Administrator to The Board of Directors

_Are you helpful and approachable with an eye for detail? _
- Would you like to play a key role in our charitable organisation and help to benefit our local community?_
- At the Hub we directly provide some local community transport services and other support for the people of Weardale, alongside signposting to other services._

**Job description: Administrator to the Board of Directors (Part Time)**

**Administrator to the Board of Directors plays a key role in our organisation and is central to the success of our activities, ensuring that the administrative needs of the Board are met and that the records of the charitable company are kept in good order.**

**Main purpose of the post**: To provide administrative support to the WCT Ltd Board of Directors and to members of the staff team.

**General**: It is expected that the administrator will work with individual directors and with various members of staff and volunteers as appropriate to provide administrative support.

Some unsocial hours may be required and this is reflected in the scale of the post.

Full terms of employment are detailed in a separate Contract to Work & Terms and Conditions of the Post document. This includes hours of work, salary scale, the main responsibilities of the post and general terms and conditions.

**Responsible to**: WCT Ltd Board of Directors

**Line management**: Line management is provided by the Community Transport Manager.

The Administrator will work closely with the Officers and Directors of WCT Ltd and with members of the staff team.

**Place of work**:The Administrator’s post is based in the Weardale Community Hub in Stanhope.

**Rate of pay**: £12.03p per hour

**Hours of work**:
This is a part time position of 10 hours per week. Contracted hours will be timetabled into a work programme through discussion with the Chair, the Company Secretary and members of the WCT staff team.

**Main responsibilities**:

- Supporting directors and members of staff with administrative workload and tasks as required.
- Organising meetings, preparing and collating paperwork for meetings & ensuring the circulation of agendas, minutes & reports.
- Attending Board meetings, Policy Group meetings and Recruitment procedures and taking and producing accurate minutes and records of all meetings.
- Ensuring that any administrative actions following meetings are implemented.
- Circulating directors, staff and active volunteers with Conflict of Interest forms, collating returned forms and storing them securely in the office filing system.
- There will be further administrative tasks and actions required to assist in the smooth running of the organisation. These will be identified through discussion with directors, your line manager and members of the WCT team.
- Storage & retrieval of office records:
Ensuring that minutes and all other documentations, including policies & changes to policies, are fully & accurately recorded, entered into the filing system and shared with directors &/or group leaders /staff as appropriate, in a timely fashion.

Supplying information from the office filing systems and elsewhere to support directors and members of staff in the work that they carry out on behalf of the organisation.

**Personal specification**:
**Essential**:

- A good standard of education - 5 GCSEs or equivalent
- Experience of servicing meetings including arranging meetings, writing agendas, taking & producing minutes and producing follow up documentation
- A good understanding of confidentiality and GDPR regulations
- IT literate with experience of Microsoft Applications
- A good understanding of office filing systems and the ability to use them effectively
- Previous administrative experience
- The ability to draft official letters, forms and templates
- Excellent interpersonal skills
- Experience of working with volunteers

**This list of responsibilities, tasks and actions is not exhaustive may include any other duties that are deemed appropriate to the post**

**Personal**:

- A professional attitude
- The ability to work accurately and effectively to time scales and to respond under pressure
- Excellent communication skills including verbally, in writing, face to face and over the telephone
- Good listening skills
- The ability to work in a discreet and sensitive manner and withhold the highest level of confidentiality
- A flexible, cooperative and supportive team player
- Enhanced Disclosure and Barring Service clearance. Continuous Enhanced DBS is required.
- Signing our confidentiality agreements.

**Training**

We understand the benefits that training can give to a workplace and can offer opportunities for our employees to keep up to date in their own field of expertise or develop new skills where appropriate.

**Full Terms of Employment** are detailed in a separate Contract to Work and Terms and Conditions of Employment document.

**Job Types**: Part-time, Permanent

Pay: £12.03 per hour

Expected hours: 16 per week

Schedule: