LGBT Bristol Job Description Role: Office and Website Administrator (part-time) Hours: 12 hours flexitime (includes some evening work and very occasional Saturday work, with time-off-in-lieu (TOIL) Salary: NJC scale 4 sp 20 - 26, bet £19,048 – 22,937 pro rata Holidays: 5 weeks + Public Holidays, pro rata Pension: 5% Employer’s contributory pension Purpose: To provide effective, high quality administrative support Reports to: Development Worker and Management Committee Based at: The Create Centre, Smeaton Road, Bristol, BS1 6XN

Key Outcomes: Respond to enquiries from a variety of sources, both internal and external, by post, email, telephone and face-to-face, either directly or by referring them to an appropriate individual or organisation. Use OpenOffice Write or Microsoft Word to create and maintain a range of information, including word-processed documents, such as reports or letters. Use spreadsheets for numerical tasks, such as budget monitoring, producing summary reports, tabulating information or maintaining databases. Use WordPress, to manage the Forum website, including the Documents section Use Relevant proprietary ‘plugins’ to maintain information, such as listings and events calendar. Compose, type, format and distribute routine correspondence and bulletins; prepare documents for approval on complex correspondence. Undertake general office duties, including: opening, sorting and if necessary redirect post; filing; photocopying; maintaining an office diary; monitoring/ordering stationery; Cash handling; collection and reconciliation; maintaining a petty cash float. Maintain the Forum’s bookkeeping system, to enter all income and expenditure, carry out monthly bank reconciliation, as well as funds received and disbursed on behalf of other groups and community organisations. Ensure secure handling of confidential data and information, in compliance with the Data Protection Act 1999 and amendments. LGBT Bristol Maintain the Forum’s Hosted Server, including email accounts, installation of new applications using the ‘Softaculous’ automated installer and other routine maintenance like backups. This job description does not specify in detail the activities required to achieve these outcomes.

Context: The Bristol Lesbian, Gay Bisexual Forum and Transgender Forum – brand name ‘LGBT Bristol' - is a Registered Charity operating in the field of Equality, Diversity and Inclusion, for the benefit of Bristol’s LGB and Trans communities. The organisation seeks to engage with LGB and Trans people in the Bristol area in identifying and addressing issues of equality both within and outside LGB and Trans communities.

Key contacts: This post will involve working effectively and co-operatively with the Forum’s:  Development Worker (line manager)  Project Workers  Management Committee  Volunteers  Funders, Bristol City Council  LGBT organisations, like the Rainbow Group, OutStories, Freedom Youth etc.  Other Third Sector organisations : Equality Forums, Age UK, THT etc.

The key aims and objectives of the Forum focus on the benefit of:  the Forum’s membership  other LGB and Trans people in Bristol and surrounding areas  LGB and Trans Organisations  people and organisations working in the arena of Equality, Diversity and Inclusion

General Accountabilities The post-holder must :  promote safe working practices with regard to anyone in the office;  work within the Codes of Conduct, Constitution and Policies of the Bristol LGBT Forum, and follows the guidance set out in their contract and employment policies;  ensure that their work is of a high standard;  undertake such duties as are determined by the Forum management committee and line management, as required. LGBT Bristol Person Specification ESSENTIAL DESIRABLE (Must have) (An advantage) Knowledge and Experience Knowledge and Experience Understanding of the issues and needs Willingness to self educate about LGB of LGB and Trans communities and Trans issues, by research A willingness to learn about the Experience of working or volunteering for voluntary and community sector, and a voluntary or community organisation the equalities communities in Bristol Administrative work, minute taking, Good wordprocessing, data manipulation website maintenance and using the and data presentation skills web for research Experience of using or writing Experience of using Quality Control to procedures for a Quality Control System implement PQASSO or ISO 9001 Servicing meetings and events: Organising events and meetings Efficient communication and recording Organising committee papers Good understanding of access needs Experience of organising access at events and meetings Good organising and people skills Experience of working with management committees Good information recording, filing and Experience of setting up a filing system publicity skills Communications: Ensure all telephone, email and postal Ability to use Skype queries are actioned and recorded Ability to field enquiries to appropriate information source Ability to use Twitter and Facebook Data-handling Database maintenance (spreadsheets Experience of setting-up and using as well as database applications) databases/spreadsheets in OpenOffice Experience of bookkeeping using Excel Experience of using QuickBooks and or other spreadsheet application using on-line banking Collect and enter information from Knowledge and experience of surveys and questionnaires questionnaire and survey design Producing minutes, agendas, reports, Any of the following: touch-typing, audio- letters typing, or copy-typing LGBT Bristol Produce adverts, publicity leaflets, Knowledge of using OpenOffice Draw to flyers and posters, using standard word- produce graphics, printed material, web processing using embedded images and images, converting images between artwork formats Exporting documents to PDF format and Experience of using Issuu pdfs; embedding in web pages embedding video in Web pages Equality awareness Willingness to learn about equality Good knowledge and understanding of legislation the Single Equality Scheme Knowledge and understanding of Experience of LGB and Trans issues in one various equalities issues or more equality strand Personal Skills Ability to work alone or at home, with minimal supervision Ability and willingness to learn new IT Experience of managing hosted websites packages with minimal instruction, using cPanel / File Manager and especially to run a website ‘Softaculous’ or other Ability to work as part of a team Ability to proof read and follow written instructions accurately Abilities and Aptitudes Ability to communicate effectively, in Good telephone manner and ability to writing and verbally listen well Ability to accurately assess situations Understanding of confidentiality and respond appropriately Ability to organise and prioritise work, to meet deadlines and achieve targets Ability to maintain, update and upgrade Interest in computing and pc's information systems securely Ability to ensure information is current Experience of using web searches to and accurate cross-check information Ability to maintain a range of Knowledge of CSS / HTML / PHP information, updating and periodically Knowledge of WordPress and plugins or purging obsolete information other Personal qualities Welcoming and approachable Experience of working with people Friendly, polite and patient Non-judgemental Understanding of vulnerable people