Business Administration Co-ordinator

SUMMARY OF POST

The Business Administration Co-ordinator is responsible for managing the ongoing administration for AGEnda, as well as supporting the Chief Executive with project work, maintaining finance and organisational systems. 

Key responsibilities include;

• Administration Support for Chief Executive
• Office management and resourcing for a small staff team
• Administration and financial processing including payroll for a small team 

JOB DESCRIPTION

Administration and finance

1. To maintain system records for responding to, passing on and recording (where relevant), incoming communications.

2. To provide input for the design & maintenance of computer and filing systems

3. To service and take minutes of Staff, Committee and occasional general meetings.

4. To provide administrative support for AGEnda events as required.

5. To maintain external email lists.

6. To coordinate the placing of publicity and advertisements, including for recruitment, and to ensure all publicity materials are printed in accordance with the organisation’s needs.

7. To document income and expenditure and arrange for appropriate authorisation in partnership with the Chief Executive

8. To process payment of invoices and other expenditure, including staff salaries

Office Management 

1. To manage the contract with the external IT consultants for the maintenance of IT and telephone systems.

2. To be responsible for the day-to-day cover of the AGEnda office duties.

3. To oversee health and safety compliance in the organisation.

Project support for Chief Executive

1. To provide support for individual projects as directed and delegated by the Chief Executive.

Website and Promotional activity 

1. To maintain AGEnda’s website, updating with news and new items where relevant, including ensuring the website is fit for purpose

2. To work in partnership with other AGEnda staff to ensure the organisation’s Facebook presence is maintained and in line with the organisation’s policies

General duties 

1. Participate in office duties such as answering the telephone and opening the post as required

2. Attend regular meetings with the Chief Executive

3. Organise regular staff team meetings

3. Support the development of new services and contribute to funding bids where appropriate

4. Implement and work to all AGEnda’s policies and procedures

6. Undertake training as agreed with the Chief Executive

7. Keep accurate records of your work and provide reports to AGEnda

8. Perform other duties appropriate to the post as requested by the Chief Executive

9. Be prepared to work occasional afternoons, evenings and weekends as required

10. Travel as required using own vehicle – expenses payable

11. To act at all times in the best interests of AGEnda

QUALIFICATIONS

ESSENTIAL REQUIREMENTS

• Business Administration Management Qualification
• 5 GCSE’s C or above including English and Maths.

DESIRABLE REQUIREMENTS

• Accountancy Technician qualification or equivalent
• European Computer Driving Licence or equivalent.

EXPERIENCE, KNOWLEDGE, SKILLS & ABILITIES

ESSENTIAL REQUIREMENTS

The successful candidate is to have a minimum of 2 years’ relevant computer & administrative experience in a similar role, in the past 4 years and should have the following; 

• Direct experience of computerised accounts system – Sage Line 50
• Works well with others in a busy office environment
• High level of IT proficiency – proven Microsoft Office Skills. (spreadsheet, word processing and email essential
• Organising & prioritising workload e.g. rotas and time sheets
• Experience of working with confidential information
• Experience of managing a diary
• Experience of collating information into reports
• Excellent communication, presentation and interpersonal skills.

DESIRABLE REQUIREMENTS

• Experience of working in a small charity with volunteers and older people.

ADDITIONAL REQUIREMENTS

• Respect confidentiality at all times and adheres to AGEnda policies & procedures.
• To undertake any other duties as required.
• Reliable & Punctual
• Meet the Access NI requirements.
• Full current driving license and access to car insured for business use during working hours or access to a form of transport to meet the travel requirements of the post e.g. meetings