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Organisation Co-ordinator and Administrator

4 months ago

Plymouth, United Kingdom Zebra Collective Full time

Organisation

Co-ordinator and Administrator

Part time - 15 hours per week - £30,000 per annum **pro rata**

Overview

The Organisation Co-ordinator & Administrator will be responsible for the smooth and efficient running of Zebra Collective. This will include the developing and maintaining of office systems, administration and promoting/ marketing of all aspects of Zebra Collective’s work. The post holder will be based primarily at Mount Wise Neighbourhood Centre and will support a range of projects across the organisation, including our reflective learning, training and facilitation offers, the Community Cancer Champions project, and all of our community and youth work.

This is a new and emerging role - we will be adding further tasks commensurate with those specified in this job description.

Key Duties/ Responsibilities:
Co-ordination of Zebra Reflective Learning/ Training/ Facilitation/ Community Work
- Advertise courses/ events on the website/ social media/ via newsletter and mailing list plus via partners.
- Develop information around Zebra’s reflective learning, training, facilitation and development offers.
- Set up Ticket Tailor events.
- Receive and record bookings, respond to queries and send out information relating to courses/ workshops/ facilitated sessions.
- Manage the administration of large programmes, e.g. online reflective learning programmes - setting up cohorts, creating online invites, liaising with participants, creating & issuing evaluation forms, collating feedback, liaising with the Zebra delivery team and with programme managers from other organisations.

Seeking New Opportunities
- Look out for new work opportunities for Zebra.
- Be responsible for monitoring the ProContract web portal for potential tender opportunities.
- Seek out other relevant portals.
- Scan newsletters etc. for opportunities.

IT
- To be responsible for setting up and maintaining all members of staff with Microsoft 365 accounts and SharePoint access.
- To be the link for all staff re Microsoft accounts.
- To renew/ ensure payment for IT accounts.
- To maintain an up-to-date asset register of all IT equipment.
- To ensure all licences are up to date and paid for.
- Update and maintain the Zebra Collective website.

Personnel administration
- To administrate
- the registration of new staff for workplace pensions
- new employment contracts
- DBS checks
- To assist in planning induction for new staff, as appropriate.
- To request references for new staff members.

Promotion of Zebra
- To produce and send newsletters.
- To maintain the mailing list.
- To update the website with events.
- To continually refresh the MWNC noticeboards
- To ensure all events that have passed are promptly removed from the website/ noticeboards etc.

Mount Wise Neighbourhood Centre (MWNC)

Health and Safety
- To be responsible for maintaining an up-to-date safety (risk) assessment for MWNC.
- To be responsible for maintaining the Fire Risk Assessment for MWNC, and ensuring fire equipment tests, training, and fire drills are carried out.
- To ensure that all necessary information is available to users of the building to allow them to use the building safely.
- To ensure that appropriate PAT testing is carried out on electrical equipment in the building.

Building administration
- To receive and respond to enquiries about hiring of the building.
- To maintain an up-to-date calendar for the building.
- To be responsible for ensuring that supplies are available for the building e.g. cleaning materials, hand towels, toilet paper.

General/Other
- To take notes at team meetings.
- To be responsible for ensuring that insurance cover is current and appropriate to cover all Zebra activities.
- To ensure fees for website hosting and other subscriptions are paid on time.
- Any other duties commensurate with the post.

**Job Type**: Part-time

Pay: £30,000.00 per year

Expected hours: No less than 15 per week

Work Location: In person

Application deadline: 01/07/2024
Reference ID: ZebraOCA24