Southwark Law Centre

Job Description

Job TitleAdministrator

Responsible to Director

Responsible forSupervising the Centre’s receptionist

Line management: The post holder has no line management responsibilities

Job Purpose

Working as under the supervision of the Law Centre’s Director the Administrator is responsible for assisting with the general office administration and providing some support for the work of 10 caseworkers. The Administrator is also responsible forassisting the Director in liaising with the Centre’s ITC providers.

Tasks and responsibilities

Supervising the Centre’s receptionist.

Responsible for the Centre’s signposting systems, updating as appropriate the Centre’s internal signposting leaflets and monitoring systems.

Taking minutes of all internal meetings (save Board of Trustee meetings); the Centre’s receptionist will also assist with minute taking.

Administrating the Law Centre external training programme.

Assisting the Director in liaising with the Law Centre’s ITC support suppliers to ensure the stable operation of the Law Centre’s ITC network and to provide ITC support to the Law Centre.

Assisting the Director in HR matters including recruiting, inducting staff and compiling their personnel files.

Assisting the Director in updating the Law Centre’s website.

Under direction responsible for organising the closing, archiving and storage, disposal and destruction of old files - casework and non casework.

Providing the casework staff with administrative support.

Ordering new office equipment, toys, stationery and other stock.

Updating supplies of internal, court and legal aid forms.

Amending file front sheet or any other internal forms.

Under direction responsible for the production of the Law Centre’s annual review.

Law Centre publicity –assisting the volunteer coordinator in developing materials for promotion of the Centre including leaflets and the Centre’s stationery.

Changing messages on the ansaphone, the notices on the door/window and sending information to clients when the Law Centre is closed.

Covering reception in the absence of the receptionist and the volunteer coordinator.

General administrative duties

Where appropriate provide general office and administrative support to the Law Centre including assisting the receptionist and volunteer coordinator with

a)Ensuring the Law Centre’s premises are kept secure and clean and that any necessary repairs and minor redecorations are carried out, liaising with the managing agents, utility companies, landlord, cleaners and trade refuse. Obtaining cover for the Centre’s employed cleaner as necessary

b)Amending SOS letters as necessary

c)the Law Centre’s AGM

d)compiling statistics

e)writing cheques, banking

f)data entry and email groups

g)recruiting, inducting, training and supervising volunteers

h)writing cheques, banking deposits

i)covering for them during short absences such as annual leave or short spells of sickness

General

Undertake training as required

Participate in meetings such as: Annual General, General, staff and business planning day

Participate in supervision and appraisal meetings

Abide by team and organisational policies, code of conduct and practices

Any other reasonable duties commensurate with the post

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