ROLE DESCRIPTION
Administration Officer
Hours of Work:
10 hours per week to be worked within normal working hours worked over 2 days with flexibility to work some Fridays. (Normal office hours are from 9.00 to 17.00 with an hour for lunch (unpaid), Monday to Friday)
At times there will be a rare need to work in the evenings and at weekends therefore a high degree of flexibility may be required in working hours, for which time off in lieu is allowed.
Duration of Post:
Permanent, is subject to funding. There is a probationary period of 6 months.Remuneration: £13.41 per hour
Work related travel costs: as per HMRC mileage rate, i.e. 45p currently. Commuting between home and the main office mileage is not covered.
Area of Remit:
Sutherland and Edderton.
Location:
Base is Lairg Community Centre, Main Street, Lairg, IV27 4DB. Hybrid options available – please contact us to discuss.
MAIN TASKS
Ø The Administration Officer is responsible for general office duties, maintaining membership records, manning the office and answering enquiries. Develop efficient systems where appropriate.
Ø Providing a range of general office duties on a daily basis including filing, typing, record-keeping, issuing receipts and invoices.
Ø Co-ordinating a range of membership services including issue of membership information on services offered: word-processing, scanning of documents, comb-binding, laminating, use of lotteries licence, desk-top publishing – i.e. design of posters, leaflets, etc. These services to be carried out by appointment.
Ø Taking minutes at Board meetings, the AGM, and special/public meetings which may be called from time to time. Ensuring that minutes and agendas are distributed to all appropriate participants in advance of meetings.
Ø Specific project work as delegated by the Chief Officer. This will include assisting with maintaining and monitoring records for funding schemes, minute taking for other non VGS meetings, facebook interactions, and other project work as they arise.
Ø Support the undertaking of independent examination of annual report and accounts for small charities and organisations. Maintaining records for group compliance.
Ø Maintain accurate and up to date records using the Charity Log database and any other data system as used by VGS
Ø Do all such additional work that will ensure efficient delivery of the organisation’s objectives and the HTSI Workplan.
Ø All Staff Duties: To prepare and assist with reports, articles, and any VGS monitoring requirements. To attend staff and other meetings of VGS as required.
Requirements
Applicants should be able to demonstrate the following:
1.1 Good standard of education with a minimum of Standard Grade or equivalent in English and Maths.
1.2 Previous experience working in an administrative role for a minimum of 2 years.
1.3 Extensive Computer and IT skills including – Microsoft 365 (Outlook, Word, Excel, Forms, Teams), Zoom, Facebook. (Word and Excel will be used daily. We are striving for a paperless office.)
1.4 Experience of maintaining records for reporting and monitoring purposes
1.5 The ability to build and maintain a network, making contacts and building a knowledge base about organisations and people.
1.6 Excellent communication skill, including the ability to confidently communicate with people from diverse backgrounds in a warm, patient and sensitive way.
1.7 A team player with a strong motivation to resolve problems and help others achieve outcomes.
1.8 A confident self-starter who can work to your own initiative to make decisions about workload, priorities, and meeting deadlines.
1.9 A flexible approach to meet the demands of a varied administrative workload across different areas of work.
1.10 A responsible individual who understands the importance of dealing with sensitive and confidential information and understanding of general GDPR compliance and cyber awareness.
1.11 Experience of coordinating and organising meetings and events would be desirable.
1.12 Knowledge of the third sector, ideally within Sutherland and/or a rural area would be desirable.
ADDITIONAL REQUIREMENTS
There may be a rare requirement at times to travel within Sutherland.
All offers of employment are subject to satisfactory references first being obtained. Referees will be contacted following conditional offer of employment at interview stage.