Administrator (Maternity Cover)

Role Purpose

To meet the administration requirements of The Parish Trust and its associated projects, ensuring the smooth operational running of the charity.

About the Role

The Administrator is a key member of The Parish Trust Staff Team. This is a demanding and fast paced role that is pivotal to supporting the Trust and aids the smooth running of the Trust on a week to week basis. It would suit a person who catches the vision and ethos we hold to, is structured and organised in their approach, with a keen eye for detail. In addition, they will be willing to work flexibly as required to get the job done. They will be confident to work independently and adaptable to a changing environment. The ability to maintain confidentiality is crucial, as is the ability to learn quickly due to the various IT systems we use to run the charity. This role has the opportunity to connect with all areas of the charity and wider community. It is a face to face role on a daily basis.

Contract and Pay

Part Time, fixed term contract of 20 hours per week to cover maternity leave for a period of 12 months.

£20,800 p/a pro rata.

Possibility of a permanent position with the charity after the fixed term ends, subject to performance and funding.

Location and Working Pattern

The Parish Trust HQ, St. Thomas’ Church, Heol yr Ysgol, Trethomas, CF83 8FL.

Working hours will be during normal office hours, however a degree of flexibility will be required. It is expected that hours will include morning shifts (9am-12pm) as well as some afternoon work.

Other Details

DBS – A DBS check will be required for this role.

Genuine Occupational Requirement (GOR) – The post-holder will be a representative of The Parish Trust which is a Christian organisation. As such there is a Genuine Occupational Requirement that the post holder is either a practicing Christian or sympathetic toward the vision, values and ethos of The Parish Trust as a Christian based organisation.

Job Share – This role is shared with another Administrator who works for the charity. The job description is therefore shared between two people.

Overtime – Overtime is a possibility with this role if the successful applicant is happy to work overtime hours.

Further opportunity – There may be further opportunities to stay at the charity after the fixed term and become a permanent member of staff.

Job Specification

Administration

• Coordinate the day to day administrative functions of The Parish Trust in an agile and evolving way.
• Provide administrative support to the various projects under the umbrella of the trust.
• Provide administrative support to the Staff/Volunteer Team.
• Provide secretarial support to the Chair of Trustees and others as directed.
• Co-ordinate and process all bookings for the charity as appropriate.
• Responsible for day to day diary management.
• Participate and facilitate in long term planning
• Be the initial point of contact for all enquiries and triaging incoming tasks.
• Collate agenda items for staff team meetings.
• Production and distribution of publications, events and services.

Record Keeping

• Manage and ensure the various charity databases are accurate, up to date, and GDPR compliant.
• Complete all appropriate legal reporting to various stakeholders.
• Complete all appropriate records associated with the charity.

Office Management

• Ensure all relevant supplies are available in timely manner for staff use.
• Ensure systematic filing is maintained for all paperwork and documentation.
• Ensure compliance with General Data Protection Regulations.

Finance

• Ensure accurate financial records are maintained and agreed financial processes followed in liaison with the Parish Trust Treasurer and other finance staff.
• Complete all appropriate banking processes for monies received by the Parish Trust in collaboration with the Treasurer and finance staff.
• Raising Invoices as appropriate
• Using the tilling system to process Parish Trust shop purchases and subscriptions

Communication

• Maintenance of the Trust websites and Social Media pages including drafting ‘blog’ and ‘news’ content.
• Prepare and send email newsletters.
• Prepare and make available in appropriate ways all relevant internal communications including routine and ad hoc publications and literature in line with our charity Style Guide.
• Ensure that documents and files are loaded and available on online systems.
• Managing, sorting, and prioritising charity post and deliveries.

Marketing

• Prepare and promote charity events and services using external sources and publications within the local area and beyond as appropriate to increase community awareness of The Parish Trust.

Social & Outreach & Projects

• Support the organisation of outreach and social events.
• Assisting in the overall running of the various projects as and when required
• Lead misc. projects that are connected with the Parish Administrator Role Purpose

Misc.

• Assisting and supporting stakeholders with various pastoral/spiritual needs from a Christian viewpoint
• Fostering the Christian ethos and vision of the charity through activities and initiatives that the charity may operate from time to time to fulfil its object to promote Christian teaching, ethos, and principles in wider society.

Person Specification