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 email@example.com
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
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
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
Experience working in an office environment
Experience of accurate data entry
Experience of implementing and monitoring office related procedures and systems
Understanding of Safeguarding and child protection procedures
Experience of working alongside finance teams/ leasing with bookkeepers
Skills and Abilities
Excellent numeracy/literacy skills.
Effective use of google drive and MS Office software
Fast, accurate word processing and an ability to ensure effective, professional standards of presentation
The ability to distinguish between conflicting demands, scheduling and planning work in order to meet priorities and deadlines
Ability to relate well to people and young people from various backgrounds
Ability to work autonomously as well as part of a team
Someone helpful, cooperative and sensitive to the needs and feelings of others, including a commitment to the organisation being youth-led.
Demonstrate and promote ESTEEM’s core values
Reliability, honesty, and a commitment to maintaining confidentiality
Approachability and flexibility in responding to emergencies and unforeseen events, and able to use own initiative in these circumstances.