| Title:
Office management volunteer
Hours: Minimum 1 day (7hrs) a week
This role could be carried out by one volunteer or split between two or
three volunteers, each taking one or more of the areas of responsibility
below.
Location: 4 Pinchin Street, London E1
1SA
Reporting to: Central Co-ordinator
Job summary: To manage the organisation’s
administrative processes and provide support to senior managers in the
strategic development of those processes. To ensure the integration and
implementation of good administrative practice at all levels.
Key tasks
Premises management and office administration
- Ensure that office premises, furniture and equipment are properly
managed and maintained.
- Monitor core expenditure on supplies and services and ensure that
all requirements are provided cost effectively and in line with WEN’s
green office policy.
- Act as Health and Safety Officer for the organisation and ensure
that the office environment is maintained to a good standard.
- Ensure that efficient filing and record-keeping systems are established
and maintained.
- Provide support as appropriate to campaign activities, primarily
with women and women’s groups.
- Support the membership officer and other volunteers to provide effective
membership services, including dealing sympathetically with enquiries
and information requests from women.
Human
resources
- Update and implement WEN’s human resource policies and procedures,
in consultation with senior managers.
- Ensure that staff are familiar with HR policies and procedures and
provide occasional in-house training about them.
- Advise and assist staff to ensure the agreed recruitment and selection
process is followed for all paid posts and volunteer opportunities.
- Advise and assist staff to ensure that equal opportunities best practice
is followed in all HR matters.
- Assist managers in the completion of job/volunteer descriptions and
person specifications.
- Place adverts in relevant media, in consultation with relevant staff.
- Prepare and store contracts of employment and manage induction programmes
for all staff and volunteers.
- Maintain a register of volunteers, alert colleagues to suitable potential
volunteers and help match volunteers to vacancies.
- Advise and assist staff in the execution of probation meetings, contract
extensions and exit interviews.
- Review HR policies and procedures annually.
- Compile statistical information on HR performance.
- Maintain HR records and filing system.
- Update the staff handbook.
Servicing
the Board of Trustees and Senior Managers
- Work
with the Central Coordinator to prepare Board papers ensuring the agenda
and all papers and correspondence are sent in advance of meetings.
- Ensure
that minutes of Board meetings are circulated, agreed and filed.
- Communicate
with trustees regarding agendas, location, timetables, expenses etc.
- Assist
in recruitment and induction of new trustees.
- Provide
PA support to the Campaigns and Central Co-ordinators as required.
- Take
and circulate minutes of meetings.
General
- Carry
out all tasks in accordance with WEN’s Equal Opportunities Policy.
- Contribute to WEN’s core activities and share
in general duties at WEN, including answering phones and dealing with
enquiries as necessary.
Person
specification Experience
- At least
three years’ experience of office management.
- Experience of managing staff and volunteers.
- Experience of providing a human resources service.
Knowledge
- Good
understanding of charity and employment law.
- Good understanding
of human resources best practice and employment law.
- Understanding of common IT operating systems and office software.
- Knowledge of health and safety issues or a willingness to do training.
Skills
and abilities
- Strong
interpersonal skills; good team player.
- Excellent general computer skills including experience
of using Word, Excel and Access databases.
- Excellent organisational skills.
- Ability to set up and maintain efficient filing and information management
systems.
- Good communication skills and the ability to communicate effectively
with diverse people.
- Good time management skills.
- Ability to deal sympathetically with enquiries from women, including
enquiries of a personal or health nature.
As WEN is a women-focused
organisation whose activities include meetings and events discussing women’s
health issues in connection with the environment and dealing with enquiries
from women on personal and health matters, and all staff and volunteers
are expected to share in the general duties of answering the phone and
dealing with enquiries, it is essential that the post holder is a woman.
Section 7(2)(e) of the Sex Discrimination Act 1975 applies.
Desirable
- Some knowledge of the PQASSO quality assurance framework for small
organisations.
- An interest in links between the environment and health.
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