Administrator

Employment
Contract Type: 
Contract / Temporary
Hours: 
Part time
Application deadline: 
Wednesday, 31 August, 2022 - 12:00
Based: 
Northumberland
Fixed Salary
£10
Per Hour
Employer: 
YMCA Northumberland

Job Purpose

 

To take responsibility for the YMCA Community Center reception during opening hours, ensuring high standards of customer service in all areas and to undertake a variety of finance and administrative duties.

 

The post holder will be expected to work on their own initiative, dealing with day to day issues as they arise, and to act as a general point of contact for the charity.

 

This role is offered at part-time hours on a 6 month contract

 

Main Responsibilities

 

Customer Service and General Enquiries

 

  • To ensure the building is opened and closed at the appropriate times and within set procedures.

 

  • To ensure that all visitors to the centre are offered an appropriate welcome and that, as far as possible, their requirements are met.

 

  • To answer general enquiries, ensuring that callers or visitors are provided with the correct information.

 

  • To take messages for other members of staff as necessary, and to ensure that these are passed on.

 

  • To take payments for fees and charges.

 

  • To fully support and contribute to the implementation of rules, policies and procedures.

 

  • To ensure that building users and visitors to senior staff are provided with refreshment as appropriate.

 

  • To assist in creating an atmosphere where the development of young people can occur.

 

Ensuring that Rooms are Prepared for Use

 

  • To assist with the running of the booking system for rooms and halls.

 

  • To ensure that the buildings, rooms and halls are prepared for each session and that the appropriate furniture, equipment and catering supplies are provided.

 

  • To ensure that the kitchen, all rooms and communal areas are clean, tidy and safe.

 

  • To undertake or authorise emergency repairs, where possible, in consultation with the Chief Executive.

 

Administrative Duties

 

  • To prepare monthly invoices and record payment.

 

  • To oversee the roomhire diary, including taking bookings

 

  • To distribute incoming post in accordance with set procedures and to ensure that outgoing post is properly weighed, recorded, stamped and sent.

 

  • To provide general administrative support to the Chief Executive.  This will particularly (but not exclusively) include filing, photocopying, data inputting and word processing.

 

  • To ensure stocks of stationery and other items are adequate.

 

  • To distribute information about the YMCA work as required by the Chief Executive.

 

  • To service meetings as required by senior staff.  This will include taking and typing minutes, preparing agendas and sending out information to those involved.

 

  • To act as a point of contact in arranging meetings and other events.

 

  • To oversee the petty cash system.

 

  • To prepare banking records as necessary.

 

  • To provide other administrative support to other staff by prior arrangement with the Chief Executive.

 

  • To provide photocopying and other services for members and users and to ensure that payments are received.

 

  • To oversee the annual leave system, absence record and staff rotas.

 

  • To support the maintenance of fire records, risk assessments and first aid stocks.

 

Working Within the Staff Team

 

  • To work closely with other staff, ensuring excellent standards of communication and teamwork.

 

  • To participate in staff meetings where appropriate.

 

  • To contribute to the induction of new staff.

 

Other Responsibilities

 

  • To maintain the highest levels of professionalism and confidentiality, with particular regard to the work with vulnerable young people.

 

  • To operate within the guidelines established for all of the YMCA staff.

 

  • To support other members of staff and to cover their duties where necessary in the case of holidays, sickness or other absence, in some cases at very short notice.

 

  • Other appropriate duties, as required from time to time by the Chief Executive.