Main Reponsibilities
Manage, maintain and develop efficient administrative processes
To oversee the day to day management of administration staff and volunteers.
To maintain efficient administrative processes, identifying areas for improvement
In collaboration with the Core team be responsible for the day-to-day management of the Fed’s sites, ensuring that projects and core activities are delivered to the highest quality standards.
Working in collaboration with the Finance and Compliance Officer, take a lead on organisational compliance and resources. Ensuring all Fed policies and procedures are reviewed and implemented.
Responsible For
To oversee the recruitment of administration and bank staff.
To be responsible for consistent line management to administrative staff and volunteers. Providing induction, supervision, appraisal, personal support and encouraging professional development.
Train and co-ordinate administration staff and volunteers to support the work of the Fed’s projects and services.
Ensure all staff personnel records (including holiday & sickness) are recorded appropriately.
Manage the Fed’s bank staff process liaising with relevant project leads where appropriate.
Manage the Fed’s Space for Change venue, ensuring all booking are covered and it is set up to meet the clients’ needs.
Co-ordinate and maintain a centralised booking system for both internal and external bookings
Ensure that Fed meetings are serviced appropriately. To organise meetings/diaries and, where appropriate, attend and take minutes, and carry out the necessary follow-up work.
To attend, report to and contribute to Fed internal meetings.
Be the central point of contact for all site and maintenance issues. To include; cleaning contracts, health and safety, liaising with contractors, when required, maintenance and repairs.
In collaboration with the Finance and Compliance Officer manage and implement the Fed’s monitoring processes, to include policy review timetable, health and safety targets, annual evaluations and quality marks.
Assist with the development and maintenance of record systems in compliance with the Data Protection Act.
Ensure that telephone, e-mail and face to face enquiries from members of the public are dealt with appropriately in collaboration with staff and volunteers.
Manage administrative staff to ensure adequate stocks of stationery and office materials are available, across the four sites, recording office expenditure and managing the budget.
To ensure all necessary administration and record keeping required to support the work of the Fed’s projects and services, including reports to funders, Fed committees and other interested parties.
To appropriately engage core and project staff in servicing and monitoring these systems.
To ensure that Equal Opportunities Policy and procedures are established and maintained within projects.
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