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Support Administrator

Closing date: 20240108
Reference number: SW-015272
  • Salary: £14 per hour
  • Job Type: Part-time
  • Employer: Southwark Pensioner’s
  • Location: Southwark Pensioners' Centre
Register your interest

Southwark Pensioners’ Centre (SPC) are recruiting for a Support Administrator. Please see the job description, and more information about SPC below. To apply, please email southwarkworks@goodpeople.co.uk with a CV and supporting letter explaining how you meet the person specification.

About the Role

Overall Purpose of the Role

  1. To provide an efficient and effective administrative service for the following functions
    • Finance
    • People
    • Health and safety
    • Office services
  2. 2. To lead the volunteer administrators

Role Summary

Job Title: Support Administrator
Responsible to: Director
Responsible for: Admin Volunteers
Hours: 25 hours
Salary: £14ph, £18,200 per year
Location: Southwark Pensioner’s Centre

Main Responsibilities

Customer Care

  1. Provide a warm friendly welcome for all no matter the method of contact
  2. Ensure that all comments and complaints are recorded and passed to the Community Administrator to record and carry out initial investigation.

Financial Administration

  1. Control – To be aware of financial control policies and procedures and act in accordance with them at all times.
  2. Ordering goods and services – raise purchase orders in the financial system (FreeAgent)
  3. Purchase invoices – Receive the purchase invoices and input them into the excel spreadsheet and, once approved, register them in the financial system (FreeAgent).
  4. Sales invoices – raise the customer invoices in the financial system (FreeAgent) and distribute them accordingly.
  5. Reconciliations – prepare the bank reconciliation weekly, the daily income reconciliation and the income and expenditure reconciliation
  6. Petty cash – manage petty cash and request a top up when necessary.
  7. Banking – prepare banking weekly for the Director’s approval
  8. Pay – Prepare payroll and HRMC for submission and approval
  9. Reporting – Work with the external accountants to support the preparation of the annual accounts, quarterly management accounts, quarterly cashflow forecast and grant reports
  10. Records – Accurately maintain and reconcile financial records and files using hard copy manual, excel and the financial system (FreeAgent)

People Administration

  1. To ensure the effective administration of all people systems
  2. Maintain people records (Trustees / employees / Volunteers / interns)
  3. Enter sickness and holiday information onto the people system (BrightHR)
  4. Maintain records of employees’ holiday entitlement
  5. Maintain records of people attendance (Trustees / employees / Volunteers / interns)
  6. Run monthly reports for payroll
  7. Monitor completion of people inductions and reviews
  8. Record and monitor attendance on internal and external training courses
  9. Send out and collate DSE questionnaires

Recruitment and Onboarding

  1. Effective administration of recruitment and onboarding of new Trustees, staff, volunteers and interns.
  2. Upload adverts to relevant platforms and monitor responses
  3. Arrange interviews with prospective candidates
  4. Collate new starter documentation and create new people records on the people system (BrightHR)
  5. Complete new starter checks including right to work, fitness and references – employees / Trustees / volunteers / interns
  6. Complete general inductions and monitor role specific inductions

Health and Safety Administration

  1. Ensure a clean, healthy, organized, and conducive Centre environment.
  2. Monitor, progress and update the following in the health and safety system (BrightSafe):
    • Health and safety action plan
    • Fire safety action plans
    • Risk assessments

Office Services Administration

  1. Record and tackle any Centre maintenance needs seeking approval as required
  2. Liaise with vendors and suppliers as required.
  3. Maintain an up to date record of vendors and supplier details
  4. Ensure staff and volunteers know what services exist and have appropriate access to contact details.

Volunteers

  1. Recruit, induct, train and support the volunteer administrators

General

  1. Wider work: To contribute to the wider work of Southwark Pensioners Centre as a valuable member of the team.
  2. Teamwork: Foster a co-operative and supportive team.
  3. Events: Support centre-wide events and fundraising activities.
  4. Volunteers: Support volunteers and to involve them in the centre.
  5. Representation: Represent SPC in an appropriate manner.
  6. Training and support: SPC will train and support you and we ask that you come prepared to develop and train yourself and others.
  7. Equal Opportunities, diversity and inclusion: Promote equal opportunities, diversity and inclusion in all areas of work.
  8. Confidentiality: Ensure confidentiality at all times, only releasing confidential or personalised information externally in line with SPC policy.
  9. Data Protection Act: Comply with the requirements of the Data Protection Act and its amendments to ensure integrity and security of information entrusted to Southwark Pensioners Centre.
  10. Safeguarding: Ensure the organisational and individual statutory and organisational responsibilities are met in respect of safeguarding Children & vulnerable adults. Provide an Enhanced DBS check
  11. Conflict of interest: All applicants/employees in any post within SPC are required to declare any involvement either directly or indirectly with any firm, company or organisation that has a contract with SPC. Failure to do so may result in an application being rejected or dismissal after appointment.
  12. Health and Safety: Work in a safe manner in line with SPC H&S policy and procedures therefore taking care of yourself and any colleague, service user or visitor who might be affected by an act or failure to act by yourself.
  13. Out of hours work and travel: This post will involve some evening or weekend work for which time off in lieu is given. Travel to meetings within the Borough and in London may also be necessary.

Other

  1. First Aid at Work Qualification

Personal Specification

Knowledge

  1. Understanding of and empathy for issues affecting older people – Essential
  2. Knowledge of the following:
    • Equality, diversity and inclusion – Essential
    • Confidentiality and data protection requirements – Essential
    • Safeguarding adults at risk of harm – Essential
    • Health and safety – Essential
  3. A good level of education with a good standard of literacy and numeracy – Essential

Experience

  1. Experience of using and maintaining a database or equivalent to store and retrieve information so that it is kept up to date and is readily available – Essential
  2. Strong financial administration experience – Essential
  3. Substantial administrative experience in at least one of the following areas:
    • a. People administration
    • b. Health and safety administration
    • c. Office services administration
    • d. Essential
  4. Experience of successful working within a team and the provision of a professional, friendly and responsive service to users, colleagues and external contacts – Essential
  5. Experience of working in a charity, community or social welfare setting – Desirable 6. Experience of recruiting, inducting, training or supporting volunteers – Essential

Skills and Abilities

  1. Finance system literate – very competent in using mainstream accountancy packages – Essential
  2. Effective interpersonal skills – Essential
  3. Effective oral and written communication – Essential
  4. Ability to manage own time efficiently and prioritise own work across a range of activities – Essential
  5. Ability to handle competing demands while maintaining accuracy and attention to detail – Essential
  6. Ability to work effectively within the team, working collaboratively with colleagues to deliver tasks – Essential
  7. Good IT skills including internet, online meetings, email, word processing and databases – Essential
  8. Very competent in using spreadsheets – Essential

About Southwark Pensioners’ Centre

Southwark Pensioners’ Centre is a 36-year-old local charity located in the centre of the Borough of Southwark at Camberwell Green.

Walworth Pensioners Project and Southwark Pensioners Action established the Centre in 1987 to address the lack of services and activities for older people.

Southwark Pensioners’ Centre is a multi-level community and resource centre that widens access to services providing a vital one-stop point for older people that eliminates the need for multiple journeys to various agencies. Resources include a main activity / function room, garden room, IT room, kitchen garden, and a large drop-in reception/information/social space.

We operate Mondays to Fridays 9am to 5pm and our services are free or nominal cost. Activities groups include singing, local history, art, music, exercise, IT, campaigning, research and consultation. Services include advice, referrals, signposting and connection.

We are part of the Ageing Well Southwark service which is now in its fourth year of operation and as such offer wider access for older people to activities and services throughout the whole borough.

Southwark Pensioners Centre has a good reputation for supporting older people and allied with the growth in numbers of older people in Southwark over the last 12 years, it is delighted that Southwark Council has agreed to invest £1m in a new, larger space for the Centre. Development work is underway and we anticipate moving into the new space in 2025.

Vision for Southwark Pensioners’ Centre

Vision: Our vision is a community where all older people are engaging in services and activities, connected to social networks and accessing services that sustain independent, vibrant lives.

Mission: Our mission is to provide dynamic services and activities run by older people for older people, promoting good health and wellbeing, active citizenship and lifelong learning.

Principles: Underpinning all that we do are the following principles:
a) Every older person matters
b) We empower, enable and support older people
c) The three Ps: Partnership, proactive, positive people and prudent.

 

Closing date: 08/01/2024

If you are a Southwark resident and would like help in applying for this job, or one that suits you, please register your interest below.

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