Business Administrator at ESTEEM

ESTEEM is looking for an experienced and confident Administrator to develop and manage all administrative systems within the organisation and to support ESTEEM in it's work with young people, volunteers and external organisations. To ensure the office is running efficiently and to work consistently to ESTEEMs values.

Contract: 3 years
Closing date: Friday 1st October 10am
Interviews to be held on Wed 6th October

Please complete an application form on our jobs board http://esteem.org.uk/jobs-board/ detailing your experience and how you fulfill the person specification. Please send this to hr@esteem.org.uk

Principal tasks and responsibilities

Organisational Administration and Communication

Support Admin Assistant with the preparation of Team Meetings - scheduling meetings, preparing agendas, taking minutes and sending these around to the team.
Refining and creating efficient office systems - looking for ways that current systems can be improved ensuring procedures are well documented and referenced.
Google Drive management - Organise shared documents to make them as easily accessible as possible to staff and volunteers.
Checking and maintaining the general ESTEEM email inbox, responding to enquiries and forwarding emails to the most appropriate team member to take forward.
Open all post received by ESTEEM and action/communicate to relevant persons accordingly.
Update templates when required so information is relevant including staff handbooks as directed by the management team..
Administrative support to communicate changes within the organisation as directed by line manager and management team
Support staff team with administrative tasks on an ad hoc basis.

HR Related Administration

Undertaking DBS checks and reference requests for new adult volunteers, staff and trustees, which includes checking identification and maintaining a system for tracking and actioning renewal.
Supporting new starters - sending out new starter information to new staff members & setting up new starters on Breathe system inc. welcome email, adding to the relevant email group.
Maintaining BreatheHR online HR management system and ensuring information is up to date.
Work with Administration Assistant to ensure all current policies and procedure documents are added to the Breathe system - ensure they are read and followed up with team members (follow up with individuals).
Updating staff records including training.
Create and refine HR systems and procedures in line with project managers and create documentation on these
Send holding email when receive adult volunteer applications
Provide administrative support when recruiting new members of staff, such as advertising opportunities with recruitment websites, pulling together job descriptions, amending contracts when required
Staff engagement & satisfaction

Finance
Notifying payroll manager each month with staff salary information & set pay day for creation of payslips
Liaising with PJCO Bookkeeper, passing on invoices to be paid

General
Managing Admin assistant, supporting and encouraging young adults with administration tasks, sharing knowledge and training.
Upholding ESTEEM values and culture in all work.
Helping to organise team birthday celebrations and team events

Person Specification

Essential
Desirable
Experience

Experience working in an office environment
X

Experience of accurate data entry
X

Experience of implementing and monitoring office related procedures and systems
X

Understanding of Safeguarding and child protection procedures

X

Experience of working alongside finance teams/ leasing with bookkeepers

X

Skills and Abilities

Excellent numeracy/literacy skills.
X

Effective use of google drive and MS Office software
X

Fast, accurate word processing and an ability to ensure effective, professional standards of presentation
X

The ability to distinguish between conflicting demands, scheduling and planning work in order to meet priorities and deadlines
X

Ability to relate well to people and young people from various backgrounds
X

Ability to work autonomously as well as part of a team
X

Personal Attributes

Someone helpful, cooperative and sensitive to the needs and feelings of others, including a commitment to the organisation being youth-led.
X

Demonstrate and promote ESTEEM’s core values
X

Reliability, honesty, and a commitment to maintaining confidentiality
X

Approachability and flexibility in responding to emergencies and unforeseen events, and able to use own initiative in these circumstances.
X

More info
Date added

15th September 2021

Organisation

ESTEEM

Deadline for applications

1st Oct 2021

Salary

£21,000 per annum

Hours per week

22.5 hours per week

Categories

Administration / Reception / Secretarial

More info »

http://esteem.org.uk