Branch Administrator

**MAIN PURPOSE OF ROLE**
- To support the BD and provide administrative and secretarial support to the BLT
- To help and support the branch volunteers in their various roles, ensuring that the branch is run in accordance with Samaritans policies and procedures
- To help manage various other functions of the charity, including charity regulatory matters, health and safety, data protection, human resources and risk management as delegated
- The branch administrator, branch director and branch secretary will review and agree priorities periodically to ensure the scope of the below activities are deliverable within the hours available for the role.

**KEY RESPONSIBILITIES**

**Administrative Support**
- Organise branch leadership, Annual General Meetings (AGM), and trustee meetings, including preparing agendas, papers, minutes, and tracking actions.
- Liaise with suppliers and third parties to ensure the smooth running of the branch facility.
- Manage bookings for meeting rooms and coordinate with relevant stakeholders.
- Ensure the branch health and safety checklist is completed, and required actions are undertaken promptly.
- Maintain and update branch records, including governance documents, registers of branch members and trustees, and financial reports.

**Finance and Fundraising**
- File annual returns and updates with the Charity Commission and update bank mandates as required.
- Set up payments for approval within banking system
- Pay in cash, ensuring reconciliation following collections.
- Assist with budget tracking, financial reporting, and compliance with charity financial policies.
- Monitor gifts and donations and draft acknowledgements for the BD.

**Governance**
- Act as the custodian of the branch’s governing documents and agreements, liaising with the BLT to review their appropriateness and ensuring the charity’s activities align with its stated objectives.
- Hold and maintain statutory registers, legal documents, and other essential records, including insurance policies.
- Assume data protection responsibilities, including monitoring compliance requirements and acting as the primary contact for the Information Commissioner’s Office (ICO).
- Regularly review and update branch policies and procedures, including maintaining the branch’s risk register for trustee review and approval.

**Team and Volunteer Support**
- Provide administrative support to the branch leadership, and trustees.
- Regularly update volunteer telephone, address, general information and emergency contact lists.
- Ensure all necessary checks are conducted for newly appointed trustees and providing them with required documentation and training for their role.
- Support the recruitment, selection and training teams with onboarding of new volunteers and the continuous development of full volunteers.

**Facilities and Operations**
- Ensure the smooth running of the branch facility, including liaising with third-party suppliers for maintenance, utilities, and other operational needs.
- Liaise with the designated people regarding repair and replacement of equipment, fixtures and fittings
- Monitor and manage health and safety compliance within the branch.
- Support branch-led community events and fundraising initiatives through logístical and administrative tasks.
- Arrange and maintain all insurance requirements for the building, public and employer liability.

**Job Type**: Part-time

Pay: £13.97 per hour

Expected hours: 10 per week

**Experience**:

- Charity Sector: 1 year (preferred)

**Language**:

- English (preferred)

Work Location: Hybrid remote in Hitchin SG5 1EP

Application deadline: 21/03/2025