Administrative Manager

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1 Job Description Administrative Manager Please ensure you read this JD very carefully before applying. Candidates must be able to show they match our employment criteria through either direct experience or transferable skills and experience in their covering statement. Accountable to the Board of Trustees: 15 hours per week office-based in Taunton town centre. This is a key formative role for Martha Care and your work will form the solid foundation for the charity s service and management as it grows and develops in the future. We are looking for an experienced, efficient and self-reliant person who is able of looking at both the detail of the charity s day to day management and the long-term strategic goals and drive the service forwards into growth. The successful candidate, you, will have the following attributes: Determined Share the values and aims of Martha Care as a charity Self-motivated Knowledgeable Confident in dealing with people Resourceful & creative with the ability to think outside the box when facing challenges Excellent literacy and numeracy skills Excellent IT skills, fluent in using Office spreadsheets, publisher, word, Wordpress, donation and marketing software An excellent recruiter, motivator and manager of people, including volunteers An excellent networker Calm and assured in their work Target focused and efficient Have an eye for effective business service delivery As the charity s administrative manager you will be responsible for the efficient and effective completion of all the charity s administrative tasks. You will be responsible for recruiting and managing a small team of core support Registered Charity Norbins Rd, Glastonbury, Somerset BA6 9JF

2 volunteers. You will be responsible for undertaking the financial reporting to ensure the board of trustees are able to comply with their duties in accordance with the requirements of the Charity Commission. You will be accountable directly to the charity s treasurer for this part of the role. Tasks include: website management, including at least weekly updates Direct and remote management and supervision of volunteers, apprentices, employees, including recruitment keeping a close overview of the work our supporters are doing and promoting this to maximise income and future support using social media and the website donor and support liaison, ensuring families contacting the charity for support receive prompt, effective and respectful responses. Writing and implementation of effective administrative policies and procedures to ensure the charity works in compliance with the law in all respects. word processing, audio and copy typing, letter writing, dealing with telephone and enquiries, creating and maintaining filing systems. ensuring the charity s financial management is efficient, prompt and compliant, including payment of invoices, costing and commissioning of services anticipating and managing the charity s marketing, IT and publicity requirements Commissioning & purchasing prompt and timely completion of tasks and services ensuring all staff & volunteers are fully aware and signed up to the charity s statement of purpose and behave accordingly You will be efficient, effective and knowledgeable and confident in the organisation and management of a small charity. You will need to ensure the office systems, processes and all the charity s requirements are applied consistently and effectively. You will oversee the induction of all users in new tasks to ensure consistency and efficiency across the service, from board level to volunteers. You will manage and contribute to the charity s financial management systems and be skilled in Excel and spreadsheet management. You will identify, source and cost services to ensure the effective and efficient running of the charity. You will support the charity s marketing through commissioning and delivery of all aspects of marketing needs, including printing of information. You will be able to work with minimal supervision to ensure the efficient and effective delivery of Martha Care s services. You will be prepared to work flexibly within your hours to ensure the effective running of the charity, including occasional weekend and evening work. You will maintain the charity s records to a high standard and will be familiar with the use of Google Drive and cloudspace to store, share and collaborate on working documents. Working closely with the chair of the board of trustees, you will take responsibility for ensuring the charity works within its own deadlines and targets. You will be adaptable and flexible to match the growing requirements of Martha Care as your productivity brings in improved results. You will be willing to take initiative whenever required, being able to act to ensure Martha care is as efficient and cost effective as possible whilst ensuring the charity is able to maximise opportunities to generate income and improve satisfaction levels.

3 The Martha Care administrative manager is expected to be able to use, and support/train others in the use of, a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, Publisher, Wordpress etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases; to oversee and motivate staff and volunteers; maintain and support the electronic administration systems required by users of the system. You will establish and maintain an exceptionally high standard of professionalism for the charity, ensuring families, supporters and donors are treated with the utmost respect and dealt with efficiently, helpfully and with a close eye on maintaining future relationships in support of the charity. This applies in particular to the sending out of acknowledgement letters, maintenance of the donor database, sending regular appeals, s and newsletters. You will be able to build and develop networks of support throughout the South West region to safeguard and promote the long-term sustainability of Martha Care. You will feel strongly about wanting the very best for all families facing adversity and have the utmost respect for those who need the support of Martha Care when they are caring for a very ill or injured child in hospital. General duties to include: Ensuing the charity is compliant with all the requirements of the charity commission, charity regulations and governing documents Ensure the charities records are maintained and stored in a safe and legally compliant manner in accordance with data protection Maintenance of the various databases used for contacting donors and recording income, service delivery and other aspects of the charity s management Devising, improving and maintaining office systems; Direct support to the fundraising manager Ensuring Martha Care financial and administrative processes are kept bang up to date Record and database management: ensuring the details of both are legally compliant and up to date Distribution of regular updates through newsletters, marketing etc Recruitment, management and support of volunteers to assist in the effective and efficient completion of all the administrative and communication tasks Ensuring reports to the board of Trustees are succinct, focussed and precise to facilitate rapid yet accountable decision making for the charity Management of the website, including regular updates, organising and storing paperwork, documents and computer-based information; booking facilities and contributors for fundraising events maintaining the Martha Care database of supporters and clients including effective use of CRM using content management systems to maintain and update websites and internal databases; invoicing; budget spreadsheets & reporting management; ordering and maintaining stationery and equipment supplies; sorting and distributing incoming post and organising and sending outgoing post; to complete submissions to the Charity Commission for approval by board of Trustees, including Annual Returns Banking; paying-in, paying bills Thank you letters & other correspondence Gift Aid claims Salaries including HMRC returns and National Insurance returns Producing regular financial reports for the Board of Trustees & Treasurer The collation and storage of data for support fundraising applications Liaising with supporters of Martha Care

4 Monitoring advances in CRM data management & sourcing the best services to support the charity s aims Any other task commensurate with the role Other duties may include: recruiting, training and supervising junior staff and delegating work as required; manipulating complex statistical data; arranging both in-house and external events. To be available at additional times when required to complete specific tasks. Hourly rate will be payable for additional hours worked above those contracted. Skills: Methodical and organised Capable leader Excellent problem-solving skills Self-motivated & able to work with minimal supervision Able to collate, manage, organise and share information Able to manage, recruit and motivate staff and volunteers Maintain a very high level of professionalism Good at prioritising and delegating tasks Task focused to ensure tasks and activities are completed in good time and to a high standard A good team player Computer literacy and good typing skills A good level of English spelling and grammar Accurate with good attention to detail Focused Shows initiative Numerate Good communication skills Able to devise and manage data storage and other IT systems Flexible Hours: 15 hrs per week: Tuesday, Wednesday & Thursday 9am 3pm Salary: 9 per hour ( 16,380 pa fte) How to apply: Closing date for applications: 5pm Sunday 1 st March 2015 Interviews will be held in Taunton town centre. Send your CV and covering statement to our contact address. Your covering statement should include any links to those projects you ve already been involved with to evidence your proven track record in the tasks detailed here. Selection will be through interview and tests held in Taunton in February.

5 Induction will include spending time in Bristol Royal Hospital for Children with the Martha Care worker. If you d like to find out more about the post please contact Maggie Mickshik on or January 2015

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