British Nordic Walking CIC

JOB DESCRIPTION

Job Title / Office Administrator
Salary / £10 per hour (paid monthly)
Hours / 16 hours per week over 4 days within core hours of 9am to 5pm
Section A / Basic Objectives of the Post

·  To provide and maintain a high level of administrative support to the BNW directors, instructors and public members

·  To manage the course bookings and liaise with tutors and the awarding body.

·  To reconcile the bank account and create financial reports using SAGE

Section B / Background to the post

This vacancy has arisen due to the current job holder leaving the role in May 2017. This post is designed to assist the British Nordic Walking team in providing effective and efficient administrative support to enable the smooth running of the organisation and to maintain a high level of customer service to all instructors and public members.

Section C / Responsible to:

Job title: CEO British Nordic Walking CIC

Section D / Responsible for:

None

Section E / Duties & Responsibilities

1.  To provide and maintain a high level of administrative support this will include:-

·  Supporting and assisting the directors and course tutors in all aspects of administration including the use of Microsoft Word, Excel, Mailchimp, Shopify, Facebook and Outlook.

·  Ensuring incoming and outgoing mail is processed correctly

·  Setting up and maintaining complete and accurate files for instructors and public members

·  Assisting in organising and archiving paperwork and records

·  Meeting all deadlines as required

·  Set up and manage entries to challenge events using on Eventbrite

·  Process instructor policy applications with our insurance broker

·  Update website with course dates, instructor details and clothing for sale

·  Managing bookings for annual instructor convention

·  Ordering of branded clothing from supplier

·  Be point of contact for the International Nordic Walking Federation secretary

·  Preparing materials for national challenge events liaising with local event director

·  Maintaining supplies of equipment that can be hired by instructors

·  Answering the British Nordic Walking phone line and ensuring messages for staff are taken where necessary

·  Answer questions posed on British Nordic Walking public and instructor Facebook pages

2.  To manage course bookings and liaise with tutors and the awarding body

·  Being an initial point of contact for learners interested in enrolling on courses

·  Registering learners for YMCA qualifications and making on-line bookings for examinations

·  Photocopying documentation and preparing resources as required for tutors running training courses and for assessment days

·  Liaising with community organisations interested in enrolling learners on courses

3.  To reconcile the bank account and create financial reports.

·  Make payments to tutors and others, reconcile the bank account and produce quarterly financial reports to the board using SAGE

Section F / Functional links

Internal

Develop and maintain professional working relationships within British Nordic Walking. In particular to maintain a good working relationship with:-

Ø  Members of the board

Ø  Course tutors

Ø  Instructors and leaders

Ø  Community project managers

Ø  YMCA Awards staff

External

All external agencies the organisation relates to with regards to Training & Education and its’ services. For example:

Ø  Community project managers

Ø  YMCA Awards staff

Section G / Any Additional Information

The appointment requires the post holder to work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, can be undertaken

Employees of British Nordic Walking will be required to work within the remit of all organisational policies and procedures and any relevant legislation.

British Nordic Walking CIC uses a number of different computer systems as well as Microsoft Office, e.g., Shopify, Facebook, iMeet, Parnasus. Where required, training will be given during handover from the departing office administrator.


British Nordic Walking CIC

PERSON SPECIFICATION

Job Title: / Office Administrator
TECHNICAL REQUIREMENTS (includes experience and qualifications) / Essential/
Desirable
Competent user of Excel and Word / E
Experience of using Photoshop, PowerPoint or similar / D
Grade C or above in English & Maths GCSE or equivalent / D
Proven experience in administrative support role in an office environment / E
Experience of using SAGE or similar accounting system / D
Competent user of online banking / E
Experience of setting up and using online booking systems / D
Experience of working in a training & education environment / D
Customer Focus
Ability to work professionally and courteously with a range of customers both internal and external to include staff, instructors and members of the public / E
Team-working
Ability to work as part of a virtual team, but also on own initiative and at times unsupervised. / E
Can work with others to ensure tasks are complete / E
Ability to monitor progress of work and make effective use of own time / E
Communicating & Influencing
Excellent interpersonal skills and written and oral communication skills / E
Proficient in using Microsoft Outlook or similar email system / E
Experience using Facebook and Twitter / D
Experience using Mailchimp and Shopify or similar products / D
Patience and discretion with the ability to communicate with a diverse range of people / E
Planning & Organising
Good organisational skills with the ability to prioritise tasks / E
Ability to complete and finish tasks to timescale / E
Ability to maintain effective administration systems and office procedures / E
Managing & Developing Performance
Willingness to undergo relevant training / E
Decision Making
Identifies and uses relevant information to make decision / E


British Nordic Walking CIC

TERMS AND CONDITIONS

Job Title: / Office Administrator

1.  Salary

Hourly rate £10 per hour.

2. Hours of work

16 hours per week to meet the needs of department and the organisation. The 16 hrs to be worked over 4 days.

3. Leave entitlement

Annual leave is 28 days pro rata (22.4) plus eight bank holidays. Five of the annual leave days are determined by University closure dates.

4. Sick pay provision

Statutory Sick Pay (SSP) is available following a 3 month qualifying period.

5.  Pension entitlement

The role will not be auto-enrolled into a pension scheme.

6.  Period of termination notice

One week during three month probation period thereafter one month for both employee and employer.

7.  Conditions of appointment

The appointment is subject to British Nordic Walking receiving two satisfactory

References and a three month probationary period.