Job Description and Person Specification - Administration ...



UNISON Office Manager (Edinburgh)(cover for Maternity Leave)Scottish RegionRef: R7/83TGrade 5JOB DESCRIPTIONReports To: Regional Manager, Corporate ServicesOVERALL SUMMARYTo manage the Corporate Services functions in the Edinburgh office – office budgets, office health and safety requirements, ICT facilities, membership database and systems, manage team of support staff, estates management and administrative support systems.KEY TASKS AND RESPONSIBILITIESManagerial / LeadershipManage administrative and cleaning staff within the Edinburgh Office, including Membership Clerks, Clerical, Secretarial and Support Staff.Manage all the office functions within the Edinburgh Office including finance, estates, ICT, premises, membership system, photocopying and administrative systems, health and safety. Review maintenance contracts, liaise with contractors and national office. Office contract for IT systems, including hardware and software issues in conjunction with remote support systems. FinancialIn liaison with Regional Manager on an annual basis prepare the operating budget for the Edinburgh office. Monitor expenditure and income on a monthly basis reporting to the Regional Manager. Action all authorised payments and manage the expenditure of goods and services for the Edinburgh Office. Use relevant electronic authorisation system e.g. DCal. Maintain Petty Cash system. Prepare invoices as required. Produce financial reports as and when required. AdministrationReview and maintain membership function across the Region; provide advice and information to staff and branches on the effective use of the membership system to help achieve UNISON’s objectives. Produce reports ensuring up to date with Industrial Action procedures as effects membership system. Undertake the on line registration for the Scottish Branches to National Conferences and ensure that procedures are followed in line with UNISON’s rules and code of good branch practice; with particular attention to proportionality and fair representation.Ensure that efficient and effective administrative systems are in place to support our organising munications (Internal and External)Working with the Regional Manager, ensure the effective use of Information Technology in the Edinburgh office line with UNISON’s protocols.Undertake briefing and training of staff on new systems or new starts on UNISON IT systems.Specialist/TechnicalTo be able to use a wide range of Information Technology including all Microsoft applications and be able to learn new applications as and when required.Sound knowledge and application of large databases.Application and knowledge of electronic budgeting and financial systems.To make effective and efficient use of all forms of communications.Health and Safety legislation/best practice as it applies to premises and staff/visitors.GeneralTo be able to travel within and outwith ScotlandManual handling i.e. IT set upDeal with difficult people issues e.g. in person/phoneTo be able to work to tight deadlinesUNISONOffice Manager (Edinburgh)(cover for Maternity Leave )Scottish RegionRef: R7/83TPERSON SPECIFICATIONUNISON is an equal opportunities employer, committed to providing equal opportunities regardless of race, marital status, gender, sexuality, disabilities or age. This Person Specification is designed to help members of the Interviewing Panel judge the qualities of the interviewees in a systematic and consistent way in accordance with UNISON’s Equal Opportunities policy. It is given to all job applicants for information.Managerial/LeadershipAbility to manage a wide range of staff, using effective interpersonal skills.Ability to manage a team through demonstrating effective leadership skills. Ability to chair meetings, conduct individual meetings, coach and train.Ability to prepare and manage budgets; providing regular clear and concise information on the financial position of office budget.Social/PersonalDemonstrate excellent interpersonal skills.Ability to deal with potential conflicts and challenging situations.Ability to work to tight timescales and under pressure.Ability to work on their own and as part of a team.Ability to use own initiative in all areas of mitment to and understanding of equal opportunities and good practice in a workplace mitment to values of UNISONAbility to coach/train staff and activistsLead Team meetings/1-2-1sLiaise with branches/lay structures CommunicationKnowledge of effective electronic communications as well as other forms.Ability to ensure effective communication across teams/offices Specialist/TechnicalAbility to learn new IT applications and advise others on their use.Detailed knowledge of data bases and their uses.Detailed knowledge of the use of different forms of ICT to communicate with others in a clear and understandable format.Health & Safety legislation, systems, policy and proceduresOffice Budget Systems – use IT systemsDetailed knowledge of estates managementKnowledge of industrial action procedurenegotiate with contractorsGeneralManual handlingAbility to travel ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download