Job Title:



|Job Title: |Administrator & Facilities Manager |

|Job Grade: |SJC AP4 |Spinal Pts: |27 - 30 |Hours: |35 p.wk |

|Reporting to: |Managing Director |

Job purpose / role:

Under the direction of Managing Director, the Administrator & Facilities Manager is employed to provide and manage a comprehensive administration service and Facilities Management to support the Organisation’s aims and objectives. The role is critical to the efficient day-to-day running of a busy community anchor organisation, and will include 4 key functions: Governance & Secretariat; Facilities Management; Financial Record Keeping; Programme Support.

Authority:

The Administrator & Facilities Manager reports to the Managing Director. She /he has authority to ensure all relevant personnel comply with all necessary administrative routines and procedures.

They also have authority to line manage any staff, student or volunteer recruited to support the administrative process.

Responsibilities:

The post holder will work cooperatively with colleagues and encourage good teamwork, support clear lines of communication and common practices within the Centre’s team. They have responsibility for:

1. Governance & Secretariat

1. Providing professional and comprehensive administrative role to the Organisation, including data management, reporting, secretarial support, diary management, and maintaining accurate effective filing systems both paper and electronic.

2. Provide Secretariat function to Board of Directors by: Attending meetings and ensure that all necessary arrangements are made, including room booking, arranging room layout, notifying participants, issue of Agenda and supporting papers, writing up of minutes, distribution of minutes, and progressing appropriate follow up action.

3. Ensure compliance with OSCR, Companies House and bank protocol. E.G. filing annual returns, registering and un-registering Directors, changes in bank signatories.

4. Being conversant with the Boards Policies for good governance. Update of said Policies.

5. Responsible for ensuring the Centre is GDPR compliant, and upkeep of said policies.

6. Conduct Protecting Vulnerable Groups (PVG) applications as appropriate.

7. As first point of contact, provide advice, information and signposting to all enquiries.

8. Maintenance and ordering of stationery, office supplies, cleaning supplies and health education materials.

9. Input of data to database in preparation of stats / reports for funders.

10. Design & production of Annual Report document in-house.

11. Design & production of publicity material for all Organisational activities/ events.

12. Design production and maintenance of all in-house stationery and templates.

13. Upkeep of personnel files and annually update staff time Sheets using Excel.

14. Record Team meeting decisions, and distribution of notes / minutes.

15. Identifying and booking venues, resource requests for Planning and Review Days.

16. Provide relevant personnel with information as per Organisation’s induction process.

2. Facilities Management

1. Room bookings and allocation of space and time slots for Organisational activities and use by external agencies. Including design, production and maintenance of Room Hire / Use Agreement Forms.

2. Developing & maintaining Organisation’s inventory of assets.

3. Managing the upkeep of the fabric of the Centre e.g. repairs, cleaning and maintenance routines.

4. Procurement, management and updating of Organisation’s Telecommunications systems e.g. telephone, I.T., photocopier etc

5. Ensure compliance with Health & Safety protocol and update log accordingly.

3. Financial Record Keeping

1. Responsible for day to day management of all financial record keeping systems

2. Developing & maintaining Purchase & Sales invoice payment system.

3. Developing & maintaining petty cash system: acquisition, payments, reconciliation.

3.4 Inputting data to Organisation’s financial record-keeping system (MS Money Manager).

4. Paying in all cash & cheque receipts to bank account.

6. Processing of BACS Payments via online banking

7. Monthly bank reconciliation

8. Assist Managing Director in preparations of relevant funding applications

3.9 Managing specific budgets as agreed with Managing Director.

3. Programme Support

1. Providing admin support to Organisation’s Development programme (e.g. mail-outs, printing, publicity, photocopying, etc…).

2. Responsible for collation, layout, design and dissemination of both e newsletter, and paper format.

3. Manage ESOL waiting list, and invite candidates for assessment in conjunction with Glasgow Clyde College.

4. Maintain, update and populate the Organisation’s Website, and social media platforms.

5. Assisting programme development as required.

Carry out all other reasonable and fair tasks as directed by the Managing Director in line with the Centre’s aims and objectives.

Due to the nature of the Centre’s work, the precise job description may vary. This will partly depend on the capabilities of the person appointed and partly on the workload of other members of staff. Therefore, a willingness to contribute to a wide range of tasks is essential.

No job or organisation is static; therefore, all job descriptions will be reviewed periodically as part of an appraisal system.

Signed………………………………. Date…………………………

Name………………………………...

Post holder confirmed and agreed

Signed……………………………… Date…………………………

Name………………………………..

Managing Director confirmed and agreed

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