Job Details
Job Title: Centre Administrator
Base: 7Corners Centre, Abergavenny
Responsible to: The Chair of Trustees, accountable to the Trustees
Hours: 16 hours per week
Salary: Hourly rate: £13.50
Job Purpose
To contribute to the mission of the Bridge to Cross Charitable Trust ‘to provide a centre where young people can meet in safety, find help for personal development and support if in crisis’ by providing a professional service:
As the Centre Administrator, to prepare and provide a programme to the Trustees as described herein to generate revenue by dealing with matters relating to Grant-funding applications.
To ensure the provision of the day-to-day operations of the Trust’s office by delivering and managing the daily operational, financial and logistical function of the non-profit organization as described herein.
To handle communications including but not limited to Trustees/Donors/external users of the centre freeing youth worker staff to deliver hands on youth work.
To work effectively with the youth support team and Trustees for the benefit of young people attending 7Corners.
Main Duties - Primary Responsibilities:
Grants and donations:
· Grant writing and Trusts: research charitable trusts, foundations and government funding sources and prepare compelling funding applications. To research and complete applications for grant funding, to record and monitor expenditure of awarded grant funds and to prepare and submit grant progress reports, liaising with the Lead Youth Support Worker on required data.
· Donor Relationship building: Identify, approach and nurture relationships with individual donors, churches, corporate sponsors and local community groups.
· Issue receipts to donors where required.
· Coordinate and maintain accurate records of donor information in collaboration with the Treasure and Trustees.
Governance and compliance
- Oversee the organization’s data protection practices, ensuring full compliance with GDPR and relevant data laws.
- Facilitate Trustee Board meetings and the AGM as agreed with the Chair of Trustees and distribute minutes taken by secretary and any other identified paperwork.
- Assist with regulatory filings and compliance submissions required by the Charity commission.
- Manage health and safety policies and procedures ensuring they are reviewed regularly, and ensure the environments and equipment are safe and that any equipment for which they are responsible is treated with respect.
- Carry out any other duties that maybe reasonably required.
Main Duties - Other responsibilities:
General:
- Maintain a professional, safe, welcoming environment for staff, volunteers and visitors.
- Act as first point of contact for the public, managing general enquiries via phone email and/or in person, mindful of the Christian values of the charity.
- Maintain and oversee office systems, equipment and IT infrastructure, acting as the primary liaison with external IT support and suppliers.
- Manage office supplies, vendor contracts, security, cleaning and general maintenance.
- Manage any non-youth work staff or volunteers eg cleaner.
- Support human resource functions by managing staff onboarding, and maintaining confidential personnel records.
- Liaise with the Lead Youth Support Worker over timings for the centre assistant part of the Youth Support Worker (Centre Assistant) role.
- Coordinate and promote community fundraising events and donor drives.
- Draft and send donor updates and annual thank you letters; both to be signed off by Trustees before distribution.
- Work collaboratively with the Lead Youth Support Worker to support service provision and future planning.
Finance:
To support the Treasurer with day-to-day upkeep of the accounts, including:
· Paying donations into the bank, recording them on the relevant spreadsheet. If donations are received at the Centre, to enquire whether the donor can gift aid the donation and act accordingly.
· Preparing Sales Invoices for Room Use
· Reconciling credit card statements and spreadsheet
· In the Trustees Board meeting reports (6 weekly) ensuring expenditure is listed and reported against agreed budget, report progress on grant applications.
· Sending purchase Invoices weekly to the Treasurer
· Supporting Gift Aid HMRC annual upload
· Keeping spreadsheets on Purchases, Petty Cash , Credit Card spend etc. up to date
Role Specific Knowledge, Experience and Skills (Essential)
- Experience: 3 + years in office management ideally with in the not for profit or charity sector
- IT literacy: advanced proficiency I Microsoft office, cloud-based filing (like share point) and experience managing database systems or customer relationship management
- Up to date knowledge of data protection laws and charity laws
- Organization: Exceptional planning and scheduling abilities with high attention to detail
- Soft skills: excellent verbal and written communication, strong problem-solving capabilities and a flexible, resilient attitude
Additional Information
Exercise emotional intelligence and demonstrate a developing emotional resilience in relation to the job.
The job role holder may be required to undertake other reasonable duties as directed by Trustees.
Competence
You are responsible for limiting your actions to those that you feel competent to undertake. If you have any doubts about your competence during the course of your duties, you should immediately speak to your line manager.
Risk Management
It is the role and responsibility of all staff of the Trust that they fulfil a proactive role towards the management of risk in all their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.
Health and Safety Requirements
All employees of the Trust have a duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable the Trust to meet its own legal duties and to report any hazardous situations or defective equipment.
Confidentiality
All employees of the Trust are required to maintain confidentiality in all matters relating to the Trust and its service users.
The Trust operates a no smoking policy within the Centre.
This job description will be reviewed regularly and may be subject to amendment at any time after consultation with the post holder. It is not a definitive statement of procedures and tasks but sets out the main expectations of the Service in relation to the post holder’s responsibilities and duties.
Date Issued: Signed:
Pay: £13.50 per hour
Work Location: In person
