Job Description

Job Advert

Responsible to:

Head of Operations

Rate of Pay:

20,245.60 (Actual Salary) - 25,307 (FTE) per annum

Hours of Work:

30 hours per week

Working Hours:

9am - 3pm, 5 days a week (Monday to Friday)

Contract Type:

Permanent

Work Base:

Head Office

Purpose & Scope

The Business Administrator will perform a key function as part of the Valley CiDS main office team, providing administrative support across company departments. Working closely with designated managers, you will oversee and ensure the charity's commitment to the efficient administration management of all premises. You will also support the effective administration of the Valley CiDS communications and fundraising strategy.

Key Roles & Responsibilities

Business & Administration

Provide administrative support to all Valley CIDS departments in areas such as overseeing the Acopia online stationery, shop fittings & consumables ordering system; ordering staff uniform; issuing staff identification badges and issuing EPOS user PINs. Monitor and maintain the Valley CiDS Premises Management spreadsheets to ensure access to current records relating to areas such as routine servicing schedules, statutory certifications, and utility usage. Process all recorded accident forms and notify the relevant departmental Manager. Register all leases with Land Registry and Valuation Office in relation to the Valley CiDS premises. Update and maintain the Valley CiDS donor and communications database, providing administrative support for the implementation of the Valley CiDS marketing and communications strategy. Oversee the administration of all repairs and remedial works required to Valley CiDS premises, maintaining clear communication with relevant staff as required. Audit and maintain current keyholder records for all Valley CiDS premises. Undertake general office duties relating to filing, record-keeping, telephone enquiries, etc., as the post requires. Have oversight of room bookings and meeting room diaries. Manage incoming/outgoing mail and collection of deliveries. Create posters and marketing materials for specific diary events. Be willing to travel to other company sites as required in line with business need. Carry out any other reasonable requests, duties, and responsibilities appropriate to the level and remit of the post.

Policy & Procedure

To understand, comply with and implement existing Equal Opportunities and Safeguarding legislation, policies, and procedures in performing the duties of the post. To understand, comply with and implement relevant Health & Safety legislation, policies, and procedures in performing the duties of the post. To maintain confidentiality and observe data protection and associated guidelines where appropriate.

Training & Development

To undertake regular one-to-one and appraisals with your Line Manager. To undertake training and development opportunities as agreed with your Line Manager.

Person Specification

Characteristics & Values

Essential

Can embrace fully the ethos, vision, and values of Valley CIDS. Highly motivated, innovative, resourceful, and able to motivate others. Self-Directed with the ability to use your own initiative. Ability to work effectively under pressure and manage a varied workload. Able to work effectively alone or as part of a team.

Skills / Knowledge / Experience

Essential

Excellent oral and written communication skills. Strong organisational and planning skills with the ability to prioritise time and tasks effectively. Excellent analytical and problem-solving skills. Excellent interpersonal and people management skills. Excellent ICT skills including being conversant in the use of Microsoft Excel with experience of creating and maintaining databases. Proven administrative experience of at least two years.

Desirable

Previous experience of having used web-based property maintenance software.

Qualifications / Training

Essential

Good standard of education.

Desirable

Level 3 Business and Administration or equivalent.

Other Requirements

Essential

Full driving licence and use of a business insured vehicle during working hours. Eligibility to work in the UK.

If you are interested in applying for this post, please download the application pack which details the full job description and person specification. This can be found on the application page.

Safer Recruitment

We are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will therefore be subject to Disclosure and Barring Service (DBS) checks along with other relevant employment checks.

Benefits

Enhanced Annual Leave Company Sick Pay Scheme 20% discount in all Lighthouse Charity Shops Company Pension Employee Assistance Programme Access to exclusive shopping and lifestyle discounts Christmas Saver Scheme * Company Events