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Community Administrator

Reference number: SW-011796
  • Salary: £19,200 to £20,000 (pro rata from £24,000 to £25,000 FTE)
  • Job Type: Part-time
  • Employer: Time & Talents
  • Location: London
Register your interest

Do you want to help build a world where everyone feels part of a community?
Do you have experience in administrative, customer-facing roles?
Are you an organised, detail-oriented person?

If you answered yes to all of the above, this could be the role for you!

We’re looking for a community administrator with strong communication and interpersonal skills, excellent attention to detail and experience in customer service or other customer- or client-facing roles. The community administrator works closely with the Delivery Manager and our service delivery teams to ensure our two community locations are well-used resources. The community administrator also provides administrative support to ensure our buildings, IT and other office resources are well-maintained.

This part-time post plays a vital role in providing administrative assistance regarding our venue bookings, record keeping, key holding and facilities. They are the point of contact for most
contractors, such as utilities providers. It is an exciting opportunity to support us to deliver our strategy by maintaining strong positive relationships with the community we support and wider
partners in the area. This post will act as point of contact for venue hire queries as well as coordinate the out-of-hours cleaning and keyholding.

Therefore, the successful candidate will have experience in administration and record-keeping. If you are organised, personable and able to multi-task, this is a fantastic opportunity for you.

What we do
Time & Talents is a lively, busy community centre in the heart of Rotherhithe, London SE16. Set in a leafy heritage building, and ‘T&T2’, our second venue in Surrey Quays Shopping Centre, we offer something for everyone. With a history of 135 years of supporting people of all ages in Rotherhithe and Bermondsey, we bring people together for mutual support, fun and friendship, with a wide range of services and activities for older people and other adults, along with children and families’ programmes and a range of volunteering projects.

The role
In this role, your responsibilities will include:
• Venue bookings administrator, communicating and managing hirings
• Records keeping, including basic finance tasks and HR support
• General point of contact regarding buildings and building use, monitoring and responding to queries
• Maintaining supplies and resources needed by the office, programme and cleaning teams
• Line managing the cleaning / keyholding sessional workers
• Some out-of-hours opening/closing of the building (by arrangement)
• Marketing and outreach, including social media and our wordpress website

About you
You are passionate about the power of community to connect and support people, and you like to work in collaboration with others. You are methodical with demonstrable experience in
administration or a customer-facing role, particularly able to show administrative experience including managing records or database entries. You’re flexible, accountable, take responsibility, are
highly organised and skilled in multitasking and balancing priorities.

About us
We are an energetic, experienced, and passionate team of 17, with a strong sense of shared purpose and a lively sense of humour. You’ll have the chance to make a big contribution to a growing,
ambitious and innovative organisation which has doubled its reach and impact in recent years.

This role is 30 hours per week, with flexibility for regular evening and occasional weekend working.

Time & Talents is wholly committed to inclusion and diversity, and to building a culture and environment where everyone is appreciated for the unique person that they are. We actively
encourage applications from a broad range of backgrounds and experiences.

The closing date is 18th December; interviews will take place on 22nd December.

TO APPLY:  Send a CV and a cover letter of no more than two sides of A4, explaining why you want the job and how your experience relates to the
job description and person specification.

Job Description – Community Administrator P/T
Purpose of the role

To provide administrative, facilities management and marketing support, enabling Time & Talents to deliver a vibrant programme of community activities and services.
Line manager: Delivery Manager
Salary: £19,200 to £20,000 (pro rata from £24,000 to £25,000 FTE)
Hours: 30 weekly
Annual Leave entitlement: 25 days plus bank holidays, pro rata.
Pension: Matched contribution up to 5%
Term: Permanent
Probation: 6 months

Key responsibilities
Administration
• Venue bookings across both sites: communicating with and invoicing hirers, and organising the hires calendar on our booking software
• Operations: purchasing resources, printing/copying, maintaining supplies needed for office operations, record keeping and inputting monitoring information and registers onto our
database
• HR support: assisting management team with recruitment and induction, maintaining employee records, researching training needs and organising delivery of training, diarising
key dates for staff
• Basic finance tasks such as cash-handling and using i-Zettle/card readers
• Monitoring and responding to email enquiries from the general, Children and Families and other inboxes, along with various social media accounts
• Responding to programme-related email and telephone queries and communicating with tutors and volunteers Building Management
• Act as point of contact for utilities and facilities such as rents, rates, waste, cleaning, licenses, insurance, security, updating relevant risk assessments
• Supervise the two T&T cleaning and keyholding sessional staff
• Key holding: coordinating keyholding sessional staff to organise external hire arrangements, with some opening/closing for some weekend hires by arrangement
• Showing hirers the building opening/closing procedure at our venues
• Assisting with group set up (tables, chairs, hot drinks, etc.) as needed Marketing, outreach and information support
• Advertise both venues as spaces for hire; update online listings and venue timetables
• Regularly updating the information about our activities and programmes in local GP surgeries, shops, pubs and housing estate notice boards etc
• Help to keep social media accounts up to date
• WordPress website and online listings administration Additional Requirements
• Attend staff meetings, work proactively with the team, and contribute to the wider activities of the organisation
• Work with other staff on ad hoc projects and activities relating to your work
• Undertaking general tasks at the request of the line manager in order to maximise the smooth running of the charity and its work
• Providing cover for colleagues by agreement with the line manager in the event of staff sickness, leave, vacancies or other such temporary situations
• Taking appropriate responsibility under the Health and Safety at Work Acts and complying with all other Time & Talents policies
• Participation in evening and/or weekend events and meetings as needed
• Any other activities as deemed appropriate by the line manager

Person Specification
Experience (work and tasks)
Essential
Knowledge and experience of using digital and social media for an organisation
Experience of a customer-facing and/or administration role
Experience of CRM database use to maintain / monitor accurate records, with
proven ability to learn new systems.

Desirable
Experience in the voluntary / community sector, ideally with people with a wide range of
needs and abilities Experience of Children’s / Adult Safeguarding
Knowledge or experience of office or facilities maintenance needs

Skills (e.g. PC, driving)
Essential
Excellent written and verbal communication skills Excellent literacy, numeracy and IT skills
including Microsoft Office and Office 365 programs Excellent interpersonal skills and ability to
deal with a wide range of people
Able to manage a busy workload and competing priorities

Desirable
Full clean D1 driving licence


Competencies
/ behaviours
Essential
Energy and enthusiasm – a real people person
Commitment to the mission and ethos of the charity
Able to work occasional evenings and weekends by arrangement
Practical, flexible and solution-orientated Detail-oriented
Able to work with others as a strong team player
Able to stay organized and work on own initiative

 

To Apply: 

All applications to be submitted through Charity Job by Sunday, 18th of December. Send a CV and a cover letter of no more than two sides of A4, explaining why you want the job and how your experience relates to the job description and person specification

For support, please email Andreia at andreia@southwarkworks.org.uk

Date posted: 22/11/2022

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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