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Executive Administrator

4 months ago

Haywards Heath, United Kingdom Kangaroos Full time

**About Kangaroos**

Kangaroos is a registered charity, providing a range of fun, social and recreational activities, clubs and outings in the local community for children, teenagers and adults with severe learning disabilities, additional physical, sensory and medical needs and extreme behavioural difficulties. We provide a lifelong service - our oldest member is 43

We believe that people living with a mental and/or physical disability or a long-term illness should have the same choices, quality of life opportunities and aspirations as others.

We currently have 385 members engaged in our clubs and activities and family support programme and last year we delivered 430 sessions, 2300 hours of activity. But we have a long waiting list and are only able to give most of our members around 50% of the sessions that they request.

With a new CEO (joined August 2023) and a new Chair (started Jan 2024), Kangaroos is entering a phase of strategic development; we want to be as efficient and effective as we possibly can and aim to serve all of our community who wish to access our services. In the next 6 months, we are aiming to develop a new three year strategy for roll out in 2025. In preparation for this, some structural / systems work is needed to make sure that the organisation is efficient and robust to provide stability and support for any potential growth.

**The Role**

We are looking for a highly competent, self motivated and energetic Executive Administrator who is happiest sorting out solutions to problems and creating efficient and effective systems.

You will be IT savvy and have lots of experience of developing and managing efficient systems and training others to do the same. Reporting to the CEO, you will lead on process mapping and systems development for the organisation.

You will be happy to work on your own and identify areas for development.

You will work with the CEO and Head of Operations to capture and develop meaningful data, to allow us to fully understand and streamline our operations.

You will attend all team meetings and other project meetings as required. In addition to a problem solving role there are a number of regular administration tasks that you will be happy to support - minute taking, organising meetings and some data entry. You will also provide clerk services to the Board of trustees.

**Skills Required**:

- **Project Management / Systems development**:This role is the lead on systems development for the organisation. You will need to understand and review all of our systems and processes and produce process maps where they don’t exist to inform decision-making in the future
- **Communication and people skills**: Often being the first point of contact, you will need to possess excellent communication skills. You will be able to communicate effectively and sympathetically with a wide variety of people including staff and supporters. This role directly supports the needs of the trustee board and good communication and working relationships with all board members is vital.
- **Time management skills**: You will need to possess excellent time management and organisational skills to be able to deal with a multitude of tasks and a range of priorities.
- **Information Technology skills**: Youwill need strong IT skills and be competent in the use of Google drive or similar. A working knowledge of Canva would also be helpful.
- **Problem solving skills**: The Charity Administrator will need to be practical, proactive and able to use their initiative.

**Key responsibilities**:

- Review the current electronic filing system (Google Drive), to ensure that it is the right tool for the charity and if necessary make recommendations to implement changes.
- Take the lead in the current systems development project for the organisation. This will involve process mapping, review and develop current system functionality, research new systems, develop with the team more efficient ways of working.
- Be responsible for the smooth running of the charity’s administration systems, dealing with all enquiries, maintaining efficient filing systems (both electronic and hard copy if necessary) and regular reviews of all administration systems, which includes training, monitoring and inputting data.
- Attend and minute take all trustee and board meetings as necessary
- Supporting the Chair and CEO with reporting and admin tasks as required, including clerk services to the Board of Trustees
- Assist with keeping contact databases and records up to date, as well as producing relevant reports for analysis
- Work with the office administrator where necessary to ensure efficient and effective processes.
- Support the delivery of fundraising campaigns e.g. direct mail, telephone and online.
- In addition to the above, carry out a wide range of information gathering activities as required, including online research.
- To undertake word processing, electronic communication, telephone communication, filing, p