Administrator

*JOB DESCRIPTION* *JOB TITLE *Administrator for Municipal and Owen Carter Almshouse

Charity *RESPONSIBLE TO *The Chairperson of the Trustee board and all trustees KEY PURPOSE To administer the efficient and effective operations of the Almshouses and trustee board

*KEY ROLES: *

**Key role A Ensure effective and efficient operation of the trustees of the Almshouses**

Ensure that trustees are kept up to date with all that is happening at the Almshousesand ensure that problems are brought to the attention of all trustees.

Advise trustees on any charity / site policies that need to be in place to comply with current and future legislation and ensure regular review of policies by the trustee board

Attend trustee meetings as appropriate

With support of the Almshouses association put together any policies not in place

Manage correspondence with Charity Commission.

Issue reports / information to the trustees from time to time, where relevant or useful information is found in the quarterly almshouse gazette

To assist with sourcing new trustees or staff as and when required

Submit annual forms as required through NROSH website and any other verification forms or annual questionnaires that arrive.

Manage any correspondence with charities and other organisations

**Key role B Manage maintenance of the Almshouses**

Maintain a site survey, to update the existing register with any new repairs / upgrades made to the properties when new kitchens, bathrooms etc are installed

Ensuring compliance with health and safety, fire regulations and any other policies that are in place

Source quotes for maintenance work and report to the trustees for approval.

Work with the Accountant to manage property maintenance orders and invoices

Work with the Manager with regard to the regular service contractsincluding grounds maintenance

Have regular contact with contractors carrying out work and report any issues to the Chair of trustees as soon as possible

**Key role C Liaise with Accountant and assist with financial administration of the almshouses**

Assist with the collection and adjustment of rent direct debits when new tenants move in, refunds when tenants pass away and annual rent increases

Assisting with any tenant arrears

Contacting BCP council when required, in respect of assisting tenants with housing benefit or requesting £nil council tax bills when properties are empty

Liaise with the accountant on the payment of bills

Annually renew buildings and trustee insurance

Maintain tenant waiting list and dealing with correspondence with potential tenants

**Key role D Manage hire of the Community space where appropriate**

Manage the diary of bookings

Arrange and conduct viewings, take bookings and deposits

Invoice hirers and follow up non payment

**PERSON SPECIFICATION**

Experience of working in an office environment, ensuring the work gets done and of maintaining the confidential nature of sensitive information, record keeping, planning and organising events. Experienced in using Microsoft Office

**PERSONAL COMPETENCES AND ATTRIBUTES**

Totally Confidential

Tact and discretion

Planning and organisational skills

Ability to prioritise and organise self and others

Be flexible to change

Communication skills - verbal and written

Excellent telephone manner

Effective personal relationships

Proven ability to take initiative

Good sense of humour

**Notes**:

- There will be a three month probationary period at the commencement of employment
- The notice period is 4 weeks
- Salary will be paid monthly

**Job Type**: Part-time

**Salary**: £10.80 per hour

Ability to commute/relocate:

- Poole: reliably commute or plan to relocate before starting work (preferred)

Work Location: Hybrid remote in Poole