Job Description

Key Purpose of the job

1) To work alongside and under the management of the Starlight Board of Trustees and designated members of the team.

2) Primary duties will be to provide administrative and general project management support at a senior level to the Office team and designated trustee or project management team, ensuring the projects are effectively set up, marketed, promoted and monitored according to the terms and conditions set out in the conditions of grant aid.

3) In addition the post holder will provide a quality business administrative service for the trustees and project management team.

Main Duties and Responsibilities / Accountabilities

1) To be responsible for the effective marketing and distribution of Starlight products and promotional materials

2) To set up and carryout monitoring and analysis of SMA project information ensuring these are in accordance with project plans, reporting issues to trustees or designated funding bodies as they arise.

3) To deal with, prepare and produce correspondence using standard letters, to draft non standard letters, reports and draft articles for newsletters and websites.

4) To provide word processing and other secretarial and administrative support to the designated trustee or project management team to a high standard as required.

5) To be confident in using Microsoft office package including excel, word and outlook and willing to offer day to day office training to other volunteers to help improve their IT skills.

6) To operate systems to monitor and produce reports on behalf of the trustees / project management team. Implementing various financial transactions reports in support of the team including processing orders and payments.

7) To ensure regular communication with funding bodies and provide project updates with young peoples involvement and testimonies.

8) To secure reports from tutors, information for publications and timetables and monthly update reports as well as updating the website pages an other electronic form of communication in line with SMA policy

9) To analyse signing in sheets and attendance data and provide reports with pie charts and graphs of young peoples participation in SMA activities and report any significant changes.

10) To ensure general office management duties are carried out including monitoring of IT problems, ordering team stationary and coordinating team meetings.

Organisational Standards

The following standards apply to this post -

1. Criminal Convictions Checking Procedure

This position gives the post holder access to children and / or young people and will therefore be required to disclose details of any criminal convictions, including spent, bind-over orders and cautions. In accordance with the SMA Child Protection Policy and procedure a police check will be carried out and in taking up this position you are in agreement for the organisation to carry out this necessary check

2. Customer Focus Duties are performed to ensure the best possible outcome for the customer, especially young people who must be treated with respect and listened to.

3. Equalities Performance and conduct promote equality of opportunity and eliminate discrimination on any basis related to an individual’s profile.

4. Personal Development Learning and development is undertaken so that duties are delivered more effectively and to prepare for change, this will include mandatory training, for example in equalities & diversity, Child Protection as determined by the organisation.

5. Decision Making Decisions are taken within the organisations rules and any legal constraints to achieve organisational objectives, based on the best possible information that it is reasonable for the employee to obtain.

6. Organisational Codes of Conduct Duties are undertaken within SMAs’ Code of Conduct and other professional or organisational codes, which set standards of behaviour.

7. Risk Management Risks to service delivery, internal systems and their management will be considered and challenged. The consequences of actions will be thought through and informed judgements made.

8. Legal and Constitutional Frameworks Proper regard for statutory and other legislative requirements must be made in planning and delivering services. The organisations memorandum and objectives must be followed especially with regard to decision-making.

8. Business & Performance Planning Through proper business planning, there will be clarity on what the Service aims to achieve and the resources required.

9. Special Conditions of Service

The postholder will be expected to occasionally work outside normal office hours, including attendance at evening meetings.