Administration vacancy 2019

 

Job Title: Administrator

 

Reporting to:  Director of Development

 

Location:  Based at the Saltway Centre, Pearl Road, Swindon, SN5 5TD with opportunity for some home working

 

Working hours: Part time 10hrs per week, on a 12month contract. Hours are flexible and to be agreed. Occasional evening and weekend work is required.

 

Salary: £18,500 pro rata

 

Wiltshire Treehouse wants to see a world where every bereaved child and young person can receive guidance and support to help them through their grieving process. We will support them to develop the coping strategies, skills and confidence they need to thrive.

 

Wiltshire Treehouse are committed to providing a robust high-quality programme of support to the vulnerable children, young people and families we serve. Using group work with a holistic approach, we support individuals to improve their emotional literacy, with the aim of providing coping strategies to help manage the challenges following bereavement.

 

Role

To support the smooth running of the charity including general clerical, administrative and data processing work.

 

Duties

  • Communicate with families referred to Wiltshire Treehouse by email and phone with regards to appointments, dates of support group meetings and other routine issues as guided by the Bereavement Service Lead

  • Assist in the preparation of paperwork, as guided by the Bereavement Service Lead.

  • Keep accurate and concise records maintaining the client database; currently within Excel.

  • Collate feedback and responses for pre and post support groups.

  • Update and administrate the Wiltshire Treehouse website.

  • Assist with communications across social media.

  • Make purchases and place orders as directed by lead staff and trustees.

  • Minute and prepare agendas with Chair of Trustees for Trustee meetings. This will require a 6 weekly Wednesday evening commitment.

  • Pay funds raised into the bank and record deposits according to financial policies.

  • Assist with fundraising preparations and administration, including event planning and coordination (including ad hoc evenings and weekends)

  • Support the smooth running of the charity, carrying out occasional and appropriate tasks if others are not available.

  • Participate in the development of the charity, assisting to plan events and furthering the work of our cause.

  • Attend training, supervision and team meetings as required.

  • Fulfil other duties as requested by the Director of Development.

Please note that this is not an exhaustive list. The role will directly report to the Director of Development. However, as a small team work will also be delegated by the Bereavement Service Lead.

 

Supervision and Management

The job holder does not have regular responsibility for supervising staff but may be required to assist with induction for new recruits.

 

Creativity and Innovation (i.e. Problem Solving)

Wiltshire Treehouse is an innovative charity, we welcome suggestions and feedback to ensure we provide the best service possible to beneficiaries. We value all employees, welcoming suggestions to improve procedures and practice and participation within service evaluations and blue-sky-thinking.

 

Decision Making

We anticipate that the post holder will be a self-starter, able to work from their own initiative, whilst maintaining a strong team ethos.

 

Resources

The post holder is accountable for the accurate handling of cash and payments in to the charity account, working within the financial policy.

 

Working Environment

The post holder is an initial point of contact for the general public. You should be well mannered with an appropriate telephone manner. We recognise that supporting children and young people who have been bereaved can be an emotive role, and whilst you will not be responsible for the front-line delivery of services, we recognise the importance of regular supervision to help manage the emotive nature of the work.

Wiltshire Treehouse work within a hot-desk environment, with occasional working from home, as agreed and directed by the manager and service leads.

 

Knowledge, Skills and Attitudes

The job requires a good working knowledge of Microsoft Word; however, knowledge of additional packages and online platforms such as Facebook and Survey Monkey would be of great benefit. You should be highly organised and willing to work as part of a team, which will include occasional weekend and evening work to further support the work of the charity.

Experience of data handling, especially within Excel, would be of benefit to the post. Including a can-do attitude and willingness to muck in to get the job done to a high standard.

Person Specification:

 

Education and Training

Essential Criteria

Desirable Criteria

GCSE English and Maths, grade C/4 or above (or equivalent qualification)

Ability to think outside the box, review and revise your working approach as needed.

Computer literate within all major Microsoft applications: Office, Word, Excel, PowerPoint, Outlook, Publisher.

Experience of working for a charity

Experience of maintaining Excel spreadsheets

Data management

Experience within Facebook page management and population. Experience within creating and completing survey monkey analytics.

Competent within the use of social media.

Website maintenance

Website design

Administration experience

Minute taking

 

Experience of working within financial policy

 

Achievements, Experience, Skills & Abilities

Essential Criteria

Desirable Criteria

Passionate about making a positive difference to the lives of children and young people.

Ability to be flexible and open to new challenges, ideas and experiences.

Experience of working within a team

Self-starter with experience/ability to work within a hot-desk environment.

Ability to maintain clear and precise records.

An eye for detail, able to proof documentation, ensuring quality & consistency of the Wiltshire Treehouse brand.

Positive telephone manner

Experience of app-based telephone systems.

Confident and self-motivated within the use of IT and webmail systems.

Event coordination and customer liaison experience.

 

 

 

GENERAL TERMS AND CONDITIONS

 

Equal Opportunity

All employees must comply with Treehouse Operational Policy “Equal Opportunity” section and must not discriminate on the grounds of race, colour, nationality, ethnic or national grounds, sex, marital status, disability or any other grounds which cannot be shown to be justifiable.

 

Health and Safety

All employees are subject to the requirements of the Health & Safety at Work Act. The post holder is required to ensure that his/her work methods do not endanger themselves or others.

 

Data Protection/Confidentiality

All employees are subject to the requirements of the Data Protection Act 2018 and must maintain strict confidentiality in respect of client and staff records and information.

 

Variation

This job profile is not intended to be a complete list of duties and responsibilities but as a guide for information and may be reviewed in the light of evolving needs and as part of an individual’s personal development plan.  Any changes will be made following discussion with the post holder.

 

 

HOW TO APPLY

CV’s and a cover letter outlining how you meet the person specification should be submitted to development@wiltshiretreehouse.org.uk by the closing date of Friday 14th June 2019, 5pm

Copyright Treehouse Wiltshire © 2019. All rights reserved.
Registered charity No. 1159719

Registered charity number in England and Wales:
1040419 and Scotland SCO42910