Support Officer

3 months ago

Warrington, United Kingdom Warrington Women's Aid Full time

Job Description: Support Officer

Responsible to: The Refuge Manager

Monitoring of the post: Warrington Women’s Aid Ltd Trustee’s

Hours of Work: 18 hours over 3 days per week

Annual Leave: 20 days pro rata + Bank Holidays

**Salary**: £13,500

**Purpose of the Job**

To work as a member of a team to ensure that women and children who have experienced domestic abuse are provided with safe, secure temporary accommodation and support, and take all possible steps to maximise their wellbeing.

**Main Duties and Responsibilities**
- Monitor the policy review timetable, assist the CEO in preparing the necessary documentation and policies required for good governance, ensure that the Trustees, the CEO, and other employees have an opportunity to contribute to the review process, and follow up the process through to completion.
- Ensure that the day-to-day management and updates of the WWA website and social media sites are met.
- To collate information and complete WBC workbook.
- To make and bind all appropriate support plans, brochures and other relevant information for staff and clients as appropriate.
- To back up database weekly.
- Responsible for collating data on number of referrals on a daily basis.
- To provide practical admin assistance to the Refuge Manager and the team.
- To attend and take minutes for team meetings as and when required.
- Maintain and update website.
- Monitor and respond to messages through social media.

**Finance**
- Work with the CEO, team members, Treasurer and the Board of Trustees as required.
- Assist in coordinating accounts, budgets, and other financial matters of WWA.
- Assist in budget setting and producing reports of the finances and budgets to the Trustees and funders.
- To create all rent accounts, HB accounts and run rent charges on data base.
- To update all HB payments received from WBC onto spreadsheet.
- To empty and maintain payphones.
- To collect and bank all service charges and payphone monies weekly.
- To collect petty cash from bank / second signature on cheques for petty cash.
- Ensure hard copies of invoices and payment data are filed correctly.

**Partnership and Communications**
- Assist the CEO in publicising and promoting the services offered by WWA and ensuring promotional materials are relevant, user-friendly, and up to date.
- Maintain effective communication with co-workers and participate in relevant meetings, including recording minutes at monthly evening management group meetings and afterwards distributing the minutes.

**Governance**
- Provide timely, accurate information to the CEO and to Trustees as required.
- To work within child protection requirements and procedures to ensure that children are safeguarded, and their welfare promoted, whilst also supporting and meeting the needs of women.
- Assist the Trustees, the CEO in ensuring that all legal requirements are met, particularly in relation to child protection, data protection, health and safety and employment law.
- Assist the Trustees, CEO in ensuring compliance with the company law and charity law, including filing annual returns and notification of changes to the management board.
- Ensure compliance with General Data Protection Regulations.
- Take and write up minutes of Trustee meetings.
- Secure room bookings for external sessions.
- Support the team with event coordination or fundraising events.
- To participate in regular supervision sessions, staff meetings and annual appraisal.
- To undertake training as agreed at supervision sessions.
- To take active steps to work within a framework of equal opportunities an anti-discriminatory practice.
- To undertake all other reasonable duties as required by the Refuge Manager.
- Any other duties not covered by the job description.

**General**
- To maintain confidentiality and to ensure that professional boundaries are observed when working with clients, staff, and external bodies and to work within Warrington Women’s Aid Code of Conduct.
- Undertake any duties assigned which are relevant to the achievement of the objectives of the post.
- Training and Development - To keep up to date with training needs.
- To always work with due regard to the policies and procedures of Warrington Women’s Aid, including financial regulations, participating in their development and amendment where required.

**Other**

This job description is not designed to provide an exhaustive list of tasks and therefore the post holder is expected to undertake any other reasonable duties within the scope of the post as specified by their line manager.

Person Specification

**Technical/Specialist Skills**

**Essential**

**Desirable**

Educated to GCSE level or equivalent

E

Excellent communication skills (written and oral)

E

Excellent working knowledge of Microsoft Office software

E

Office coordination experience

E

Experience of overseeing multiple admin tasks simultaneously

E

Experience of taking Meeting Minutes and cascade in a timely manner

D

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