JOB DESCRIPTION - CARETAKER



United Synagogue Job DescriptionJob Title:Administrator - 1 year Fixed Term (potential to become permanent)Location:Temporary accommodation in the vicinity of South Hampstead Synagogue, London NW3, during rebuilding work, some local travel between temporary venues may be required.Salary:?30,000 per annumBenefits:20 days holiday, plus Statutory Bank Holidays & Jewish festivals when they fall on your normal working dayChildcare VouchersAuto enrolment PensionReports to: Finance AdministratorHours:Full time9 am to 5 pm Monday to Thursday, the office closes early on Fridays - 9 am to 3.30pm in Summer months and 9 am to 1.30pm on Fridays in Winter months, plus on-call alternate Sundays and out of hours meetings at least once a month.JOB PURPOSEThe Administrator will be one of the first points of contact for current and prospective members, and others making contact with the Synagogue and will therefore need to deal with everyone in a professional and courteous manner and seek to accommodate all their requests, whenever practical, to ensure members and all third parties’ satisfaction is maximised.To assist with the office administration and support services at the Synagogue under the leadership and direction of the Finance AdministratorProvide proactive, efficient, and professional administrative support to the Executive and Rabbinic TeamUnder the direction of the Chairman and Vice Chairman, set up and attend Board meetings, take minutes and distribute them to the Board members within a week Deliver a high level of customer service to the community, creating a favourable first impressionTo work with and assist the Events Co-ordinator, Youth Events Co-ordinator and Youth Leaders in all aspect of events administrationOversee the Cheder and Nursery administrators, ensuring all documentation is up to date and provided to Head Office departments as required and communications with parents are clear and accuratePro-actively devise and implement processes and procedures to enhance the service provided to members and the support to the Executive and Rabbinic TeamsAssist in implementing any new initiatives of the Executive and Rabbinic TeamsDUTIES & RESPONSIBILITIES The Administrator will provide administrative support for the efficient day-to-day operation of the Synagogue’s administration, activities, and premises as further detailed below.Other duties include:Maintain electronic and physical communication media, the newsletter, social media, and website Maintain accurate management informationThe Administrator is expected to encourage volunteers to help with the business of the Synagogue and to work with volunteers in carrying out their duties.ADMINISTRATIVE DUTIESDATAMaintain membership databases and other records relating to the Synagogue and make all necessary entriesEnsure member information is complete and up to date (addresses, telephone numbers, email addresses etc)Provide regular reports to the Executive of membership statistics and details of joiners and leaversEncourage the use of and assist members in using the Event Booking system and where appropriate take manual bookings and maintain a lists of attendees for events MEMBERSHIPEncourage people enquiring about membership of the Synagogue to join, provide them with all appropriate information and advice, and offer the opportunity for a visit. Assist with the completion of membership application forms, track and monitor the progress of applications Maintain the database with members details and lifecycle dates, notify them of their Yahrzeits at least three weeks before the anniversary occursProvide the wardens and Rabbis with key information required for Services such as Yahrzeit, Refua Shlema and call-up lists.Provide details of new joiners to the Executive and Board to ensure an appropriate welcome Correspondence, EMAILs and phone callsOpen, disseminate and answer all mail (unless addressed to an individual and marked confidential) or refer on to the appropriate person Answer the telephones and voicemail: deal with members’ and non-members’ queries by telephone, email, letter, or in person Draft letters as requested on behalf of the Executive and Rabbinic TeamConduct all Synagogue correspondence as directed, communicate to the Finance Administrator on all matters relating to the administration of the office and perform all duties relating to the office as directed DIARY MANAGEMENT Maintain an up to date on-line Synagogue diary of events relating to the Synagogue whether on the Synagogue premises or elsewhere. Manage any potential clash of eventsKeep the Rabbinic Team, Executive, Board of Management and others as appropriate informed of diary issuesEnsure the website includes full details of all service-related information,events and appropriate announcementsMaintain the diary of the Senior RabbiCOMMUNICATIONSEnsure notice boards are kept up to date and tidyAssist with mailings as and when requiredEnsure appropriate communications are developed and circulated through social media outlets aligned with the Finance Administrator’s direction Work with the other members of the office to maintain the website.MEMBER EVENTSTo deal with members in person or on the phone with in relation to:Births, Circumcision (Brit Mila) and Bar/Bat Mitzvah. Act as a helpful advisor, to explain the particular way such events happen at the Synagogue, taking note of any special requests and where appropriate seek further advice from the Rabbinic or lay teamCheck correct dates and Sedra; send and complete relevant formsNotify the Rabbi in order that they can meet the parents, if appropriateMaintain the diary of bookingsWeddings: Assist the Rabbi with all administration requirementsArrange dates, send and complete applications and arrange MinistersWhere weddings are to take place at the Synagogue, make all necessary arrangements with the family and the caretakerDeaths:Arrange for prayer books, condolence card and chairs to be collected by the family or arrange delivery where necessaryArrange for the appropriate ministers to attend Assist any volunteers providing welfareEnsure notification of funeral/shiva arrangements are promptly sent to members of the Executive and the wider communityCommunal:Arrange for weekly kiddushim, including ordering supplies and arranging and checking their delivery for accuracy and qualityIn partnership with the Events Coordinator and third parties, ensure that all arrangements and facilities are in place for all events, to include the ordering of food and delivery checks, caretaking, waiting staff and security arrangementsEnsure room hire contracts are submitted, signed and paid where appropriate.SYNAGOGUE COMPLEXTo be responsible for all the property and effects belonging to, or in the care of the SynagogueReport to the Executive of the Synagogue and to the United Synagogue Property Department any damage to the fabric of the Synagogue and its ancillary buildings, or damage to, or loss of, any of its movable property due to fire, burglary or any other causeArrange and manage cost-effective repairs as required.Similarly report any cases of personal injury that may occur within the precincts of the Synagogue or its ancillary buildingsManage the general housekeeping of the building, directing the caretakers in all their activities, including ensuring the kitchen is stocked, presentable, kashrut is preserved and compliant with hygiene legislation at all times. While occupying temporary premises ensure compliance with all maintenance and security directives of the building owner.SECURITYMaintain registers of key holders and holders of alarm fobs and ensure that keys to the Synagogue are kept safe and only given to authorised key holders Arrange a security guard/CST for Synagogue events when required; ensure times are correct and checked Liaise with the Head of Security, the Police and other Security providers on matters of security and report to CSTEnsure caretakers have conducted a weekly fire alarm test and liaise whenever necessary with the alarm companyGeneral concern for security of building and all those using itCONTINUOUS PROFESSIONAL DEVELOPMENTThe post holder in accepting this position is required to take a proactive approach to his/her own continuous professional development and to attend training and/or learning and development events as appropriate. GENERIC OTHER DUTIESCommitted to the aims of the United Synagogue and act as an ambassador for the organisation Comply with The United Synagogue’s policy and procedures and code of expectationsBring to the attention of senior staff any health and safety requirements, which become obvious. In the event of any immediate danger, to take the appropriate action to reduce risk to physical danger to employees, members, contractors, volunteers, children, parents, visitors or staffWork collaboratively with other colleagues across the organisation to ensure the United Synagogue can achieve its vision, mission and strategyUndertake appropriate training as requested by your line manager in conjunction with the Human Resources Department. And be committed to own continuous professional developmentCarry out any other reasonable duties as requested by the Chief Executive or other designated senior staffUndertake such other duties that occasionally fall within the purpose of the postMaintaining high levels of discretion and confidentiality at all times.In collaboration with the Finance Administrator, ensure all expenditure is within agreed budgets and fully reported.This job description and person specification is not prescriptive; it merely outlines the key tasks and responsibilities of the post. They key tasks and responsibilities are subject to change. Any changes will be made in consultation with the post holder. This Job Description is subject to alteration in response to changes in legislation or The United Synagogue’s operational procedures.This post requires a valid and current enhanced Disclosure and Barring Service (DBS) certificate (formerly CRB) that is satisfactory to the United Synagogue.? Please ensure that you complete the United Synagogue Application Form Part 2 appropriately.PERSON SPECIFICATIONAbilitiesThe ability to work unsupervised and to manage own workload, deliver results under pressure and to tight deadlines and objectivesThey will have the ability to carry out their work with a high level of accuracy ensuring attention to detail Manage and prioritise a wide range of administrative tasks and duties, both complex and routine, and deal appropriately with competing prioritiesWork in a professional manner at all times and develop effective working relationships with colleagues and external customersTo be able to work as an effective and pro-active member of the Synagogue teamLiaise with the Synagogue on a regular basis to ensure there is a constant flow of information between the you and the SynagogueSkillsExcellent communication skills both written and verbalStrong numeracy and budgetary skillsDemonstrable skills in time management and planningStrong computing skills and substantial experience of using Microsoft Word, Excel, Outlook and other MS applications, intranet based systems and databasesSkilled at delivering a consistently high quality customer focused serviceExperience of managing a Word Press website, including acting as administrator, ability to upload articles, photos and edit web pagesExperience of using social media including Facebook, Twitter and other related digital sitesKnowledgeConsiderable knowledge of Jewish customs and practices, particularly Kashrut and the Hebrew calendarAbility to read Hebrew charactersCommitted to the values, aims and objectives of the United Synagogue ................
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