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Published date: 29 May 2024
Closing date for applications: 14 June 2024

Salary: £14,306.67 (20 hours per week, office-based Mon – Fri)

Reporting to: Service Manager 

TO APPLY FOR THIS JOB: please send your CV to kat.g@kcah.org.uk  by Thursday 13 June 2024

Role Overview
KCAH are looking for a new enthusiastic, organised initiative driven and team member to join us.

The purpose of the job is to ensure that office operations are efficient and add maximum 
value to the organisation. The Office Administrator will have administrative oversight of the office whilst working with the Senior Management team to improve the processes and 
practices of the organisation as a whole.

Role Responsibilities    

1. Key Responsibilities

a) You will be a key member of the organisation who will drive operational protocols on personnel and office management matters.
b) You will be the main point of access for applications and processes in relation to KCAH’s HR portal, online training, DBS, and IT accounts. 
c) Catalogue and maintain current inventories and contracts to ensure smooth operational delivery and value for money.
d) Maintain a register of KCAH assets and ensure processes for allocating KCAH property to staff are followed.
e) Stock management of office supplies. Obtain best value for money on all orders
f) Assess current processes for areas of improvement and implement appropriate changes.
g) Minimise the charity’s carbon footprint and implement environmentally friendly policies.
h) Support activities that contribute to the growth and sustainability of the charity.


Staff and Volunteer oversight
a) Assist the CEO and other members of the SMT in the recruitment of paid staff and volunteers including the placing of job advertisements, liaising with applicants as appropriate.
b) Ensure a smooth onboarding process, including DBS checks, applying for reference’s and office induction. 
c) Assist the CEO to maintain up-to-date staff and volunteer HR records, including annual leave, sickness, performance management and other records, and to process staff and volunteer expenses.
d) Have responsibility of ensuring volunteer management is adhered to within individual teams.


Premises and Health & Safety
a) Liaise with lour andlord and ensure our obligations as a tenant are met
b) Premises and facilities management, including repairs, and service or safety checks. Liaising with trades people where required. 
c) Ensure building regulations are monitored and adhered to (Fire safety requirements, health and safety measures in place) 

Professional development
a) Be proactive in reviewing and evaluating own performance and identifying and acting upon areas for improvement and development.
b) Be receptive to training to ensure the key elements of this role can be delivered efficiently and effectively.

This list of duties is not exhaustive and may include other duties.

2. General

a) Understand, uphold and work within the ethos, aims and objectives of KCAH.

b) Undertake delegated tasks from the senior management team.

c) Represent the organisation, raise its profile and promote its cause.

d) Prepare for and participate in supervision and appraisals as required by the organisation.  Maintains professional and personal self-awareness.  Identifies own training and professional development needs.

e) Notify the Senior Management Team of any occurrences which may affect the service, both at a professional and administrative level.

f) Provide written records and reports as required by the organisation.

g) Travel as needed to attend meetings, training courses, conferences and other events.

This job description covers the range of duties and will be reviewed from time to time.  It is KCAH’s aim to reach agreement on changes but if an agreement is not possible, KCAH reserves the right to change this job description.

3. Essential skills and experience

a) Excellent written and spoken communication skills
b) Confident and enthusiastic with excellent active listening and interpersonal skills
c) Ability to effectively manage time, work under pressure and manage conflicting priorities 
d) IT skills, including Microsoft Word, SharePoint, Excel, PowerPoint, Outlook
e) General administrative experience and maintaining accurate records


TO APPLY FOR THIS JOB: please send your CV to kat.g@kcah.org.uk  by Thursday 13 June 2024
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