CHARITY

Company Name

National Paralympic Heritage Trust

Job Title

Team Administrator

Job description

The National Paralympic Heritage Trust (NPHT) are looking to recruit an experienced, adaptable and enthusiastic Team Administrator to provide an effective and efficient support function. The Team Administrator will be responsible for maintaining and creating administration processes to support a busy and dynamic team. In this role you will be the first point of contact to the NPHT, responding to queries, organising group bookings, providing event and volunteer support, maintaining our permanent displays and office management. The Team Administrator will lead on the organisation and minuting of key meetings, this will see you working closely with the Board of Trustees and the CEO. The role will play a key part in our sustainability programme of work. You will be able to think on your feet and be confident to work autonomously.

You will be joining the team at an exciting time as we enter into our next 5 year delivery period. There will be opportunities for support and personal development.

The role will be part time 25 hours a week, working across 5 days, Monday-Friday. The role will be based at Stoke Mandeville Stadium and will be office based with the option of working 2 days a week at home. During busy periods you maybe required to be in the office more often.

Job Purpose
The Team Administrator will be responsible for the key administration functions of the Trust, planning, directing, managing and coordinating all operational functions including the office management and maintenance. The Team Administrator is responsible for the maintenance of the permanent displays.


1. Overall
1.1 To be part of the inspiring work of the National Paralympic Heritage Trust, supporting the wider team and being the first line of contact to visitors and partners in person, online and via telephone.
1.2 To provide administration support in the monthly financial run, processing expenses, team sickness and holiday logging, volunteer life cycle administration, events management support, maintaining the Trust mailing list, updating evaluation systems and volunteer supervision.
1.3 The provision of office services including the management of staff rotas, managing stationary orders and the smooth running of the office.
1.4 The day-to-day maintenance of the Heritage Centre and National Spinal Injuries Centre.
Main Duties
1.5 The management of office systems, operating practices, record keeping, policies and budget monitoring systems including supporting returns to funders.
1.6 Administration of training, Heritage Centre bookings, events and meetings both online and in person , including organising catering where relevant.
1.7 Management of general correspondence, answering phone calls, managing the admin mailbox and processing post.
1.8 Oversight and coordination of environmental work.
1.9 Drafting, formatting, and printing of relevant documents for meetings and Heritage Centre as required.
1.10 Maintaining stock lists and order office supplies as needed.
1.11 Coordinate agendas and take meeting minutes for the Board of Trustees and the Finance and Development Committee.
1.12 Creating and monitoring purchase orders and issuing and processing invoicing. The management of Petty Cash.
1.13 Maintain accurate records for employee and volunteers, including training administration, holiday requests and absence reporting.
1.14 Maintain the policy tracker ensuring key policies are reviewed in line with the schedule.
1.15 Photocopy and file appropriate documents as needed.
1.16 Maintaining accurate and up to date databases Microsoft office, dropbox and google drive.
1.17 Support the onboarding of volunteers by processing volunteer paperwork and requesting references.
1.18 Support with internal communications including managing staff and volunteer rotas and planning team meetings and team away days.
1.19 Processing DBS checks for staff and volunteers as directed by the wider team.

1.20 Other
• To support communications, digital content and evaluation consultants.
• To support the administration of the commercial programme of work.

• Other project work as arises

• To supervise work placement trainees in areas where they support admin work.

2. Meetings and reporting
2.1 The Administrator will be employed by the National Paralympic Heritage Trust and be responsible to the Board of Trustees.
2.2 The Administrator will report to and be supported by the Participation and Engagement Manager.
2.3 The Administrator will have monthly meetings with the Participation and Engagement Manager reporting on progress and raising any areas of concern.
2.4 Either party may, by written notice to the other, require the holding of a special meeting to discuss any matter of urgency or exceptional importance relating to this agreement.

Closing date for applications

16/06/2023

Address

Stoke Mandeville Stadium, Guttmann Road, HP21 9PP

City / Town

Aylesbury

Postal Code

HP21 9PP

Phone number

01296489929

Website

https://www.paralympicheritage.org.uk