Administrator

2 weeks ago


Boston, United Kingdom Boston United Community Foundation Full time

Job Title - Administrator
Salary - meets NMW
Reporting to Assistant Community Manager
Contract - Permanent
Responsible for - No line management
Hours - 25 a week

To provide full administrative support and to manage the smooth operation, maintenance and development of Boston United Community Foundation’s administrative systems including basic financial processing.

**General**
- Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
- Maintaining and developing efficient office systems.
- Undertaking administrative tasks including data input, filing and printing
- Update staff noticeboards regularly to ensure correct information regarding Health and Safety, Fire Information and Safeguarding.
- Assist with the 3G Pitch Online Booking System
- Conduct DBS Checks on behalf of the charity if requested
- Ordering and maintaining levels of stationery and equipment.
- Promoting high standards of personal, professional conduct
- Work closely with the Football Administrator and supports other colleagues as needed

**Financial**
- Act as Treasurer of Boston United Community Football Club
- Deliver central administration for membership, including the processing of member subscriptions of Community Foundation programmes
- Deal with unpaid direct debits, produce letters to debtors, collect payment and communicate with debtors regarding any queries on their account.
- Manage and maintain the Community Foundation’s petty cash system.
- Assist with the financial systems for the Community Foundation including coding and processing of purchase invoices
- Prepare any cash or cheques to be banked in line with banking procedures

**Personal Specification**

**Qualifications**

GCSE's or equivalent (A* - C / 4 - 9) to include Maths and English - ESSENTIAL

Level 3 in Customer Service/Business Administration - DESIRABLE

**Knowledge and Experience**

A minimum of 2 years' previous administration experience - ESSENTIAL

Ability to work on own initiative - ESSENTIAL

Experience of using social media and updating websites - ESSENTIAL

Experience of prioritising workloads to deadlines - ESSENTIAL

Dynamic, pro-active and methodical with good attention to detail - ESSENTIAL

Good team player - ESSENTIAL

Awareness of the Data Protection Act and DBS procedures in relation to working with children and adults at risk - ESSENTIAL

Experience in a finance-related position or handling financial tasks such as invoicing, managing subscriptions, or assisting with financial reports. - ESSENTIAL

Experience of working in a football club environment - DESIRABLE

Experience of managing relationships with a wide range of internal and external partners at all levels. - DESIRABLE

**Skills and Abilities**

IT skills, to include knowledge of using a variety of software packages including word processing, spreadsheets and databases. - ESSENTIAL

Ability to communicate with senior managers, delivery staff and general public. - ESSENTIAL

Good organisational skills, able to prioritise and work within agreed timescales - ESSENTIAL

Good interpersonal & negotiation skills, including skills in working in stressful situations and to deal with conflict in a sensitive manner - ESSENTIAL

Commitment to develop and improve own performance and CPD. - ESSENTIAL

Ability to work pro-actively and under own initiative with mínimal supervision - ESSENTIAL

Ability to form strong and appropriate relationships, demonstrating excellent communication skills. - ESSENTIAL

To be able to plan and regulate workload including the ability to prioritise demands and thrive under pressure. - ESSENTIAL

**Other**

Must satisfy relevant pre-employment checks including two satisfactory references and Enhanced DBS Check - ESSENTIAL

To hold a current full driving license - ESSENTIAL

Must be able to recognise discrimination in its many forms and adhere to the BUFCCF equality & diversity policies. - ESSENTIAL

To have knowledge and understanding of health and safety issues and to follow the policies and procedures of Boston United Community Foundation in such regard. - ESSENTIAL

Undertake other duties as required ensuring efficient work on behalf of the Boston United Community Foundation team - ESSENTIAL

**Control of Resources**

**Staff** - The employee has no supervision responsibility of staff

**Volunteers/ Work Experience** - The employee is responsible for working with the Assistant Community Manager and to help supervise any volunteers and work experience placements and integrate them into the work programme.

**Equipment** - Ensure you check and look after Boston United Community Foundation’s equipment, which is necessary for your role

**Monitoring and Evaluation - **To assist with production of attendance registers to support project monitoring and evaluation.

**Financial** - The employee has no budgetary responsibilities


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