrity / 
4.2 / Respect / 
4.3 / Innovation / 
4.4 / Accountability / 
4.5 / Fairness / 
4.6 / Effectiveness / 