Job Description

Responsible to:

GFTH CEO Hash Norat

Supported by:

The Executive Committee of GFTH

Based:

Smiles Community Cafe, The Oxbode, Gloucester

Hours per week:

30 hrs flexible, with some evening and weekend work

Contract:

Fixed term at 12 months from start date (continuation is dependant on future funding)

Pension:

3% organisational contribution

Annual leave:

25 days annual leave + Bank Holidays pro rata



Equality Statement



We aim to meet all our obligations under the Equality 2010 Act and welcome applications from people from all sections of society. We will make reasonable adjustments to the working environment as required.



Key Responsibilities



Service Support



1. To maintain and develop effective administrative systems (post, telephone enquires etc.)



2. To act as a first point of contact for callers on the Office phone and/or in person, answering queries, signposting callers and taking messages for team members



3. To act as a first point of contact for callers (people in need) making a referral into the service, and completing the referral paperwork/arranging package of care etc



4. To co-ordinate the volunteer rota



5. To co-ordinate volunteer training/sign up procedure



6. To ensure all internal template documentation is up to date and available for use



7. To ensure GFTH has all the right and necessary policies and procedures for effective, safe and efficient working practice



8. To support Hash with the day to day running of Smiles and all food programmes that are delivered from Smiles.



Finance



9. To administer the petty cash system in line with agreed processes and to produce monthly reports



10. To raise and process invoices and to administer staff expenses



11. To register monies/donations received



12. To maintain purchase systems (e.g. stationery, cleaning and kitchen supplies)



Human Resources



13. To support Hash with the organising of volunteer and staff recruitment



14. To co-ordinate the Volunteer induction process including ensuring the paperwork is continuously updated



15. To monitor and ensure all staff, volunteers and trustees are updated with training including safeguarding, first aid and food hygiene.



16. To complete DBS paperwork for new staff and volunteers



17. To monitor and manage staff annual leave requests



Organisational



18. To take part in all team meetings and internal events



19. To undertake training to develop personal and professional skills



20. Support GFTH in ensuring a high standard of service delivery

Criteria:

E=essential D=desirable E/D



Qualification, Training and Experience



Experience providing administrative support to a team/organisation E



Experience of developing and maintaining administrative systems including accurate and timely record keeping systems E



Skilled use of all standard MS Office applications E



Qualification(s) in use of MS Office applications D



Experience of accurate and timely data inputting preferably into databases E



Excellent literacy, be able to write letters and to proof read and edit documents E



Able to plan and prioritise own workload to given deadlines and to efficiently plan and oversee organisational administration including delegating and monitoring tasks E



Experience of managing a team providing administrative support to a busy organisation D



Experience of working within the voluntary sector D



Experience of working with databases or performance management systems D



Skills and Abilities



Experience of taking calls from the public and being the first point of contact within an organisation E



Able to work confidently and sensitively with members of the public including able to handle distressed people in a calm, warm and professional manner. E



Able to work on own initiative and as part of a team E



Clear and effective verbal and written communication skills E



Experience of planning social media campaigns D



Knowledge



Understanding of the needs of the people we are here to serve. E



Knowledge and understanding of how a non-profit entity is run D



Personal Traits



A creative and flexible approach E



Ability to work as part of a team E



Excellent verbal and non-verbal communication skills E



A commitment to support people who need our services E



Responsibility to own wellbeing and able to source support or ask for assistance E



Commitment to continuing own professional development E



Other



Clean driving licence and access to own vehicle E



Eligible to work in the UK E



Willingness to access training relating to duties E



Able to be flexible as some weekend work may be needed E



Able to travel as required E



This role has significant progression potential.



Please email your CV, and a Personal Statement including why you are applying for this role and what skills and experience you would bring, by clicking on Apply Now.