Administrator

An Exciting Opportunity with The Parish Trust

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.