Office & Admin Manager - Exeter, Devon, United Kingdom - Little Valley Animal Shelter

Description

Job Description:

Job Responsibility:

Registered charity number 205154

Job Description

A. MAIN JOB PARAMETERS Job Title: Office and Admin Manager Location: Little Valley Animal Shelter, Black Hat Lane, Bakers Hill, Exeter, Devon Salary: £26,000 - £27,000 per annum (DOE) Hours: 37.5 hours a week (Mon - Fri) Line Manager: CEO Key Relationships: CEO, Finance Manager, Retail Development Manager, Shelter

Manager, Digital Communications and Publications Officer, Chairman and Trustee Officers

Overall Purpose of the role This is an exciting opportunity to work across the organisation with exposure to many aspects of our work. Working closely with the CEO, you will help to ensure organisational growth, helping to drive the shelter forward.

The Office and Admin Manager will be responsible for a wide range of admin and support activities.These include management of our IT systems, general administration duties, project work and secretarial support for the CEO, and to a lesser extent, the Branch per se - in particular ourChairman, Trustees, Shelter Manager (and other staff as required).

The Office and Admin Manager will also be a point of reference, support, champion, and co-ordinator for Little Valley Animal shelter's group (corporate) volunteers.

Job context The RSPCA Devon Branch (Little Valley Animal Shelter) is based just outside Exeter and is one of a network of branches that are totally independent, registered charities, operating under the guidance of the national RSPCA. The Branch is run autonomously and is responsible for generating its own income to support the wide range of animal welfare activities that take place within Little Valley's kennels and pens (dogs/cats/small animals), and in the community.

The role requires someone able to juggle multiple priorities, across different teams, which will call for effective listening and communication skills. A confident self-starter, you will have excellent IT and organisational skills.

You will have empathy with our core values of improving the lives of animals and helping to prevent cruelty and neglect.

About you The role requires secretarial (excellent MS Office skills) and office management skills, as well as a wide range of computer and general IT skills and sound organisational skills.

The successful candidate will also have excellent interpersonal, communication skills and experience, and the ability to work seamlessly at different levels within the organisation.

To have the ability to work effectively with the minimum of supervision, demonstrating integrity, understanding and empathy.

Main responsibilities Administration● Provide administrative and support services for the CEO, and to a lesser extent, Trustees, as well as very occasionally other staff as and when required (with the approval of the CEO)● Occasional minute taking● Prepare and distribute monthly board meeting papers and other occasional duties as required by the Trustee officers● Prepare annual insurance documentation● Support with usual back office systems including filing in relation to branch-related activities● General typing and preparation of forms as required● General office management matters such as obtaining quotes, purchase of office supplies etc.

ProjectsProvide admin support for the CEO with the following project works:

Feasibility/viability studiesResearch and modellingProject analysisProject deliveryMonitoring and measurement of approved projects.

HR● To be the initial point of contact for routine matters concerning HR● Working and liaising with our external HR provider in supporting our managers and their team members.

Facilities● To be the initial point for all routine matters in supporting the Maintenance Coordinator and the day to day running of the shelter including external contractors and working alongside the RetailDevelopment Manager to assist with the general upkeep of our retail outlets.

ICT● To take the lead role in the management of all aspects of Little Valley's IT function and the IT project that is currently underway - to include staff training and support when required● To streamline internal electronic filing, thereby improving information and data usage.

Volunteers● To be the initial point of contact and liaise with the Shelter Manager and Maintenance Coordinator to organise groups of corporate volunteers regularly working at the shelter.

General● On rare occasions, in the absence of the Retail Development Manager and the exhaustion of other staffing options, temporary backfill for absent shop managers● To promote a positive image of the branch and maintain a high level of customer service● Ensure compliance with RSPCA standards and policies, relevant legislation, and best practice● To carry out any other duties as required commensurate with the level of the post.

Knowledge, skills, and experience ● Highly organised with excellent secretarial skills and the ability to accurately handle a wide range of administrative duties in a timely manner● Proven ability to prioritise a variety of tasks with different (internal) stakeholders● Accurate with good attention to detail - completing jobs independently and in a systematic way● Excellent proven IT skills/knowledge with hands on experience of working with a variety of MS

Office and Google software● Proactive and personable. Providing a range of support services, you will need to communicate with many people by email and face to face in a professional and engaging manner● Able to multitask and deliver on deadlines, maintaining accuracy and attention to detail● Good numeracy and literacy skills● Provide project support● Good interpersonal and communication skills● Full valid driving licence as travel to our retail shops and suppliers/contractors will be required from time to time● Interest in and enthusiasm for our animal welfare work.

Additional information The content of the role as reflected in the job description may change from time to time.

Other duties To undertake any other duty within your ability and within reason, as may be required from time to time, at the direction of your line manager.

PLEASE NOTE: 1. RSPCA Devon Branch is a separate, independent charity and employment in this post is with the branch, not the National Society.2. Screening questions have been added to the application process to help us select the most suitable applicants. Please answer these honestly, as if you are invited to an interview, proof of experience, qualifications and references from previous employers will be required.

3. We may consider closing this vacancy early if we receive sufficient applications for the role.Therefore, if you are interested, please submit your application as early as possible.

4. The Shelter usually receives a large number of applications for our vacancies, so we are unable to reply to all applicants individually. If you do not receive an invitation to interview within 10-days of the closing date, please assume you have been unsuccessful on this occasion.

Please email your CV and covering letter to -

Thank you for your interest in the post.

Job Type: Full-time

Salary: £26,000.00-£27,000.00 per year

Benefits:

• Company pension
• Free parking
• Health & wellbeing programme
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Exeter: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (required)

Experience:

• Administrative experience: 3 years (required)

Language:

• English (required)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 24/11/2023Reference ID: Office & Admin/LV Nov23

Keywords : Exeter jobs

Closed Date :