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Job Description Job Description Title: Administrator and Finance Assistant to Community Hub Location: Oasis Community Hub Hadley (North London), with some travel to Oasis Hubs in Croydon, South London Hours: 40 hrs per week (1.0 FTE) Responsible to: Hub Leader Responsible for: Nil staff Salary: Grade F Job Purpose The aim of Oasis Community Hub Hadley is to support the transformation of our local community through empowering young people and local residents. Oasis Community Hub Hadley currently facilitates the following projects: Oasis Hadley Youth, Oasis Hadley Community and Oasis Youth Support at North Middlesex Hospital. The administration aspect of this role requires the individual to complete a range of relevant administration tasks for the project in order to maintain the smooth day-to-day running of the projects. The role will also be part of the team at Oasis Mulberry Bush Pre-school in Coulsdon. Mulberry Bush is an Ofsted rated Outstanding Pre-school, that also provides afterschool and holiday provisions for the local community. The Administrator will be require to support on to the Senior Manager in relation to finances. Context for Role Oasis believes that every person matters and, as a result develops community hubs that meet people’s holistic needs – educationally, physically, spiritually, economically, environmentally and socially that can benefit the whole person and the whole community. This post will strategically link with Oasis Community Hub Hadley and be embedded within the local team. The role will also work across the London and South East Region, working with the Hub leader to support Oasis Mulberry Bush Pre-school and the smaller hubs across the region. RESPONSIBILITIES: Strategy, planning and organisation Assist the Hub Leader in regular administration duties, these will include: updating and maintaining the project’s database. ensuring that regular data is compiled for partners and funders of the service. ensuring that the paperwork relevant to the projects are readily available for the Youth Workers. using systems in place to generate evidence of service impact. Coordinating/arranging meetings including room booking, informing participants and minute taking. JDPS – HAD Hub Team Administrator – Sept 2020 1 To support the Youth Workers in administrating AQA submissions. To support area leaders with administrating volunteering hours and accreditation. Support the wider team with coordinating timetables, monitoring and evaluation for activities. Update policies and documents for Oasis Hub Hadley and Oasis Mulberry Bush Pre- school as required. Work alongside the Oasis Academy Hadley office staff as required. Analytical/Creative/Problem solving The Administrator will require the individual to liaise with the Oasis Youth Service team and Steering Group to ensure that the project is reaching its aims, this may include: Developing and maintaining our internal and external communications via website and social media. Administrating the marketing for activities including newsletters, flyers and brochures for weekly activities. Ensuring that high quality data is kept on interventions to support the work of evaluation. Assisting in the process of updating a comprehensive information resource/directory of relevant services and organisations available for adolescents. Presenting relevant information, referral patterns and resources to the partners, for example to the steering group. Finance, Accounts and Petty Cash: Support the Hub Leaders in the financial management systems of the Hubs, including co-ordinating the petty cash system. Ensure that all financial workbooks are kept up-to-date on a monthly basis for the South East cluster (Oasis Hubs Hadley, Mulberry Bush and Ashburton Park). Liaise with the National Finance team on income and expenditure on a monthly basis. Complete orders on behalf of the Oasis Community Hub Hadley team following Oasis procedures Raise invoices for Oasis Mulberry Bush Pre-school and monthly reconciliation against accounts. Assist in monthly funding claims for Oasis Mulberry Bush Pre-school. Ensuring all invoices are paid on a timely basis. Community Space Protect the security, unlock and lock the premises, setting alarms according to agreed protocols. Follow safeguarding procedures when Young People/Adults at risk are on the premises. JDPS – HAD Hub Team Administrator – Sept 2020 2 Be responsible for health and safety in the building such as opening fire exits and safe use of electrical appliances in the absence of other Hub staff. Appropriately respond to crisis situations, reporting incidents to the Hub Leader. Record and refer any safeguarding concerns to the Designated Safeguarding Officer (DSO). General Carry out any other duties as may reasonably be required by your line manager. Research and highlight to the team relevant funding opportunities. Take every opportunity to raise support for Oasis Community Hub Hadley. Actively participate in the wider life of Oasis Community Hub Hadley. Relationships/Partners Internal: Oasis Hub Hadley staff Oasis Academy Enfield Oasis Academy Hadley Oasis Community Hub Ashburton Park Oasis Mulberry Bush Pre-school Oasis National office staff External: Local Authorities Local Authority Community Safety Team Local Authority Social Care Local Authority PCT Metropolitan Police North Middlesex Hospital Third Sector partners People Management Nil staff. JDPS – HAD Hub Team Administrator – Sept 2020 3 General To support and contribute to the purpose of Oasis To carry out any other duties as may reasonably be required by [line manager] To take every opportunity to raise support for Oasis Actively to participate in the wider life of Oasis (staff meetings, training etc) Safeguarding children and young people Oasis is committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, which may include an enhanced DBS check. The duties of this post may vary from time to time without changing the general character of the post or level of responsibility entailed. Signed: Employee: Line Manager: Print Name Print Name Date Date JDPS – HAD Hub Team Administrator – Sept 2020 4 Person Specification Hub Team Administrator Essential Desirable Qualifications GCSE level Maths and English or Administration related equivalent. qualifications Job knowledge/ Experience of working in an Compiling fundraising bids Experience/Skills administrative role. Intermediate Excel Strong computer literacy with strong experience. Excel experience. Finance experience in a Excellent oral/written communication community/ retail/ skills. education/ charity setting. Excellent mathematical skills. Able to function in diverse settings and with a wide range of people. Flexible approach to changes in circumstance. The ability to manage a range of different responsibilities. Commitment to safeguarding and promoting the welfare of children and young people. Personal Willingness to undergo appropriate Qualities checks, including enhanced DBS checks. Have a willingness to demonstrate commitment to the values and behaviours which flow from the Oasis ethos. Quality focused in all aspects of work. Friendly and able to cope in chaos. Punctual, reliable and honest. Confidential and sensitive to people in crisis. Open and inclusive embracing people of all faiths and lifestyles. JDPS – HAD Hub Team Administrator – Sept 2020 5 High levels of intrinsic motivation. Be resilient and able to work well under pressure, prioritise a heavy work load and work both reactively and pro-actively. Have a high degree of integrity, tact, diplomacy and organisational spirit. Have a “hands on” approach and be a team player. JDPS – HAD Hub Team Administrator – Sept 2020 6 .
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