IT and Corporate Services Officer Job Description

Transcription

1 IT and Corporate Services Officer Job Description Job Title: Team: Reports to: Location: Hours: IT and Corporate Services Officer Central Services Director of Finance & Corporate Services London 35 hours per week Background Beanstalk is a dynamic and expanding national children s charity that recruits, trains and supports volunteers to work in primary schools with children who have fallen behind with their reading. Beanstalk reading helpers work with children on a one-to-one basis, giving them consistent support to improve reading levels, increase overall confidence and help them gain the vital literacy skills they need to succeed in education, training and employment. With Beanstalk's support the child's approach to learning and enjoying reading is often transformed. Main purpose and objectives of the job To support both Central Office activities and the Services functions based across England with the opportunity to undertake projects in areas of organisational effectiveness, IT and Central Services. To be primary contact for IT outsource provider supporting Central Office and local staff for all IT issues To bring part of the IT outsource costs in house To look for creative ways to deliver organisational effectiveness through technology and improved use of central resources Work alongside the Director of Finance & Corporate Services to write the IT strategy for Beanstalk To assist with IT procurement in researching, negotiating, analysing and planning between Beanstalk and IT suppliers To support Central and Local Offices (including home workers) on Health & Safety, efficient ordering and use of resources To support the Director of Finance & Corporate Services in the effective delivery of corporate support leading to improved service delivery To provide support for the Beanstalk CRM system 1

2 Key Tasks and Responsibilities Technology Support To own and manage relationship with IT outsource provider liaising with them to ensure effective resolution of IT/server problems To bring part of the IT support in-house To support upgrades of IT software and hardware for central and local offices To develop improved technology support for organisational delivery linking use of software, hardware and web-based solutions To co-ordinate with IT outsource provider arrangements for new starters, identifying hardware and software requirements and communicating and arranging these things To manage contract for company mobile phones to ensure a cost effective and efficient service for all Beanstalk staff. To negotiate new contracts if necessary and to provide technical support to all users. To maintain Central Office phone network, providing technical support liaising with the service provider if necessary. To manage and maintain the contract. To jointly support the Operations CRM database working with outsourced IT provider and Operations team. To investigate methods of bringing part of CRM database in-house. To jointly support Fundraising database (Raiser s Edge) working with outsourced IT provider and Fundraising team To manage the company Intranet and website, liaising with developers and webhosts on improvements and maintenance alongside working with the Communications team Office Management (Central Offices) To support the running of Central Office in managing resources, ordering stationery and equipment, managing the daily post, maintaining the franking machine and managing recycling processes To maintain and update the staff directory To answer the telephone and field queries as required working within agreed rota. To provide a friendly, professional and efficient telephone service to all callers to Beanstalk including ensuring answer phone messages are cleared each day and that appropriate answer phone messages are in place at all times To maintain the Fixed Asset Register linked to the continuous upgrade of hardware Office Management (Local Offices) To support compliance with Health and Safety Regulations at Central Office and local offices, coordinating administration of annual local office risk assessments To proactively plan and implement the rollout of hardware to ensure organisational readiness To effectively plan and implement opening/closing/moving branch premises, working with local staff to arrange removals, redirect post, phone lines, electricity and gas connections, install broadband in new office, and be the first point of contact for the new location throughout the process To distribute stationary orders as required Central Services, Central Purchasing and Co-ordination To research and co-ordinate central purchasing contracts and ordering and to manage IT suppliers To create and maintain a database of Beanstalk contracts and leases 2

3 Project work Assist the Director of Finance & Corporate Services with ad-hoc projects. These will be dependent on the needs of the organisation and time available, but examples could include: o Update of organisational policies. Ensuring policies are developed/ refreshed on a timely basis by appropriate individuals, reflect current best practice and legal requirements and are suitable for the organisation; o Development of technology solutions linked to cross-platform working (KPIs, system reconciliation, etc.) The post holder will also form part of Beanstalk s wider support team and will provide cover for other positions as needed, assisting with any ad hoc requests as necessary. Beanstalk is committed to safeguarding the welfare of children and young people and requires all staff and volunteers to share this commitment 3

4 Job Title: IT and Office Assistant Date: Location: Central Office Requirements Essentials Desirable 1. Qualifications/ Education/ Knowledge Educated to degree level or equivalent Excellent knowledge of IT and ability to support non-technical users Understanding of how systems are delivered across multiple platforms 2. Experience Can demonstrate experience in planning and working to objectives and meeting operational targets and deadlines Significant experience devising and maintaining administrative systems Experience of analysing management information and making recommendations for action based on data Experience of developing and managing a CRM system Working with volunteers Confidence in dealing with senior people and tact in handling confidential information Experience of identifying and resolving IT problems both remotely and centrally Experience of working with IT outsourcing providers 3. Abilities - both aptitudes and skills Ability to represent and promote Beanstalk s to community groups and other stakeholders Good telephone and interpersonal skills Excellent organizational skills 4

5 The commitment to getting tasks done and completing work to a high standard to tight deadlines Able to identify and solve problems within scope of the job Strong numeric and financial aptitude Good communication skills, written and verbal, with an approachable, confident and diplomatic manner The ability to manage conflicting responsibilities when they occur and prioritise effectively Excellent skills in Microsoft Office applications Ability to operate with a good degree of autonomy and demonstrate initiative The ability to work as a member of a team The ability to work with people from diverse backgrounds 4. Personal qualities Commitment to work of Beanstalk Resilience Openness to change Follows processes and procedures Attention to detail Exercises good judgement 5

6 A commitment to equal opportunities and diversity 5. Circumstances /Health Able to travel on business, work flexibly and on occasion stay away from home overnight 6