Administrator

Essential functions   

Organisational operations 

1.       Managing the office, ensuring team members have the space, equipment, and services they require;

2.       Ensuring HIAS+JCORE is meeting all requirements around regulations including implementing health and safety policy and procedures, and arranging and ensuring staff attendance at relevant training; 

3.       Responding to external phone and email enquiries; 

4.       Administering HIAS+JCORE’s DBS system for staff and volunteers;

5.       Liaising with the charity’s insurance provider.

Events

1.       Providing support to HIAS+JCORE events, including venue booking, registration, communication, working with suppliers, and other support before, during, and after events; 

2.       Organising staff meetings, training, away days, social events and celebrations; 

3.       Ensuring events take place within agreed budgets.

HR 

1.       Managing recruitment and inductions of new staff, maintaining personnel files and HR records; 

2.       Managing processes around holiday and leave;

3.       Liaising with the charity’s payroll provider and ensuring relevant documents are sent to staff;  

4.       Ensure that employment law and other relevant legislation is being complied with; 

5.       Ensuring staff compliance with all HIAS+JCORE and HIAS policies and processes. 

Finance support 

1.       Working with the freelance finance manager to ensure timely updating of accounts and payments;

2.       Oversee staff payment cards;

3.       Fundraising administrative support. 

Governance and staff support 

1.       Coordinating the work of the Board of Trustees, including organising Board meetings and papers, attending meetings and taking minutes; 

2.       Administrative tasks relating to liaising with and updating records held by the Charity Commission and Companies House; 

3.       Administrative support and diary management for Executive Director and Deputy Director. 

 IT 

1.       Responsible for the management of HIAS+JCORE’s IT systems. Ensure data protection laws are being adhered to. Point of contact for the ICO; 

2.       Ensuring regular safety testing; 

3.       Work with partners at HIAS to implement new systems;

3. Working with the team to implement our new Customer Relationship Management (CRM) system. 

Other Responsibilities 

1. Any other duties as required by your line manager. 

Qualifications and Experience  Essential 

•        A self-starter that is able to take initiative and work independently on new projects, including finding ways to improve the efficient and smoother running of the HIAS+JCORE office team; 

•        A willingness to learn on the go;

•        Excellent IT skills. Proficiency in Microsoft Office 365 suite including being able to undertake key tasks such as mail mergers; 

•        Awareness of statutory and regulatory requirements; 

•        Awareness of GDPR and data protection legislation; 

•        Ability to communicate well in writing; 

•        Excellent attention to detail; 

•        Excellent organisational skills; 

•        Ability to work well as part of a team and with other volunteers; 

•        Ability to oversee and manage projects on an ongoing basis;  • Commitment to HIAS+JCORE values, social justice and anti-racism. 

Desirable 

•        Experience of working for a small charity 

•        Experience of interacting with charity governance and trustee boards

Experience required 

•        Prior administrative experience; 

•        Experience of managing a database system; 

•        Experience of holding responsibility for data management, HR and ensuring compliance with statutory requirements; 

•        Proficiency in IT and ability to learn how to use new equipment.