JOB DESCRIPTION

JOB TITLE:CEO Department Administrator

ACCOUNTABLE TO:Deputy Head of CEO Department

HOURS OF WORK:Full time, 37.5 hoursMonday – Friday is preferable, however the post will also be considered on a 30 hour per week basis. Some very occasional weekend work may be required.

BASED AT:Redwings Hapton

TYPE OF EMPLOYMENT:Permanent

SALARY:£15,405 (full time), rising to £15,600 upon successful completion of probationary period

JOB PURPOSE

The CEO Department Administrator will support the CEO Department, which includes the Chief Executive’s Office, Human Resources, Legacies, Health & Safety, and Environment & Facilities, with day-to-day administrative support.

To ensure the maintenance of confidentiality in respect of staff, volunteer and client records and all privileged information relating to the Charity, its equines, staff and supporters and particularly in the area for which directly involved.

Duties

To provide various administration tasks which include (but not limited to):

  • General admin support which will include filing, scanning and photocopying
  • Filing and data input on to our combined HR and Payroll system
  • Data input on our land management software
  • Taking receipt of info@redwings emails and ensuring distribution to the correct individuals

To provide project support, where required, which will include support with our annual review of policies and procedures, and internal events.

To support the CEO Department with ensuring compliance with the General Data Protection Regulations 2018.

To work with the HR team to handle work experience and volunteer enquiries and to assist with recruitment administration during busy periods.

To support the CEO Department with in-house training, which will include training pack preparation, helping to set up and break down training rooms, and logging feedback.

To support our internal communications by keeping our in-house internal file sharing software up to date, updating telephone lists and job directories and circulating information across the organisation.

To take notes at departmental and confidential HR meetings.

To work with the Legacy Officer to undertake annual legacy analysis and archive closed legacy files.

Other

  • Take part in any training that is required.
  • To act as an ambassador for the organisation.
  • To embrace any new duties that clearly fall into the remit of this role.

The post also carries governance and statutory responsibilities:

  • Data protection and appropriate confidential protection

NOTES

All staff must be sympathetic to and able to project the philosophy and concept of equine welfare; working for a charity, and Redwings values.

Redwings Horse Sanctuary is very much a community and all members of staff are encouraged to be part of its day to day life.

An extract from the summary of the Health & Safety at Work Act 1979 states:-

"Employees at Work: It is the duty of every employee while at work to carry out their work in a manner which is safe and free from risk to the health of himself / herself and other persons who may be affected by his/her acts or omissions. It is an employee's duty to assist and co-operate with his/her employer in complying with any relevant statutory regulations imposed on his/her employer".

This Job Description may change and the duties listed are not exhaustive, but such change will only be made following consultation between the (relevant) "Manager" and the post holder. A job description review automatically takes place as part of the Performance Management process.

REDWINGS PERSON SPECIFICATION

Post: / CEO Department Administrator
Department: / CEO Department
Essential Criteria / Desirable Criteria
Education/
Qualifications / Educated to good standard of education with at least 5 GCSE’s A – C grade, one of which must be Maths and English. / A – Levels or above.
Experience / Previous experience of working in a busy admin environment.
Experience of working with confidential and sensitive information, making sure data protection protocols are followed.
Experience of managing databases and keeping accurate records.
Experience of working with charity supporters or customers or members of the public. / Previous experience of working in an equine or animal charity.
Previous experience in an CEO and / or HR setting.
Experience of organising events and training, such as producing course material, helping to ‘set up’, and providing assistance to the trainer or presenter where needed, which may include helping to run the event.
Experience of data protection law and practical implementation.
Skills/
Knowledge / Effective communicator within a team, the wider organisation and supporters.
Ability to prioritise and to make informed decisions, innovative problem solver, able to identify areas for improvement and create ideas.
To be able to relate and understand information both written and verbally.
Microsoft IT skills, especially intermediate Excel, Word and Powerpoint.
Create and maintain concise and accurate records and databases.
Be numerate and effective at data input.
To be organised and have the ability to prioritise workloads.
A diligent notetaker able to grasp potentially complex and lengthy meetings. / Equine knowledge.
Advanced Excel.
Previous HR admin involvement.
Undertake project and research work.
Qualities/
Attributes / Discretion and maintenance of confidentiality are both essential attributes, which will need to be proven.
An eye for detail and a conscientious approach.
Consistently accurate.
Flexible approach to tasks and workloads and the ability to deal with short notice demands.
Ability to create and develop communication links with other sections/ departments and across various levels of staff and management.
Approachable and an effective communicator,
both verbally and written.
A commitment to animal welfare.
Other Requirements / Full driving licence for certain driving duties. Attend courses and or meetings that may be required. / Attend internal events which may require weekend working.

CEO Department Administrator July 2017