Centre Administration and Communications Officer - Maternity cover 3 days ago Be among the first 25 applicants
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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 Staffing and Recruiting
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