Administrator
2 weeks ago
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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