Centre Administration and Communications Officer - Maternity cover
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Base pay range
Job title
Centre Administration and Communications Officer - Maternity cover
Location - onsite
Port Dundas, Glasgow
Hours
Full time 9am – 5pm, Monday to Friday
Reporting to
Centre Manager
Job Purpose
The post holder will support the delivery of Cerebral Palsy Scotland’s work by being the welcoming face to everyone who comes into the centre or contacts the centre by phone or email. They will work closely with the Centre Manager and provide administration support to all teams to ensure the smooth running of the work of the centre. They will be specifically responsible for keeping up to date with communications with supporters and beneficiaries, including thanking donors, posting updates on social media and will assist colleagues with the planning and administration of events.
Main Duties And Responsibilities
General Administration
* To work with administration, therapy and fundraising colleagues to ensure the smooth running of all operations in the centre
* To provide admin support to the senior management team
* To contribute to maintaining the centre’s filing, record keeping and data base systems
* To ensure all centre information is kept accurate, relevant and up to date
Reception
* To welcome visitors to the centre
* To operate the telephones during centre opening hours – taking messages and passing on calls
* To ensure that all incoming and outgoing mail is sorted and franked as appropriate
* To take mail to local post office when required
Information and Communication
* Building Cerebral Palsy Scotland’s communication channels to remain connected with supporters, the cerebral palsy community and other audiences
* To support development and delivery of our digital and print communications offer
* Manage and produce content for Cerebral Palsy Scotland platforms
* To assist with the dissemination and distribution of information about Cerebral Palsy Scotland projects and services to professionals and non-professionals across Scotland
* To work alongside colleagues and outside agencies to develop information about cerebral palsy for children and adults with cerebral palsy, in print and online
* To work alongside colleagues to play a vital role in the planning of the exhibition and programme at the annual Cerebral Palsy Scotland conference
Facilities Management
* To run the meeting rooms booking diaries and to ensure meeting rooms are set up as required for colleagues
* To assist with the running of courses, including advertising, sending out information and taking bookings, invoicing, payment confirmation, catering and passing information on to other staff members as required
* To be the nominated fire warden for the building and keep paper work up to date and to carry out weekly fire alarm tests and test evacuations as required
* To be responsible for general stock control in the centre, particularly with regard to stationery, cleaning equipment and refreshments
* To be the point of contact for any building issues and work with Centre Manager to liaise with contractors in booking appointments and scheduling work.
* To assist in cleaning duties as required
Financial
* Purchase orders – to operate the purchase order system, to issue purchase order numbers, ensure that they are signed, approved and logged on the system
* Invoices – to match invoices with purchase orders and distribute for payment to the CEO and to issue invoices when appropriate and to chase unpaid invoices
* Payments – to keep a log of payments received and ensure accountant receives monthly copies of all PO’s and invoices.
General
* Have an understanding and awareness of cerebral palsy
* To carry out all reasonable tasks as may be required
* Maintain a confidential, sensitive and discrete approach to personal, sensitive and organisational information
* Contribute to a culture of equality and demonstrate a commitment to creating a genuinely inclusive organisation
* Represent the organisation in a positive manner
* Adhere to and uphold Cerebral Palsy Scotland’s mission, vision, social purpose, strategic aims and values
* Act with integrity and maintain the highest professional standards at all times
* Compliance with Cerebral Palsy Scotland policies
This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform. The job description will be reviewed regularly and may be changed in the light of experience and in consultation with the post holder.
Person specification
Person Specification
Essential Experience
* Customer service experience or similar role
* Good level of education
Desirable Experience
* Working for a charity
* Higher English and Maths
Knowledge And Skills
Essential Experience
* Experience of dealing with the public
* IT literate including MS Office
* Previous experience of working in a team
* Strong written and verbal communication skills.
* Good planning and organisational skills
* Able to use own judgement, resourcefulness and common sense
* Able to work under pressure
* Able to multi-task
Desirable Experience
* Quick to pick up new skills
* Willing to learn new skills
* Pleasant and articulate manner
Personal attributes
Essential Experience
* Ability to work effectively and positively as a team member
* Passion and a positive attitude.
* Accurate and able to ensure attention to detail
Essential Experience
Other Job related requirements
* An understanding, acceptance and adherence to the need for strict confidentiality
* Willing to step in and help other team members as required
Desirable Experience
* Sensitivity and awareness of cerebral palsy
* Should gain satisfaction from helping others
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Contract
Job function
* Job function
Marketing, Public Relations, and Writing/Editing
* Industries
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