Admin Support Assistant (Sessional) - Helping hands community foodbank

Job description

Role and Responsibilities

Weekly:

• Managing data entry, monitoring and reporting data necessary for grant reporting; providing reports and analysis to the Project Coordinator
• Keep foodbank paperwork up to date and relevant.
• Shred confidential paperwork.
• Send thank you letters to supporters
• Check and respond to emails and Facebook messages.
• Keep volunteer records up to date.

As required:

• Prepare agenda for management meetings and send to the Foodbank Co-ordinator, before circulating to the management group.
• Prepare minutes at foodbank planning meetings and circulate to the management group, within 1 week, after the meeting takes place.
• Set up refreshments for meetings and groups.
• Create new forms, spreadsheets or documents to ensure the foodbank and advice service runs as efficiently as possible.
• Develop flyers, posters and promotional materials for use by the foodbank.
• Recommend new technologies that will make the work of the foodbank and advice service more streamlined and safer.
• Produce quarterly volunteers and supporter's newsletter.
• Oversee and supply the needs of volunteers, such as lanyards, uniform and equipment.
• Ensure rotas for volunteers are completed & communicated in a timely manner.
• Update all social media sharing, in conjunction with the social media volunteer.
• Keep foodbank publicity up to date.
• Assist in the set-up of Foodbank activities.
• Ordering stationary, promotional and office supplies as required by the foodbank
• Provide support to the Treasurer and other members of the Management Group.
• Monitor Health & Safety practices and ensure that all recording is kept up to date, such as fire alarm testing, emergency lighting tests, PAT tests etc
• Work under the direction of the Project Manager on new initiatives. And undertake any other reasonable tasks at a commensurate level as requested by the Foodbank Project Coordinator.
• Every 6 months/Annually:
• Carry out Risk Assessments for new activities.
• Ensure that a fire drill is carried out at least twice a year. (Bring this to the attention of the management group in January and August each year)
• Keep all Church of Scotland and Foodbank policies and procedures are up to date and clearly displayed.

Person Specification

• Confident IT user, Microsoft Excel, Word etc
• Proven experience in an administration role.
• Confident in the use of social media.
• Able to carry out role in an efficient and timely manner.
• A commitment to social justice, equity, diversity, and inclusion.
• Ability to handle confidential information appropriately.
• Helpful and friendly manner.
• Ability and flexibility to work as part of a small, busy team, and to undertake such additional duties as may reasonably be assigned.
• Able to work on your own initiative as well as part of a team.
• Strong interpersonal and communication skills; able to build relationships with the team/ volunteers and external parties.

This is a sessional post of 12 hours per week, and the hourly rate is £12.50 and the hours of work are Wednesday: 9.00am to 2.30pm and Thursday: 9.00am to 2.30pm. There is funding secured for the first year. The role is funding dependant and is applied for on an annual basis.

Any expenses incurred while carrying out the above duties will be reimbursed, as agreed with the line-manager.

The post holder will be line-manged by the person appointed by Carnwadric Church Kirk Session. The Line-Manger is Tammy Cahill, Foodbank Co-ordinator. The post will be reviewed on a regular basis to ensure that the post is fit for purpose.

Sick leave – There are 5 days per annum sick leave. The line-manager should be contacted as soon as possible regarding sickness. This is to ensure that any work that is needed completed can be attended to. The line-manager should be contacted by phone.

The holiday entitlement for this post is 5.6 (2.8) weeks per year and holidays must be agreed, in advance, with the line-manager.

Job location: Glasgow

Hours and pay: Hourly rate is £12.50 - 12 hours per week

Posted 13 days ago

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