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Job Title AdministratorGrade Support 1 Salary ?16,380 Location EdinburghJOB DESCRIPTION1.Introduction and backgroundConnect is a trading name of SPTC, a registered charity and the only membership organisation for Parent Councils and other parent groups in Scotland.We have a Board of Directors comprising nominated parents and teachers, and appointed business people who bring expertise in specific areas. The Directors are ultimately responsible for the governance of the organisation and for its staff, eg Directors define Connect policy, staff salaries and for the organisation’s finances and compliance with charity and company law. However operational matters are the responsibility of the Executive Director under delegated authority.Charitable ObjectivesThe objects of the Charity are to advance education by encouraging the fullest co-operation between home and school, education authorities, government and all other interested parties and bodies.2.Job context Connect has a small office team based in Edinburgh.Connect Memberships and contacts are managed and processed on SalesForce. The main responsibilities of the Administration Officer are:to be responsible for managing Connect’s membership processing and renewal, maintaining the database in compliance with data protection regulationsto work as a member of the Connect staff group to ensure the smooth running of Connect’s administrative systemsto provide support to members by answering queries, dealing with insurance claims and signposting resources3.Person Specification The Administrator must be able to demonstrate the following range of essential experience and skills:first-class organisational skills, a flexible approach and the ability to respond effectively to changing priorities willingness to undertake relevant training and personal developmentthe ability to work with the minimum of supervision, to work on own initiative in support of Connect objectives and to prioritise own workload appropriatelythe ability to work to a high level of accuracy and attention to detail, achieving critical deadlines (both internal and external) consistentlythe ability to build and sustain good working relationshipsgood oral and written communication skills, together with the ability to work effectively with people at all levelsgood telephone mannerhigh degree of competence in the Microsoft Office Suiteexperience in setting up and maintaining office systems, and ability to review and add value to processes and procedures.The following are also desirable:experience of SalesForcerelevant qualifications to SCQF level 6knowledge of the Scottish Education systemgood listening skills, problem solving4.Specific duties4.1 Office managementCo-ordinate sourcing of office supplies and other office services as necessary, including liaison with landlord and service providers and scoping of contracts, quotes etcManage incoming and outgoing mail, including bulk mailings4.2 Company GovernanceBook venue, manage arrangements for board meetings Gather and collate board papers for director meetings, contributing as requiredOSCR – with executive director, ensure requirements are metEnsure directors’ nominations, contact information and Companies House info is kept up to dateEnsure new directors receive all required information in a welcome pack – maintain records of DirectorsMaintain and monitor off-site storage of company documentationEnsure Connect is compliant with relevant governance regulation and legislation, including Data Protection, health and safety, 4.3Membership servicesKeep CRM platform up to date, process and record membership renewals Respond to members/membership enquiries Manage insurance enquiries and claims from members and liaise with insurance broker re claims4.4 AGM administrationEnsure all papers are ready and in place for AGM: agenda, minutes, directors AP01, sederunt, list of nominated directors and any other paperwork that may be requiredManage nomination paperwork and ensure these are put forward at AGMEnsure new directors complete AP01Other dutiesAny other general duties as may be required by the Executive Director.All office staff are expected to share workloads and become familiar with a range of common duties to ensure continuity of service during peak periods, sickness absence and holidays.5.Direct ReportsNone.6.Location/AccountabilityThe Administration Officer will be a member of the Connect staff group, which is based in Edinburgh, Mansfield Traquair Centre and the post holder will be line managed by the Executive Director.7.Major Terms and ConditionsFull Terms and Conditions are set out in the Staff Handbook and each individual’s contract..Key features include:Salary:?16,380 pro rata (Appointments are made on the minimum of the scale)Hours:16 hours per week (worked over four days or as agreed with line manager).Increments:Dependent on company and individual performance Annual leave: 25 days per annum pro rata + public holidays(see staff handbook for detail) Cost of living increases: Based on Annual Salary ReviewIncrement payments: On 1 April each yearContributory pension scheme: YesProbationary period: 3 monthsNotice Period (either side): 1 month, increasing to max 12 weeks at 12 years’ service. ................
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