Assynt Development Trust has created a new half time post of office administrator to undertake a range of functions in support of both the projects it receives external funding for, such as the development of affordable housing, and the administration of varied office functions. We are looking for a resourceful and self-motivated person with a background in office or similar organisational work experience, to improve the efficiency of its overall management. This ranges from the functioning and support to the Board, to maintenance of paper and digital filing and overall financial management, and organisation of its use of its resources. This will include supporting the role of social media in communicating more effectively news and information on its activities and relevance for people in Assynt.
This post is part funded by Community Regeneration Funding administered by Highland Council.
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Job Description Post of Office Administrator
Background
The ADT came formally into being as a legal entity in 2018 in recognition of the need for a body to lead on the overall economic and social development within Assynt. The decision by Assynt Community Association to take on the new functions of being a Development Trust meant ADT has benefited from the asset of the Mission building, which provides an office base for the Trust (and some much needed rental income). The ADT has a small Board of volunteer Trustees and a single funded development officer post currently held as a job share by two half time employees.
Purpose
This role will play a key part in improving the overall organisational efficiency and effectiveness of the ADT. In particular with regard to its governance, management of finances and delivery of various projects benefiting the communities within Assynt.
Duties
Office systems and functions
To sustain and develop office systems for holding and accessing its documents and records (held digitally and/or paper).
To ensure all others accessing such systems, are acquainted with the functionality and also means of access (passwords and identities). These to be held centrally and confidentially and in accordance with regulatory requirements.
To ensure external communications (print and digital) to ADT are forwarded to relevant staff or Board member.
To provide a point of contact for all enquiries and others seeking ADT assistance through the internet, by post or in person.
Financial processes
In conjunction with the Treasurer, to undertake the processing of invoices and remittances, as well as entering bills for payment, and undertaking reconciliation of transactions as appropriate.
In conjunction with both Treasurer and development officer(s) to develop and sustain project specific spreadsheets to record and analyse financial management of these activities.
Supporting governance and work of the Board of Directors
Provide admin support to the Board generally and in particular the Chair, over the organisation and conduct of its meetings and related functions. Such as booking venues, arranging refreshments and distribution of papers and so forth. Attendance at meetings and some assistance with taking of minutes may be required.
Sustaining register of Members of the Trust and assisting with recruitment and regular information/news bulletins, social media and updating of website.
Wider ADT activities
To assist the Development Officers with organisation and running of consultation events and other public meetings concerning the projects and activities of ADT.
Skills and Qualifications
Experience of office systems and organisational activities.
Familiarity with range of office software and technology.
Experience with accounting software and ability to undertake basic book keeping tasks.
Experience of being self-motivated and working independently, yet also within a small team.
Reporting to: Board director/chair
Period of appointment
This post is funded for one year commencing 1st of March 2024 – 28th February 2025. ADT aims to generate additional income to improve sustainability of the future funding of this post.
The post holder will be able to work flexible hours in agreement with line manager and also place of work, while recognising there will be a requirement for a regular office presence and also attendance at some meetings and events.
Remuneration and hours of work.
The salary will be £13,000 pa for 17.5 hours per week. Location and times of work will be by agreement with ADT. The post is initially funded for one year and the aim will be to extend this appointment beyond end date of 28/2/2025
Application process
If you are interested in this post, apply by sending an up to date CV. Also please provide a short statement setting out what qualities you will bring to this post, and how your previous work experience provides you with the skills and competencies, to undertake the responsibilities it entails with limited direct supervision.
If you would like further information please contact Nigel Goldie (current chair) by email chair@assyntdevelopmenttrust@gmail.com
The deadline for applications is 5pm Thursday 4th April 2024 and we hope to be in touch with those we wish to interview shortly thereafter. Please let us know your availability on Tuesday April 9th if selected for interview.
We hope to commence employment as soon as possible on appointment. This to be discussed with the successful applicant.
Assynt Development Trust 