Job Title: Administrator & Project Assistant
Responsible to: Director
Responsible for: Volunteers & Cleaner
Salary Scale SJC AP 2 (19-22): £18,321 – £19,830
Hours per week 36 hours (full time)
Main Purpose of the Job
To coordinate the administration of the Centre’s events programme, external commercial rental
and publicity, be responsible for the day-to-day building management, and provide a front line
meet and greet role, as well as provide book keeping, administrative and general assistance to
the staff team.
The post holder will be based at the LGBT Centre for Health and Wellbeing (Howe Street,
Board of Directors
Administrator Community Equality LGBT Age Fundraising
Project Manager & Pr. Assistant Development Development Coordinator Manager
I Worker Worker (p/t) I
Centre I Volunteers
MH Dev. Worker Community Dev. Project
Volunteers Project Manager
I Worker (MH) Assistant
Volunteers I (MH)
1 Administrator & Project Assistant– Job Description March 2011
Duties and Responsibilities
1 To provide a reception and information service, including welcoming visitors, dealing with
general enquiries from Centre users, local agencies and the general public.
2 To carry out book keeping duties in relation to the project finances, including managing a petty
cash system and contributing to the preparation of monthly financial statements and yearly
accounts for external auditing.
3 To manage payroll arrangements with external provider.
4 To provide administrative support, including typing, word processing and photocopying for the
staff team and groups associated with the Centre.
5 To coordinate the use of the Centre premises by maintaining the booking schedule for a
programme of services and events, as well as community groups and commercial usage.
6 To coordinate the maintenance and updating of the organisation’s website.
7 To coordinate the production and distribution of publicity materials.
8 To set up training suite rooms and liaise with commercial customers, including arranging
catering and preparing invoices.
9 On occasion to assist with events management and the delivery of services.
10 To supervise the project cleaner and oversee cleaning of the project premises.
11 To be responsible for day-to-day upkeep and management of the building, including
maintenance of the garden and outdoor areas and liaising with subtenants and contractors as
12 To be involved in the recruitment, training and supervision of volunteers.
13 To assist in the collection and collation of monitoring and evaluation data.
14 To manage stock control of office and stationery requirements and assist in the ordering and
purchase of organisational resources, including preparing invoices.
15 To establish and maintain a filing and record keeping system, which includes personnel
records, staff expenses and annual leave.
16 To distribute incoming mail and process outgoing mail.
17 To maintain information systems including the operation of computerised databases and
18 To work as part of the staff team, attending team meetings, undertaking supervision and
annual appraisal with the Director.
19 To work in accordance with all LGBT Centre for Health and Wellbeing policies and
procedures, including equal opportunities, health and safety, confidentiality and financial
20 To work evenings and weekends as required for meetings and other functions, for which time
off in lieu can be taken.
21 To carry out any other duties as may be determined from time to time by the Director which
may be reasonably required of the post holder relevant to the main purpose of the post.
This job description will be reviewed annually and may be subject to change.
2 Administrator & Project Assistant– Job Description March 2011
Job Title: Administrator & Project Assistant
Experience / Qualifications
Extensive experience of using Educated to SCE Higher level and/or a
Microsoft Word and Excel, databases, relevant secretarial or business
computerised accounting packages, administration qualification
email and internet Experience of web management
Experience of working on own initiative Experience of managing volunteers
and as part of a team Experience of organising events
Experience of the voluntary sector First aid certificate
Knowledge / Understanding
Committed to anti-discriminatory Awareness of lesbian, gay, bisexual
practice and transgender issues
Skills / Abilities
Computer literacy and numeracy skills Desktop publishing skills
Good communication and interpersonal Ability to deal sensitively with those
skills who are anxious or under stress
Ability to act as first point of contact for Full, clean driving licence
public and other organisations and
Good networking and relationship
Ability to organise, plan and prioritise
own work and meet deadlines whilst
remaining responsive to others
Ability to work well under pressure
Ability to work flexible hours, including
some evenings and weekends
Flexible attitude to the demands of the
post and the needs of the organisation
Highly proactive, motivated, positive
3 Administrator & Project Assistant– Job Description March 2011