Administrator and PA to the QUB Chaplain

Job Title: Administrator and PA to the QUB Chaplain (Maternity Leave Cover)

Location: Derryvolgie Hall, Derryvolgie Avenue, Belfast, BT9 6FP

Council: Council for Mission in Ireland

Hours of Work: 20 hours per week, worked flexibly across 3 or 4 days (discussed at interview)

Salary Scale: A4 - £ £15.93 per hour (under review)

Responsible to: The Secretary of the Council for Mission in Ireland (through the Derryvolgie & Elmwood (DVEA) Management Panel)

Reports to: The QUB Chaplain

Main function of job

Derryvolgie Hall provides residential facilities for 88 students and other young people. Headed by the Chaplain, the Hall seeks to maintain a Christian witness and outreach to university students and staff. During vacation periods, the Hall may be used by conference groups or other guests.

The Chaplaincy Centre, Elmwood Avenue, Belfast is a meeting place for students and others. It provides a range of meeting spaces and facilities through the year.

The post-holder will be responsible for the day to day administration and financial management of Derryvolgie Hall, and the Chaplaincy Centre, Elmwood Avenue, Belfast. They will be required to ensure in the efficient running of both facilities, including aspects of health and safety. The person appointed will be a member of the Presbyterian Chaplaincy team at Queen's University, and will be comfortable working within the Christian ethos of the Presbyterian Church in Ireland.

The Administrator will help to co-ordinate a range of activities provided for and by students on both sites and will also be involved in assisting and supporting students and residents through the year.

About The Role

Responsibilities and Duties

1. To carry out all administrative and financial duties associated with the day-to-day running of Derryvolgie Hall and the Chaplaincy Centre.

2. To act a Personal Assistant to the Chaplain in the conducting of all their duties.

3. To prepare relevant reports for the CMI Finance Manager, including reports of income and expenditure against budget, for the Universities and Colleges Chaplaincy Committee and the DVEA Panel. They will be responsible for monitoring expenditure against budget.

4. To collect, secure and bank all monies and accommodation fees.

5. To assist in the processing of all applications and admissions, both term time and vocational.

6. To assist the Chaplain in managing Derryvolgie Hall during vacation periods.

7. To maintain all records relating to the Hall and the Elmwood Avenue Chaplaincy Centre, including financial, residents, insurance, service and maintenance contracts, health and safety, environmental health, incident notes, etc.

8. To maintain an inventory of equipment and ensure that it is maintained to required standards.

9. To liaise with contractors responsible for service agreements.

10. To ensure that the maintenance and refurbishment programme in both facilities is notified to the DVEA Management Panel, costed and implemented.

11. To participate in the processing of all conference/seminar applications.

12. To update Web site content and on social media platforms as appropriate when required.

13. To provide receptionist duties and basic hospitality for visitors to the Hall.

14. To provide appropriate support to students and residents as required.

15. To ensure compliance with relevant Health and Safety regulations in Derryvolgie Hall and the Chaplaincy Centre.

16. To contribute to the overall organisational effectiveness and to perform any other duties as reasonably required by the Chaplain.

Required Criteria

• OCR (RSA) Stage II Word Processing or equivalent in competence or qualifications
• Competent in use of computer packages, particularly Microsoft Office
• Minimum of 5 GCSEs (grades A-C) including English Language and Maths or equivalent qualifications
• Proven ability in the creation, editing and updating of information on social media platforms, and the updating of information on websites
• 1 years' experience of administrative tasks and duties
• Experience of diary management using Microsoft Outlook
• Experience of working and communicating with young people who are in third level education
• To be able to commit to working within the Christian ethos of the Presbyterian Church in Ireland and Council for Mission in Ireland
• Available for flexible hours working including evening and some weekend work

Desired Criteria

• Knowledge of relevant health and safety legislation
• Experience of dealing with the public
• Experience of managing petty cash and programme budgets
• Experience of working with staff deployed on service and maintenance contracts
• Experience of organising meetings, and providing or organising hospitality for groups of varying sizes

Skills Needed

Salary

£ £15.93 per hour