Office Administrator

Acountable to: SWC Board of Trustees

Responsible to: CEO

Responsible for: Administrator Volunteers Counselling Administrator

Based: Stockport Women’s Centre

**PURPOSE**

Oversee the day-to-day administrative services for the charity including:

- Delivering and ensuring a front-line service is available 9 - 5 Monday to Friday
- Delivering effective administrative systems
- Day to day financial controls eg preparation of invoices, updating quickbooks
- Ensuring effective collection and presentation of data to enable effective monitoring and evaluation

of services
- Overseeing the administration volunteer’s workload on a day-to-day basis

**Please note that because of the nature of our work, this post is restricted to women applicants only under Schedule 9 (Part 1) of the Equality Act 2010**

**KEY RELATIONSHIPS**

Internal - Service users, Board of Trustees, CEO, Head of Services, Counselling and Psychotherapy

Manager, Duty Case Worker, Volunteer Co-ordinator, Counselling Administrator, Staff team and Volunteers

External - Potential users of services, suppliers, partnership agencies

**Main Duties**

Operations
- Ensuring that front of house act as an effective first point of contact between service users and the

service.
- Ensuring that appropriate administrative support is available to all services to support existing and

new services.
- Day to day financial controls eg preparation of invoices, maintaining petty cash, managing Gift Aid
- Support the CEO in the preparation of the end of year accounts
- File management, including maintaining confidential service user files
- Co-ordinate and promote the setting of quality standards for services and the means of monitoring

agreed standards.
- Ensure the Centre’s premises are adequately maintained, meet health and safety standards and

provide a welcoming and appropriate environment for service users and staff.
- Develop and maintain an operational manual to support service delivery.

Human Resources
- Oversee and support the Counselling Administrator and Volunteer Administrators.
- Perform Human Resource functions, including involvement in the recruitment process of the

Counselling Administrator and Volunteer Administrators.
- Support the Management Team with the recruitment and retention of staff including pre-employment

checks

Centre Strategy
- Support the Centre’s Management Team, with the production of the annual strategy document,

highlighting key tasks and targets for the Centre to achieve.’
- Support the CEO to produce the annual budgets to deliver these.
- Deliver the Centre’s Strategy within the Centre’s budget.

Fundraising and Income Generation
- Identify with the management team, opportunities for potential funders to support the work of the

Centre, including opportunities to support the development of new services.

Analysis and data management
- Ensure the completion of statistical data as required and ensure its availability for analysis to the

management team,

Communication
- Organise and lead regular Administrative meetings and other means of communication to ensure

that all administrative staff and volunteers are aware of Centre priorities and their part in meeting

these priorities.
- Maximise the involvement of Service Users in the work of and decision-making processes of the

Centre.
- Provide regular information to the Board of Trustees, Service Users, Staff, Volunteers and

Associated Organisations including:
Supporting the Management team on production of marketing information about Centre services. Policy and Service Development - Ensure that the administrative arm of the charity operates within legislative guidelines and SWC policies and procedures with special reference to those pertaining to confidentiality, safeguarding children and vulnerable adults, risk assessment and management, and health and safety - Identify changes and trends in national and local policy that could impact on the Centre - identify opportunities and threats and alert the Centre Manager as appropriate - Support the strategic development of existing and new services for the Centre, including development of services in new Local Authority area - Keep staff/volunteers informed about new service development ideas taking place nationally and ensure services are in a position to respond to these initiatives. Working with the Board of Trustees - Provide support to the CEO and the Board of Trustees, ensuring that all the papers regarding the Board Meetings ensuring facilitating the dates for the monthly meetings of the Board of Trustees and agree agendas with the Chair of the Board of Trustees. - Preparing reports for the meetings giving the current position of the business of the Centre eg health and safety, finance.

**General Work Related Expectations**
- Work within Stockport Women’s Centre Values, Ethos and Vision
- Contribute to the development of Stockport Women’s Centre.
- Work in accordance with all Policies and Procedures of Stockport Women