Finance and Administrative Officer - Gwalchmai, United Kingdom - Anglesey Agricultural Society

Description

Anglesey Agricultural Society

Job Title:
Finance and Administrative Officer


Pay Grade:
NJC Pt 7 to 16 (£22,369 - £26,35- dependent on qualifications and /or experience)

Overall Job Purpose:

The Post Holder will be responsible for administrative duties involved in ensuring the smooth running of the Anglesey Agricultural Society(AAS).

The person will provide administrative support to the Society's Development Officer, and to deputise in his/her absence.

Main duties will involve assisting with the following : financial bookkeeping, managing the showground and lettings of the showground and its facilities, working with trade stands for the Winter and Summer Shows, assisting with sponsorship, and with the Development Officer will be responsible for aspects of the general administration of the society.

Terms and Conditions of employment

An Annual Review will be made on the Officer's Performance by members of the Management Board and the Development Officer.

Performance will be measured against the targets agreed in the previous Annual Review.

Recommendations will then be forwarded by the Management Board to the Council, as to whether the Officer will be moved up a grade on the pay scale.

There will also be consideration given to any bonuses that may be payable based on any new income that the Officer has secured for the Society, or on the Society's performance during the previous year.

Principal Accountabilities / Key Tasks:

The person appointed will be responsible for the following:

• Have a good understanding of Anglesey Agricultural Society's aims and objectives and work towards ensuring these are adhered to and promoted.
• Work with the Development Officer to manage the Society's property and buildings within the Showground.
• Work with the Development Officer to market and manage the lettings of the property, including negotiating and checking contracts, hirers' insurance cover, risk assessments, payments for lettings and where necessary undertaking background checks on hirers, and attending any IOAC SAG (Safety Advisory Group) where necessary on behalf of the society.
• Work with the Development Officer to commission and manage contractors to undertake any work required for the upkeep and development of the property.
• Work with the Development Officer to market, book and site Trade Stands in the Summer and Winter Shows and any other events that the AAS organises.
• Work with the Development Officer to send out invoices, receipts and contracts.
• Work with the Sponsorship Committee to liaise with current sponsors and attract new Sponsorship for the Society's activities.
• Work with the Development Officer and the Membership Officer to manage and develop the membership of the Society, and associated activities.
• Work with the Development Officer to manage and develop the volunteer base that supports the work of the AAS.
• Ensuring that all daily, weekly, monthly and annual health and safety checks are completed as required by the Society's Health and Safety Coordinator. The officer will provide First Aid cover for the office.
• Provide administrative support to the Development Officer and managing work efficiently in the absence of the Development Officer.
• Responsible for maintaining, developing, and improving office IT systems, including data management and bookings.
• Answer and screen phone calls, enquiries, and requests, and dealing with them appropriately, and bilingually in a professional manner.
• Be responsible for meeting and greeting visitors at all levels of seniority. Dealing with their queries and escalating any concerns to the Development Officer.
• Be responsible for organising and maintaining diaries, making appointments, and work with specific committees as required.
• Be responsible for minute taking at meetings when required.
• Carrying out background research for any development work/specific projects on the showground and buildings.
• Process and produce documents, briefing papers, reports and presentations to the Society's meetings, and any other documentation in line with the requirements of the work of the AAS.
• Organise and attend meetings with external agencies from time to time.
• Work with the Development Officer and the Society Treasurer on the financial bookkeeping as required.
• Deputising for the Development Officer, making decisions and delegating work to others in his/her absence.
• Ensure that AAS work is carried out in line with GDPR and Data Protection Act guidelines.
• In conjunction with the Society's Health and Safety Coordinator, to carry out duties in accordance with the AAS's Health & Safety Policies and Procedures.
• Attend any training required for personal development or the development of the

Society.

• Develop and encourage team approach to tasks.

• Diversity

• The post holder is required to always have due regard to equal opportunities and to work in a fair and reasonable manner towards all peop