Job Profile Charity Administrator

Winant Clayton Volunteers Job Profile – Charity Administrator

Job Title: Charity Administrator

Location: Bethnal Green

Responsible to: The Board of Trustees

Responsible for: No line management responsibility but may be expected to supervise volunteers and interns.

Contract: Fixed term 4 months (extension subject to funding and performance review)

Salary: £17,500 pro-rata (depending on experience)

Working pattern: Part time – 3 days per week

Standard hours are 9am—5pm.

Attendance at regular evening meetings/supervision and occasional weekend events is a requirement (time of in lieu will be given) .

Overview

Winant Clayton Volunteers runs an annual exchange of volunteers from the USA and the UK which is now in it’s 65th year. We recruit British volunteers to work in small not for profit organisations in New York and American volunteers to volunteer in similar organisations in London. Our volunteers work with a variety of client groups including children, homeless people, the elderly and those with disabilities.

We are governed and managed by a Board of trustees within which there are a group of trustees that oversee the volunteer programme who will provide support to the post holder.

The Charity Administrator will be responsible for administrative tasks that are essential for the smooth running of the volunteer programme and the charity; both the UK volunteers that we send to New York and the American volunteers we receive in London.

Job Description

Volunteer Programme Administration

Place adverts for the volunteer programme

Deal with enquiries from prospective volunteers via email/telephone

Collate volunteer application forms

Organise volunteer interview, briefing and supervision events

Assist volunteers to complete CRB forms and ensure declarations are obtained for all volunteers

Ensure volunteers obtain correct visas and assist with the visa process

Book flights, transport and accommodation for volunteers Liaise with placement organisations and attend placement visits

Liaise with accommodation providers and visit as appropriate

Provide general information, advice and support to prospective volunteers

Administer volunteer programme finances e.g. ensure payments are made and invoices filed

Any other duties which ensure the smooth running of the volunteer programme

Impact and Evaluation and Development Work

Contribute to the strategic direction of the charity

Facilitate the participation of volunteers, placements and service users in the impact and evaluation process

Collate quantitative and qualitative data and use this to produce summaries and reports

Contribute to fundraising bids and events

General administration/Finance

Be the main staff member responsible for administration in the office

Answer the phone and emails and sort post

Maintain organised filing systems, both manual and electronic

Keep effective financial records e.g. book keeping and ensuring all payments made and received are recorded.

Keep our contacts database up to date

Service trustee meetings i.e. preparing agendas and taking minutes

Any other general administrative duties as required by the trustees

Abide by all organisational policies and procedures

Attend regular supervision and performance review meetings

Any other duties to fulfil the role as required by the trustees

Promote and present the charity to external stakeholders.

Person Specification

Experience  A minimum of 1 years experience of office administration whether paid or voluntary (essential)

 Working for a charity in an administrative capacity (essential)

 Maintaining financial records/bookeeping and preparing budgets (essential)

 Supervising/Supporting volunteers (essential)

 Contributing to fundraising bids/work particularly in relation to the corporate sector (desirable)

 Organising fundraising events particularly in the context of a membership organisation (desirable)

Knowledge and skills

 Computer literate especially Word, Excel, Access and mailmerge (essential)

 Excellent verbal and written communication skills (essential)

 Good organisational and timekeeping ability (essential)

 Able to work as part of a team (essential)

 Capable of working on own initiative as well as taking direction (essential)

 Awareness of issues faced by volunteers especially those from abroad and with additional support needs (essential)

 Knowledge of the client groups WCV volunteers support e.g. homeless people, the elderly and people with disabilities (essential)

 Understanding of equal opportunities and diversity

To apply please forward your CV with a covering letter (AS ATTACHMENTS) outlining how you meet each point of the person specification to [email protected]

Initial Closing date: Thursday 26th September 2013

Applications received after this date may be considered if a suitable candidate has not been recruited.

You will only be contacted if you have been short listed for an interview.

Interviews to be held in late September (weekday evenings).

Preference will be given to applications who are able to start immediately (subject to references)