Data and Office Manager

4 weeks ago

Gloucester, United Kingdom Gloucestershire Rape and Sexual Abuse Centre Full time

GRSAC offers a variety of exciting opportunities to learn, develop and grow in your career. We recognise the value everyone brings to the organisation in achieving our aims, and we are dedicated to developing and rewarding our staff. 

 

Hours:                        30 – 37.5 hours per week (0.8 - 1FTE), as agreed

Responsible to:         CEO

 

Overall Objectives:

·       To ensure the efficient and effective running of GRASAC’s office

·       To ensure high-quality management of all data systems

·       To provide administrative support to the CEO, Board and team

 

Key Responsibilities

Facilities and supplies

1.     Manage Health and safety within the offices including routine checks and regulatory compliance checks to promote a safe working environment in line with policies on Health and Safety, highlighting any significant deficiencies to a senior colleague.

2.     Manage office supplies.

3.     Manage all supplier contracts.

 

 

 

Data management

1.     Work alongside the GRASAC team to ensure that all service activity is recorded, monitored and evaluated to meet regular deadlines.

2.     Oversee data storage systems, ensuring data backups.

3.     Ensure regulatory compliance and stay up to date with data privacy regulations.

4.     Prepare reports for internal and external stakeholders as required.

5.     Provide on-going support for casework management system.

 

Communication with stakeholders

1.     Respond to all phone and email enquiries.

2.     Manage all general inboxes

3.     Manage all client referrals, including initial contact with all potential clients and uploading referrals to data management system.

4.     Coordinate the provision and analysis of client feedback surveys.

 

Media and Comms

1.     Manage GRASAC’s social media including regular posting of agreed information.

2.     Manage GRASAC’s website ensuring it is updated as necessary.

3.     Manage and distribute all publicity information.

4.     Support GRASAC fundraising events, awareness raising events and activities.

 

Administrative support

1.     Process and manage invoices for approval.

2.     Oversee petty cash, including disbursements and reconciliation.

3.     Process all expenses ensuring they are completed with all necessary information prior to approval.

4.     Coordinate all recruitment (staff, volunteers and trustees).

5.     Manage all DBS checks including updates.

6.     Provide administrative support to the CEO as required.

7.     Minute agreed meetings.

 

General Responsibilities:

1.     Provide a diverse and culturally sensitive service, ensuring that anti-discriminatory practice and equality of opportunity are promoted within all aspects of GRASAC’s services.

2.     Attend external events, meetings, training and development activities when required even if these are outside of your working hours and away from GRASAC’s premises.

3.     Understand and contribute to the overall objectives of the organisation. 

 

The list of tasks is not exclusive and may include other duties that are consistent with the above as may be required from time to time, with the job description being subject to review and periodic amendments

 

Information related to the post:

· Post is restricted to women under Schedule 9, Part 1, Equality Act 2010

· Applicants will undergo an enhanced Disclosure and Barring Service (DBS) check prior to appointment.

 

Equal opportunities statement: GRASAC is striving to be an equal opportunities employer and we welcome applications from women from all sections of the community.

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