Project Administrator

Community Youth Project ( Somerset)

**Project Administrator**

The Community Youth Project (CYP) is an independent Charitable Incorporated Organisation, which provides youth work services to communities within South Somerset. The organisation is governed a Board of Trustees, under the operational control of a Management Group and managed by a part-time Project Manager. It employs a number of part-time youth work staff.

The project aims to increase the quality and choice of opportunities for young people across their communities by delivering an excellent programme that:

- meets the needs of the young people of age 8 years and over within each CYP community
- increases the number of young people participating regularly in out-of-school education and leisure opportunities
- enhances the range and quality of opportunities available for young people
- develops and supports volunteers to work with young people.

The Project Administrator is responsible for the corporate and financial administration of the organisation, as directed by the Trustees and Management Group, and for providing administrative support to the Project Manager. This role covers the following tasks.

Duties, Responsibilities and Accountabilities

**Management and Delivery**
- Maintain records of delivery arrangements with the participating communities (Service Level Agreements, work programmes, reports, etc.).

**Governance, Health and Safety**
- Ensure that the charity complies with requirements of the Charity Commission, including reporting.
- Maintain the organisation’s constitution and ensure that it is structured and resourced accordingly.
- Support the Project Manager with the organisation of and attendance at Management Group meetings, including circulating agendas, papers and taking minutes.
- Organise Trustees meetings, circulating agendas, papers and minutes if required.
- Update and review Trustees’ declarations of interest.
- Update and maintain the asset and risk registers for the organisation.
- Support the Project Manager to ensure that all youth work is conducted in accordance with a consistent set of policies and procedures that meet statutory requirements and best practice guidance, including Safeguarding, Equality and Diversity and Data Protection.
- Act as the project’s information systems administrator.
- Maintain project arrangements and subscriptions with external regulators (e.g. the Data Commissioner).

**Financial Management**
- Oversee project budgets and monitor expenditure.
- Keep management accounts and provide financial reports to the Management Group and Trustees.
- Manage the organisation’s bank accounts and online banking arrangements.
- Raise invoices for sales and process invoices from suppliers for payment.
- Place orders as required for project supplies (stationery, equipment, uniforms, etc.).
- Maintain adequate insurance cover for the project and its activities.
- Manage the top-up cash card system for use by youth workers
- Provide information as required by the CYP Treasurer for preparation of the annual accounts.
- Claim payments from grant providers as required.
- Monitor financial controls set by the Trustees and Treasurer.

**Monitoring and Evaluation**
- Support the Project Manager to manage the evaluation of the project, measuring and disseminating the outcomes and where appropriate creating new tools for measurement.

**Human Resources**
- Support the Management Group and Trustees in the recruitment of new employees.
- Issue all paperwork for staff recruitment from advert to appointment and any changes in pay or conditions.
- Support the Project Manager with maintenance of the Staff Handbook, Written Statements of Employment Particulars and staff records.
- Submit monthly payroll information to the project’s payroll provider.
- Make salary payments to staff, PAYE payments to HMRC and staff pension payments to the project’s workplace pension provider in accordance with payroll requirements.
- Ensure that staff are provided with adequate IT and mobile communications equipment.

**Marketing and Promotion**
- Support the Project Manager to oversee the maintenance and updating of the project’s Facebook, Twitter and website presence.
- Support the Project Manager to develop media releases and promotional material as required.

Such other duties as may be required and delegated, commensurate with the responsibilities of this role.

External and Internal Contacts

Staff members, Trustees, Management Group members, funding bodies and volunteers - through face to face meetings, telephone, written and electronic communication.

Problem Solving and Decision Making

The role holder will provide advisory and practical support to the Project Manager, Trustees and Management Group members, and will be expected to exercise discretion and judgement in the interpretation of policies and procedures.

Working Environment

Home based, with occasional office space available in the participating commu