If you wish to have an informal discussion about the post, please contact me at or telephone

Transcription

1 November 2016 FCFCG Administrator Dear applicant, Thank you for your interest in this post. Please find enclosed some background information and other details to help you decide whether to apply for the position, along with a job application form on which to apply. In the interests of equality CVs will not be accepted. Applicants will be assessed on their ability to meet the criteria listed in the Person Specification. Enclosures: Background information Job description Person specification Application form Equal opportunities monitoring form Applications should be submitted by to hradmin@farmgarden.org.uk. The closing date is 12 midday, Monday 21st November s will be held on Tuesday 29th November 2016 at The GreenHouse, Bristol. Candidates short-listed for interview will be informed by Wednesday 23rd November 2016, so please ensure that you provide us with a phone number on which we can reach you on this date. We will not contact unsuccessful candidates. If you wish to have an informal discussion about the post, please contact me at charlie@farmgarden.org.uk or telephone Yours faithfully, Charlie Powell FCFCG Director Head Office: The GreenHouse, Hereford Street, Bristol BS3 4NA Tel: Fax: admin@farmgarden.org.uk Patron: HRH The Prince of Wales Charity Number Company Number

2 October 2016 Background information for the post of Administrator The Federation of City Farms and Community Gardens (FCFCG) is a small, flexible and dynamic UK charity that supports community groups to manage their local green spaces, and through this helps communities to grow. We are currently looking to recruit a positive, highly organised and pro-active Administrator to work from our UK office in Bedminster, Bristol. The Administrator is expected to work closely with the Director, playing a key role in the smooth running of the organisation. The successful candidate will: Be flexible, adaptable with excellent time management skills. Have excellent attention to detail. Be positive, have lots of initiative and a can-do attitude. Be calm and unflappable. Confident in making decisions. Love admin, and have excellent IT skills including Microsoft Office. Be a great communicator. We are a small team and we really want someone who is prepared to get down to the job, work hard, can cope with distractions and retain a sense of proportion and good humour at all times! Experience in working in the voluntary sector and an interest in community farming and gardening is desirable but not essential. How we are structured FCFCG is a registered charity governed by a Board of up to twelve trustees (charity Trustees are also the Company Directors), comprising elected representatives from city farms and community gardens. The Director has overall responsibility for the management of the charity, supported by the Assistant Director. We have a further 5 part-time staff at the head office, and a further 20 part-time colleagues across the UK, providing a range of resources, training and networking opportunities to our 500+ members from 9 offices across the UK. The GreenHouse is normally open 9am-5pm Monday to Thursday.

3 October 2016 Job Description: Administrator Reporting to: Responsible for: Hours: Location: Duration: Job purpose: FCFCG Director Close liaison with FCFCG managers and other staff; management of cleaner, volunteers and contractors at the GreenHouse hours (equivalent to 3 to 4 days per week, with flexible hours, spread over Monday to Thursday depending on suitable candidate) The GreenHouse, Hereford Street, Bedminster, Bristol BS3 4NA Permanent To act as an efficient and professional first point of contact for FCFCG s UK Office at The GreenHouse, and manage the GreenHouse building Working with the Director, to manage administrative and logistical functions of the Federation Responsibilities and key tasks: Administrative functions Responding promptly and efficiently to incoming telephone calls and enquiries, including responding to information requests from members, staff and external bodies, and forwarding and signposting enquiries to relevant specialist staff or contractors where appropriate. Delivery of office management functions for The GreenHouse, including administrative systems, maintenance, staff cover, some statutory requirements, office supplies, telecoms and office equipment. Liaise with IT contractors. Assist in the administration of staff recruitment, including producing job packs, advertising posts, co-ordinating job applications and arranging interviews and induction. Organise Board meetings, board and staff travel and other events as required, including handling online bookings, co-ordinating paperwork and managing logistics such as catering, accommodation and travel. Manage bookings for our meeting room and liaise with clients on the day, ensuring that clear and accurate booking records are kept, relevant paperwork and invoices are issued, and that equipment, catering and other facilities are available as required by clients. Assist with updating FCFCG information resources, including updating events and job adverts on our website.

4 Provide administrative support for project work as required, including for the Growing Together partnership. Working with other colleagues to maintain relevant insurance policies for FCFCG. Health and Safety Working with our Specialist Administrator responsible for HR to ensure that the Federation s Health and Safety is implemented across the organisation, ensuring that legal obligations are met in all offices and that paperwork is up to date, including for risk assessments, fire safety, lone/at-risk worker safety, driving for work, first aid and staff induction. Ensure that the GreenHouse premises are kept in a safe, tidy and clean state at all times, liaising with the cleaner. Liaise with contractors regarding the day-to-day upkeep and maintenance of the building. Act as the appointed first aid person and fire officer. Finance: Provide administrative support to the Finance Team, including filing and recording transactions on spreadsheets and QuickBooks (training can be provided). Assist the Finance Manager with processing incoming invoices and managing petty cash. There may be scope to develop the financial aspects of the role if desired. General duties: Take responsibility for your own safety and ensure that colleagues and visitors are not exposed to danger. Work effectively and considerately with other FCFCG employees and volunteers to promote the aims and objectives of the Federation and present a positive image of the Federation to members and the public. Abide by the Federation s policies and endeavour to follow good working practice at all times. Undertake such other duties as may be reasonably requested by your line manager, including completing appropriate training.

5 Further Information: Salary: Pension: Hours: Leave: Location: Support: FCFCG Grade C, 19,939 (pro rata) per annum starting salary, rising to 21,745 (pro rata). This post is part-funded by the National Lottery through the Big Lottery Fund. 5% of above salary for standard contracted hours after successful completion of a 3 month probation period. The office is generally open 9am to 5pm, 4 days per week; flexible hours ( hours) spread over Monday-Thursday. The job may involve occasional unsocial hours and time off in lieu. 25 days annual leave plus bank holidays pro rata, by arrangement with the Director The GreenHouse, Hereford Street, Bristol BS3 4NA, with occasional travel to other parts of the UK. Monthly work review sessions and an annual appraisal will be held with your line manager.

6 Person specification: Administrator Essential or How Assessed desirable 1. Qualifications GCSE (or equivalent) Maths and English passes E Application 2. Practical experience At least two years experience in an office environment E Application + Experience of organising events D Application + Experience of booking travel D Application + Experience of working in the voluntary sector D Application + Experience of working with volunteers D Application + PA support to senior staff D Application + Experience of occasional lone working D Application + 3. Knowledge Administrative systems E Application + Use of the internet for research and communication E Application + An understanding/knowledge of city farms, community gardens, and/or allotments D Application + An understanding of finance systems such as QuickBooks or Sage. D Application + 4. Skills Excellent verbal and written communication skills E Application + Good writing style, grammar and proof-reading skills E Application 5. Personal attributes Ability to handle a range of incoming and outgoing post and to process data accurately Excellent PC skills, including a good working knowledge of Microsoft Office, Outlook and Excel E Application + E Application + Knowledge of MS Office 365 D Application + Ability to work well in a team, but also an ability to selfmanage / make decisions E Experience of working with a database(s) (e.g. CiviCRM), and use of websites Self-motivated, able to work unsupervised, to take initiative and to meet deadlines D Application + E Highly organised, with good time management E Responsible, reliable and likes to be helpful E Pleasant and professional manner when dealing with the general public, community groups and other organisations Excellent attention to detail, including ensuring that the office is kept clean and tidy. E E Application+