Join us on our Journey - Administration and Activity Co-ordinator

JOB DESCRIPTION

Job Title: Administration and Activity Co-ordinator

Fixed Term: 18 months from 01 September 2014 – 28 February 2016

Contract Term: Part Time – 18 months from start date.

Hours: 32 hours per week. (4 days – 8 hours per day, including one hour paid lunch).

Salary: £18,000 per annum pro rata – (£14,400 regular pay per annum.)

Location: SS Robin Trust, Royal Victoria Dock, East London E16 1UQ

Conditions: The candidate will be required to work flexible hours, including occasional evenings and some weekends.

DBS clearance will be required.

Reports to: Project Director

Closing date for applications: 2pm – 25 July 2014  (Likely interview date 30 July 2014)

Please apply by CV and a covering letter, explaining why you are interested in the role to ssrobinrecruitment@outlook.com 

ROLE:

The Administration and Activity Co-ordinator will provide financial, administrative and volunteer supervision support as the organisation moves from its current capital phase into full operation in 2015. Working as a member of a small team, the post-holder will play an important role in helping to establish and maintain efficient processes and procedures relating to back-office services, volunteering activity and visitor engagement, as well as getting hands-on with conservation.

KEY RESPONSIBILITIES:

 1. Provide general office administrative and customer service support, including leading reception duties at the site office and ship and acting as first point of contact with volunteers and customers. This includes handling enquiries via phone and email and personal contact to both individuals and groups or supervising small groups of volunteers in an array of tasks

2. Assist with the maintenance of financial records and processes including some payroll duties, expenses processing, ordering equipment and services. Manage delegated budgets with due diligence and efficiency, highlighting concerns to the Project Director and where appropriate recommending actions.

 3. Ensure smooth and efficient running of the office and venue IT systems and assist with maintenance of digital media.

 4. Assist with the provision of accurate and timely management accounting information.

5. Assist in developing, and take lead responsibility for maintaining, appropriate central record systems for event schedules and other bookings.

6. Assist to deliver events and activities, including guided tours and conservation work parties, working with a diverse array of people including school groups, youth groups and specialist charity groups.

 7. Demonstrate leadership and support to SS Robin volunteers and staff, acting with due awareness as a member of the SS Robin Management Team.

 8. Act as an ‘SS Robin Duty Manager’ and key holder.  Be part of the SS Robin ‘Emergency Call-Out Team’.

 9. Assist with basic cleaning and maintenance of the site office, working with other members of staff and volunteers.

 10.   Undertake other reasonable tasks within the general nature of the above duties.

PERSON SPECIFICATION:

Essential skills and experience:

 Working experience of budgets and maintaining financial records

Excellent organisational and time management skills.

 Strong communication skills with good written English and attention to detail.

 Knowledge and experience of Microsoft Office

 Keen interest in office administration and finance

Experience with both internal and external customer service

Adaptable and flexible approach to teamwork with a willingness to get involved across all areas of the operation

An interest in maritime heritage, its conservation and engaging audiences

Some supervisory or management experience, with staff or volunteers

 

Desirable skills and experience:

 Awareness of timesheet and payroll processing or similar administration duties

 Ability to work on own initiative and as part of a project team

Experience of working with and leading volunteers, including diverse groups and individuals including youths and older people

Experience of monitoring grant aid and/or charity finance

Knowledge of Sage Accountancy systems or similar (Training will be provided if required).

Hands-on experience of conservation and/or maintenance or a willingness to learn

Physically fit with the ability to work at height, use ladders and lift equipment

Interest in developing a long term career within the heritage/arts sector