Operations Administrator

5 months ago

York, United Kingdom York Conservation Trust Full time

**Operations Administrator**
Full Time | 37.5 hrs

**Our Trust**

York Conservation Trust’s charitable purpose is guardianship of historic buildings in
York and North Yorkshire. Initially set up as a private company in 1945, we have operated as a registered charity since 1976. We currently own 76 buildings with over
150 lettable units; around half are commercial premises including museum, theatre, retail, office, café, restaurant and medical uses. The rest are residential accommodation and six residential units, managed by agents on our behalf and made available to visitors to York as furnished guest accommodation.

Some key properties of ours include York Theatre Royal, the Assembly Rooms, De
Grey Rooms and House, Fairfax House and St Anthony’s Hall and Gardens.

Our non-executive Directors and Trustees are spread throughout the UK and Ireland and the principal member of staff responsible for reporting to the board is the Chief
Executive. The Trust’s staff team is small and dedicated; its structure is illustrated below:
**We have the following opportunity**:
We seek a highly skilled Operations Administrator to support our charity’s
Operational Team and enhance the effectiveness of the business. Working closely with and reporting to the Operations Manager, you will play a key role in our small team overseeing all administrative tasks, streamlining and developing procedures and business operations.

**Key responsibilities in this role include**:

- Developing and maintaining the property management and invoicing systems and associated record keeping.
- Working with the team to identify and extract key management information from our database and accounts software, ensuring where appropriate that this information is reported on an automated and accessible basis to the board.
- Contributing to the production of periodic board and committee papers and externally facing documents, including proof-reading, sense-checking and formatting.
- Reviewing tenancy agreements and developing our database to ensure all rechargeable expenditure is invoiced to optimise income.
- Ensuring compliance with all recurring statutory safety requirements, securing certification and ensuring records are filed appropriately.
- Processing income and expenditure invoices. Filing of finance documents.
- Managing utility contracts, ensuring that bills are based on correct reads and that we are using power economically.
- Supporting the management of De Grey House office; ensuring the security and management of property keys, procurement of stationery and office supplies, answering the telephone and supporting the Buildings Team with callouts, managing all cleaning contracts.
- Contributing to the development of our website.
- Proactively assisting with the management of the hirable meeting rooms and growth of the room hire offer. Prepare for bookings including invoicing, ordering refreshments and setting up the rooms.
- Careful storage and improvement of the company archive. Support with Trust goals to digitize it and make available to the public.
- Supervision of volunteers
- Being a dependable ambassador of the Trust, contributing to its work overall and future project planning. Support events and activities.

**Person Specification**

You will be suited to this role if you are self-motivated, analytical and skilled administrator, with a keen eye for detail.

You should be able to demonstrate expertise in all aspects of Microsoft Office.
Strong writing and editing skills are essential; you must be a confident verbal and written communicator.

Previous experience in customer service and confidence in communicating with members of the public are required as you will liaise with tenants and partner organisations daily.

This role will appeal to a person who has experience of or a clear interest in historic buildings and / or conservation work. You must be motivated and able to work at a fast pace with mínimal supervision.

It would be advantageous to have a good knowledge of landlord compliance and legal requirements in terms of safety, maintenance and tenant rights.

**Reward Package**
- Salary of £25,000 - £30,000pa, to be confirmed after interview based on your skillset, qualifications and experience.
- 25 days annual leave plus bank holidays
- 6% employer contribution to pension scheme
- Payment of a relevant professional subscription
- Training & development opportunities as appropriate

**Salary**: £25,000.00-£30,000.00 per year

**Benefits**:

- Company pension
- Sick pay

Schedule:

- Monday to Friday

Ability to commute/relocate:

- York, YO1 7HB: reliably commute or plan to relocate before starting work (required)

**Education**:

- A-Level or equivalent (preferred)

**Experience**:

- Customer service: 3 years (preferred)
- Administrative experience: 3 years (preferred)

Work Location: In person

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