Administration Officer

Background information

PECT is an independent charity that is helping to protect and enhance the environment. Our vision is for Sustainable Places. By this, we mean that: the natural environment is healthy, communities are involved in their area, health and well-being is improved for all, resource use is responsible and doesn't compromise the needs of others, now and into the future. We champion sustainable practices in order to leave a lasting legacy for future generations.

Purpose of role:

To be responsible for the administration of the company and the provision of all administrative and company secretarial services to the Trust's Chief Executive, staff, trustees and partners. To be responsible for the management of HR and facilities including IT and Health and Safety.

Employer: PECT
Based: This position will be based at PECT's offices: The Green House, 4-6 Cowgate, Peterborough, PE1 1NA
Salary:GBP24,000pa (pro rata)
Closing Date for Applications:6th July 2018
Interview Date: TBC
Start Date:1st August 2018
Hours/ Week:22.2 hours
Work Outside Normal Hours: Occasional evening and weekend work may be required
Reports to: Chief Executive Officer

Office Management and Company Administration

• Responsible for all company administrative duties (including returns to Charity Commission and Companies House) and other requirements under the Companies Act.
• Provide administrative services to PECT's Board of Trustees and Members.
• Assist the CEO and other staff with a range of duties such as clerical, administrative and research duties as necessary to ensure the efficient running of the Trust.
• Manage insurance arrangements in accordance with the company's obligations and manage the IT, telecoms, facilities and premises of the organisation.
• Responsible for the efficient operation, updating and improvement of the organisation's administrative, HR and information systems.
• Ensure PECT is compliant with General Data Protection Regulations.
• Supervise the handling of public and professional enquiries and act as the first point of contact, ensure all staff present a positive image of the organisation and that the customer care policy is being effectively followed by staff.
• Responsible for the general cleaning, maintenance and repair of PECT premises and equipment, and the management of the office Environmental Management System.
• Organise internal events for the organisation.
• Support and get involved in other PECT activities and initiatives where applicable.
• Seek opportunities to develop new/extend existing work and income streams for PECT. This could be through project development, fundraising and/or partnership working.

Human Resources

• Oversee HR administration, policies, procedures and systems with support from CEO and HR consultant.
• Administration of the Trust's Company Pensions Scheme and benefits including Life Insurance, and Health Cover.
• Provide admin HR support to all staff including recruitment administration, inductions, contracts, starters and leavers, payroll and be the first point of contact for staff regarding HR related enquiries.
• Ensure staff paperwork and documentation is compliant with company policies and procedures e.g. vehicle insurance documents and sickness records, and ensure that staff comply with office policies.
• Manage and coordinate the process of recruiting and managing interns, work experience and volunteer staff.

Health and Safety

• Responsible for ensuring that the Trust's Health and Safety Policy is put into practice. This includes arranging H&S audits, training, risk assessments, electrical testing and logging near misses and accidents.
• Supporting staff to complete health and safety assessment for projects.

Finance

• Provide financial support including being responsible for payroll processing, cash floats, company credit card and processing purchase invoices.
• Responsible for managing the budget for organisational costs and the procurement and management of the company's operational budget. This includes maintence, safety, supplies, asset register management, subscriptions and systems.

Person Specification
Essential Criteria

• Minimum of 5 GCSE's A-C including Maths and English or equivalent.
• Level 3 qualification or equivalent in relevant subject.
• Experience with HR and Payroll admin; and using HR software.
• Relevant experience of similar office management or administration role
• Excellent customer care skills.
• Excellent organisational and time management skills, ability to manage projects and organise work effectively to a tight schedule and to completion.
• Demonstrable experience of managing multiple tasks/activities/events at one time.
• IT qualification or equivalent experience of IT, especially proficiency in Microsoft Office Software.
• Experience of providing support to finance function within an organisation.
• Excellent oral and written communication skills.
• Exceptional attention to detail.
• Able to work independently and use own initiative; and within a small team.
• Knowledge and understanding of Health and Safety requirements.
• Able to work effectively under pressure and handle changing priorities.
• Willingness to learn and undertake training where appropriate.

Desirable

• Further qualifications in the relevant subject.
• Experience of managing staff.
• Experience of managing budgets.
• Knowledge of Environmental Management Systems.
• Experience of organising and coordinating events.
• Enthusiasm for and understanding of environmental/sustainable development issues.

Please send a covering letter and CV.You may be contacted for a brief telephone interview before the formal interviews.

To comply with GDPR regulations we will be securely storing your application for a period of 6 months. Once these 6 months have expired your application will be securely removed from our system. You have the right to request access to any information PECT holds about you. For more information please visit our website