Woodvale & Ainsdale Community AssociationRegistered Charity No. 1046522 Limited Company No: 7795806

*MAIN OFFICE

*Woodvale Community CentreMeadow Lane

Woodvale, SOUTHPORTMerseyside. PR8 3RS

Telephone: 01704 573084

Web Address:www.woodvalecommunitycentre.co.

uk

**ADDRESS ALL MAIL TO MAIN OFFICE

**WACA Recreation CentreOrchard Lane

Ainsdale, SOUTHPORTMerseyside PR8 3RG

Telephone: 01704 575264

Email Address: woodvalecentre@btconnect.com

Job Description Administrator/ PA Department: Woodvale Community Centre

Post No: 2

Job Title: Administrator/PA

Grade: NJC Scale 3 point 14 -16 £16,231 - £16,969 pro rata, 25/37 hours(Funded by the National Lottery through the Big Lottery Fund, fixed term contract till March 2018)

Hours: 25 Hours (Monday – Friday to be agreed with the Centre Manager)Responsible to: Community Development Manager

Main Purpose of the Job:

An important aspect of the job is to assist the Community Development Manager to develop the Charity, using the facilities available and identify new opportunities by means of effective marketing, networking and innovative solutions. By working closely with other staff, and volunteers, ensure that the Centre is a vibrant, well-managed facility that operates for the benefit of the local community.

Duties

Provide general administrative support to the Community Development Manager. This will include answering telephone, photocopying, sending e-mails, filing, data input, taking minutes and writing reports, maintaining registers on spreadsheets, and meeting room preparation.

Responsible for postal services (external and internal) including logging incoming post and outgoing mail.

Responsible for the monitoring and ordering of stationary and resources for both buildings. Manage room hire bookings for both centres, and organise the setting up the community centre

rooms for specific groups. Promote the use of the Centre by, amongst other things, maintaining the Centre’s website,

Facebook, maximising publicity opportunities and liaising with the local media To investigate and assist in the applications for external funding and grants. Maintain an appropriate filing system in accordance with confidentiality and data protection issues. Maintain registers and databases for all user activity, ensuring that accurate records are kept. Produce statistics for outcomes and outputs based recording, monitoring and reporting. Market the recruitment of courses and activities, by preparing a variety of letters, posters, news

releases, flyers, membership forms and related communications. Assist in the processing of all invoices and inputting of all income and expenditure onto QuickBooks,

ensuring all accounting records are kept up to date. Arrange for the annual maintenance of the heating system, electrical system, emergency lighting,

fire extinguishers, Portable Appliance Testing and ensure the weekly fire alarm tests for both buildings are completed.

Responsible for handing cash and the banking procedures. Deputising for the Community Development Manager, to ensure the smooth running of both

centres, during out of office periods including meetings, absence and holiday periods.

Qualifications and Experience:

Essential

Confident, self-motivated, innovative and able to prioritise work, and manage varied workload A professional attitude and approach, with the ability to provide a quality service to community

members and customers, Extensive experience within an Administrative environment Ability to use a range of IT packages (Microsoft Office Word, Outlook, Access, Excel, Google Drive) Understanding of financial budgets, and maintaining databases Excellent communication both written and verbal Ability to produce written and statistical reports, for outcomes and outputs based monitoring Able to work as part of a team Able to work flexible hours

Desirable

Business Administration Qualification to Level 3 (or equivalent with a range of relevant qualifications)

GCSE Maths and English grade C or above (or equivalent) Computer literate with a working knowledge of WORD, EXCEL and ACCESS Experience of using Quickbooks, Sage or accounting packages A strong commitment to community-based services Experience supporting volunteers Able to work occasional evenings and weekends Consent to an enhanced DBS disclosure

General

The post holder will be expected to comply, observe and promote the equality and diversity policy of the Community Association, and will be required to satisfactorily complete a three month probationary period.

In house training will be provided in some aspects of the role.

This job description is a representative document. Other reasonably similar duties may be allocated from time to time commensurate with the general character of the post and its grading.

The post holder must be flexible regarding working hours, be prepared to work in either centers, willingness to be involved with whatever jobs may need completing, understanding of service user needs, ensuring the smooth running of the organisation, covering for Centre Manager during meetings, absence, holidays etc.

All staff are responsible for the implementation of the Health and Safety Policy so far as it affects them, their colleagues and others who may be affected by their work. The post holder is also expected to monitor the effectiveness of the health and safety arrangements and systems to promote appropriate improvements where necessary.

Special Conditions

Due to the nature of the work, the successful candidate must be able to obtain a satisfactory Enhanced Disclosure (via the Criminal Records Bureau) in order to be appointed to the post.

References will be taken prior to commencement.

If you believe you have the skills and personal qualities we seek, please e-mail

woodvalecentre@btconnect.com for an application pack or call on 01704-573084

Closing date: Friday 29 January 2016

Interviews will be held on Friday 12 February 2016

PERSON SPECIFICATION

Personal Attributes Required Essential (E) or Desirable

(D)

Method of Assessment

Qualifications/Training

English Language and Mathematics GCSE or equivalent grade C or above

Demonstrable proficiency in intermediate IT skills (Microsoft Office)

ECDL or equivalent

Minimum NVQ 3 Business Administration (or equivalent)

D

E

D

D

A C

A C

A C

AC

Experience

Extensive experience within an administration environment

Maintaining databases for outcomes / outputs based grant evaluations; planning, recording and reporting

Answering and attending to calls; recording information; taking messages

Working to support a board of trustees / company directors

Assisting in completing funding applications

Deputising for Centre Manager and working alone in an office when colleagues are out of the Centre

E

E

D

D

D

D

A I

A I

A I

A I

A I

A I

Supporting volunteers D A I

Skills/Knowledge/Aptitudes

High standard in Microsoft Office applications (Word, Outlook, Access, Excel)

Excellent verbal and written communication skills

Excellent telephone and interpersonal skills

Affinity with ethos of the voluntary sector and the charity

Ability to handle calls and enquiries sensitively from a variety of stakeholders

Ability to take initiative and work without regular prompting

Ability to produce written reports, work to deadlines and manage varied workload

Ability to handle confidential and sensitive information appropriately

Ability to work with / encourage volunteers within the community

Knowledge and skills of using databases

Knowledge and skills of using Quickbooks accountancy software

Willingness to undertake further training as required

Safeguarding of children and vulnerable adults – safe practice awareness

E

E

E

D

E

E

E

E

D

D

D

E

D

A I

A I

A I

A I

A I

A I

A I

A I

A I

A I

A I

A I

A I

Special Requirements

Ability to work flexible hours

Appointment of candidate will be subject to satisfactory DBS

E

E

A I

C

* Method of Assessment: A = Application Form; I = Interview; C = Certification or other evidence