Job Description

You will be responsible for the line management of all reception and administration staff and volunteers in the centre including finance assistants, all secretarial staff, ward clerks and, where needed, fundraising administrators.

• Provide day to day supervision of administration staff.
• Review current admin functions in order to develop ways of working as a team to deliver excellent administration support.
• Ensure appropriate admin staff support for all Centre functions and that the team’s workload is prioritised in order of importance
• Ensure work is covered effectively during staff absence to ensure the smooth running of the Centre
• As appropriate increase the scope and numbers of volunteers within the admin team
• Ensure deadlines for information requests and routine actions are always met.
• Ensure accurate financial records are maintained in line with our policy and procedures.
• Oversee all purchasing in line with Charity policy and procedures.
• Ensure monthly process for fee billing / invoicing that reflects the agreed service level agreement
• Maintenance of diaries for the booking meeting/training rooms
• Dealing with telephone enquiries and fielding calls as appropriate

Benefits:

• 27 days’ holiday (rising to 33 with service) plus Bank Holidays
• Buy and sell up to 5 days holiday
• Private pension scheme matched at 5%
• Enhanced maternity and paternity benefits
• Carer’s leave policy
• 24 hour employee assistance line for free advice on work, family and personal life
• PeoplePerks - discounts with hundreds of retailers and services
• Free parking and subsidised meals
• Development opportunities for all through our structured development framework

Required Knowledge, Skills, and Abilities

• Previous experience in an Office supervisor role; supervising staff and arranging workloads across a range of diverse activity; experience of overall office management and supplier relationships
• Proven knowledge and experience of basic financial processes e.g. invoicing, payroll, budgeting and reporting.
• Previous experience of managing and analysing data, and developing spreadsheets to support effective monitoring of the business
• Strong numeracy and attention to detail
• Advanced computer literacy particularly in Excel
• MS Office skills qualification/Typing 50-70 wpm
• Experience of minute taking and diary management
• A passion for service improvement and person centred care
• Effective influencing and negotiation skills
• Skills in coaching and mentoring colleagues
• Understanding of the role of volunteers
• Ability to work on own initiative and to deadlines.
• A proactive, helpful and can-do attitude
• Able to problem solve and make decisions confidently
• Excellent communication (verbal and written) and interpersonal skills