The Parish Trust is a dynamic and fast-growing charity, and we are excited to offer an excellent opportunity for an experienced Administrator to join our team. As we prepare to move to new premises at the end of 2024, this role comes at a crucial time of expansion and development for the charity.

This role is much more than just administration; you will be the first point of contact for all stakeholders, including the general public, contractors, volunteers, and service users, while also providing personal assistance to the Chief Executive Officer (CEO). You will help manage the day-to-day operations of The Parish Trust’s diverse projects and contribute to its continued success.Additionally, this role includes some line management duties, offering the opportunity to develop leadership skills as part of our team.

We offer a competitive salary of £19,500 per annum, based on 25 hours per week, along with an attractive Annual Leave Scheme that includes additional time off during Easter and Christmas. You will benefit from a supportive, community-focused environment, with flexibility and a commitment to your professional growth. This role is ideal for someone who values community, service, and justice, and would suit an individual who shares the Christian values that underpin The Parish Trust’s work.

Closing Date: 15/10/2024

Interviews: 21/10/2024

Why Join Us?

• Competitive salary of £19,500 per annum for 25 hours per week.
• A pivotal role in a growing charity, supporting the CEO and contributing to a range of impactful community projects.
• An attractive Annual Leave Scheme, with extra leave during Easter and Christmas, helping you maintain a healthy work-life balance.
• Opportunities for professional development and being part of a supportive team. Opportunities for line management experience.

Administrator Job Description

Reports to:
Chief Executive Officer

Contract:
Part time, 25 hours per week, permanent

Hours:

Monday-Friday, 9am-2pm, with potential for some flexibility depending on the request.

Role Purpose

To meet the administration needs of The Parish Trust and its associated projects, ensuring the smooth operational running of the charity. Additionally, to provide personal administrative support to the CEO, including diary management, correspondence, and coordination of key tasks. This role also includes line management responsibilities, overseeing certain staff and volunteers to ensure the effective running of the organisation.

Accountabilities

Administration

• Coordinate the day-to-day administrative functions of The Parish Trust in a flexible and evolving way.
• Provide administrative support across all projects under the charity’s umbrella.
• Provide administrative support to the staff and volunteer teams.
• Provide secretarial support to the Chair of Trustees and others as directed.
• Manage and process all bookings related to the charity, ensuring efficient use of facilities.
• Responsible for day-to-day diary management and scheduling.
• Be the initial point of contact for all enquiries, including the general public, contractors, volunteers, and service users.
• Triaging incoming tasks and prioritising them effectively.
• Collate agenda items for staff team meetings.
• Coordinate and distribute publications, event details, and service announcements.

Record Keeping

• Manage charity databases, ensuring all data is accurate, up to date, and GDPR compliant.
• Complete all legal and regulatory reporting requirements for various stakeholders.
• Ensure records associated with the charity are properly maintained and accessible.
• Assisting with Safeguarding compliance.

Office Management

• Ensure all necessary office supplies are available and procured in a timely manner.
• Maintain systematic filing for paperwork and documentation.
• Ensure compliance with General Data Protection Regulations (GDPR).

Finance

• Ensure accurate financial records are kept and financial processes are followed, in collaboration with the Treasurer and finance team.
• Assist with processing financial transactions, including banking and invoicing.
• Support the operation of the charity’s till system, processing purchases and subscriptions.

Communication

• Manage and maintain The Parish Trust’s website and social media platforms, including drafting ‘blog’ and ‘news’ content.
• Prepare and distribute email newsletters.
• Coordinate and make available all relevant internal communications, ensuring alignment with the charity’s style guide.
• Sort and prioritise charity post and deliveries.

Marketing

• Promote charity events and services using local and external sources to raise awareness of The Parish Trust within the community and beyond.

Line Management

• Provide line management to certain staff and volunteers, overseeing their duties, offering guidance, and ensuring tasks are completed to a high standard.
• Conduct regular check-ins with staff and volunteers to support their development and address any challenges.
• Assist the CEO in the recruitment, training, and development of new staff and volunteers as needed.

PA to CEO Duties

• Manage the CEO’s diary, ensuring efficient scheduling of meetings and appointments.
• Handle all correspondence on behalf of the CEO, including emails, letters, and reports.
• Prepare materials for meetings, take minutes as required, and follow up on actions.
• Coordinate travel arrangements, manage expenses, and assist with other organisational tasks as needed.
• Provide a point of contact between the CEO and internal/external stakeholders, ensuring requests are handled efficiently.

Miscellaneous

• Support the CEO and other stakeholders in fostering the Christian ethos of The Parish Trust, reflecting values of community, service, and justice through the charity’s work.
• Assist in the overall running of various charity projects as required.

Person Specification

Essential:

• Sympathetic to the vision and ethos of The Parish Trust, and in alignment with Christian values of community, service, and justice.
• Ability to handle confidential information with discretion and integrity.
• Proven experience in managing administrative tasks independently and efficiently.
• Experience in line management or a willingness to develop these skills.
• Confident use of Microsoft Office (Word, Excel, Outlook, Publisher) and willingness to learn bespoke charity software.
• Strong organisational skills, with the ability to manage multiple tasks and prioritise effectively.
• Excellent communication skills, both written and verbal.
• A proactive approach, able to identify what needs to be done and take initiative.

Desirable:

• Experience working in a charity setting, either paid or voluntary.
• Basic Welsh language skills or willingness to learn.
• Experience using social media and website management platforms.

Key Relationships

Internal:
CEO, Trustees, Treasurer, Staff, Volunteers.

External:
Public, contractors, community organisations, funding bodies, service users, stakeholders.

NOTE: This role is subject to an Enhanced DBS Check

If you are highly organised, have a strong sense of responsibility, and are excited to support the work of a growing charity, we would love to hear from you! Apply today and be part of a team making a real difference in the community.

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

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. 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.

£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.

Hours will be Tuesday 9:00am-3:30pm, Wednesday 9:00am-5:30pm, Thursday 9:00-3:30pm

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 a practicing Christian as they will need to share, foster and implement the particular charitable aims and objectives of The Parish Trust as documented on the public register of charities and in its Governing Documents. This role, whilst administrative in nature, also has pastoral and spiritual elements to it which would only be able to be fulfilled by someone with an active Christian faith.

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

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