The City of Winchester Trust is Winchester’s civic society and is a registered charity. It is dedicated to ensuring that Winchester is a vibrant and desirable place to live, work, study and visit. It has approximately 500 members. The Trust is seeking an Operations and Administrative Officer to support the smooth running of the Trust. The successful candidate will work an average of 12 hours per week, comprising two approximately five-hour days in the office (Mondays and Wednesdays) with the remaining time either in the office or working from home. Occasional evening work attending meetings and events is required. The post is the only paid role at the Trust. General • Be responsible for maintaining the Trust’s administration, including an effective filing system and record keeping. • Produce and distribute agendas and attend meetings. Produce and circulate minutes of the meetings and ensure agreed actions are implemented. • Assist with projects and other activities as required. • Manage time effectively and keep timesheets of work. • Liaise with and manage membership of other organisations as required. Communications • Manage effectively the Trust’s post, email, website and social media. • Write articles for the Trust’s newsletter, website, Mailchimp updates and social media (desirable but not essential). • Manage member communications through phone, email, Mailchimp updates and the printed quarterly newsletter. • Supervise the management and use of the Trust’s archives. Membership • Maintain and manage membership records digitally via MS Access database, in hard copy and via email lists. Maintain strict confidentiality of all membership records, both electronic and paper. • Register new members and send welcome pack. • Manage membership subscriptions via GoCardless (direct debits), standing orders and cheques. • Develop and maintain a familiarity with the membership database, and provide advice to the Trustees on available skills and volunteers. • Maintain excellent relationships with the membership. Act as the initial contact point for members. This involves answering queries, sending out information, etc. • Maintain Gift Aid paper and digital records. • Assist with the administration of members’ events. Events • Assist with events as required. This includes helping to organise events, booking venues and generating publicity for events. Financial • Deal with all incoming invoices. • Record and pay in to the Trust’s bank account all monies received at the office. • Assist the Hon Treasurer as required on budget and year end accounts preparation and the Gift Aid return. • Calculate salaries using HMRC Basic PAYE Tools software; maintain PAYE records and arrange for payment of monies due to HMRC. • Submit Charity Commission and Companies House annual returns. • Use SumUp card reader and app to take payments as required. Newsletter (desirable) Chair the Trust’s editorial board and edit and produce the Trust’s printed quarterly newsletter TrustNews using Microsoft Publisher or other desktop publishing software, in liaison with the editorial board. This includes: • Writing articles as required. • Ensuring that articles are written as agreed and to deadline, preparing page layouts and sourcing pictures and illustrations. • Liaising with the printer, printing envelopes, buying postage, organising volunteers to help with the mailing. Property administration Two flats • Liaise with the letting agencies as their first point of contact on tenancies and property maintenance. • Work with the letting agencies to find appropriate tenants and organise internal approval of shorthold and periodic tenancy agreements. • Organise approval of property repair and maintenance requirements. Office • Liaise with Trustees to ensure that the Trust complies with legislation on fire safety. Act as the official fire warden. • Liaise with Trustees on any issues relating to the office, including approval of funds for repairs and maintenance. • Manage the Trust’s maintenance contract on the intruder alarm, fire alarm and fire extinguishers. • Work with the Hon Treasurer annually to negotiate and agree the Trust’s insurance policy. • Maintain stocks of required supplies including stationery, computer consumables, cleaning and hygiene materials, refreshments. • Arrange and supervise office cleaning and gardening. • Manage existing electricity, water and broadband contracts and negotiate new contracts at the end of the contract periods, ensuring the best deal for the Trust. Person specification • Excellent communication skills. • Excellent computer skills using Microsoft Office applications (Outlook, Word, Access, Excel, Publisher, Powerpoint) and other appropriate applications such as desktop publishing software. • Excellent written and spoken English. • Competent in website design and management, with knowledge of Squarespace software preferred. • Experience of social media platforms. • Strong administrative and organisational skills. • Ability to work effectively as part of a team. • Ability to self-motivate and work alone and manage own time efficiently and effectively. • Ability to develop and maintain friendly and professional relationships. • Ability to represent the Trust in a positive and professional way at all times. • An interest in the city of Winchester and planning is advantageous.