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Administrator _ Project Assistant JD_PS - March 2011

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					       Job Description
       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.

       Dimensions

       The post holder will be based at the LGBT Centre for Health and Wellbeing (Howe Street,
       Edinburgh).

       Organisational Chart

                                                               Board of Directors

                                                                  Director


                  MH PROJECT
                                                   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
                                                        MHDW             Project
      I           Worker (MH)          Assistant
                                                                       Assistant &
  Volunteers           I                 (MH)
                                                                        Volunteers
                   Volunteers




                                                                  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
   required.
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
   mailing lists.
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
   systems.
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
Person Specification
Job Title:      Administrator & Project Assistant


Essential                                        Desirable

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
    and/or volunteering

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
   community groups
 Good networking and relationship
   building skills
  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
   and enthusiastic




                                                     3           Administrator & Project Assistant– Job Description March 2011

				
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