Hub Administrator

Employer: Craigsfarm Community Development Project Ltd

Place of Work: Craigsfarm Community Hub, Craigshill, Livingston

Leave: 35 days annual leave (Includes bank holidays) to be worked flexibly to suit the needs of the service.

Place of work: Craigsfarm Community Hub, Maree Walk, Livingston

Disclosure: PVG membership required

Why Craigsfarm

Craigsfarm is a community organisation led by local people that work together to deliver services to the community. We are looking for Craigsfarm adopts a place-based approach, we collaborate to develop services that are led by and grow in response to local need. We promote a culture of engagement and empowerment that focuses on the skills and experience within our community. Our aim is to tackle poverty and inequality by listening to and then taking action with local people to regenerate our community.

The role of Hub Administrator is an important role in ensuring we are engaged with the community. This includes an efficient and effective front-line service for all visitors via Reception and receiving telephone calls along with all aspects of administration required to enable the service and facility to function effectively. The role will be very varied, fast paced and requires a high degree of flexibility as you will be working with a small, dynamic and dedicated team. For further details about the role please see the Job Description and Person Specification.

We would like an experienced administrator, someone who can demonstrate knowledge and skills and have a good working knowledge of Microsoft 365 software and financial invoicing software.

You will need to be enthusiastic, with a positive, can-do attitude; enjoy supporting those around you; be a real team player and be committed to supporting our frontline staff who strive to give our community members the support they deserve for the brightest future they can have.

Job Purpose

The Administrator supports the smooth day-to-day running of Craigsfarm and is often the first point of contact for service users, volunteers, and visitors. The role helps create a welcoming, safe, and respectful environment, provides essential administrative and room set up support and ensures that records, information, and office systems are accurate, secure, and well-maintained.

The Administrator plays a key role in supporting service delivery, organisational efficiency, safeguarding, facilities operations and the overall positive experience of people engaging with Craigsfarm.

The successful candidate will have experience of providing administrative support in a service-based organisation, a good knowledge of general office procedures, excellent IT and literacy skills, and the ability to accurately manage databases and spreadsheets and have some knowledge of financial databases such as Xero.

General Administration

Undertake a variety of administration tasks including but not limited to monitoring inboxes; scanning; filing; formatting and dealing with mail as required.
Support the Hub Manager in the implementation of all operational risk assessments and compliance thereof.
Carry out reception duties for callers to the office - both in person and by telephone/email. Provide reception services for business calls and service users, make appointments for other staff as required. This will involve responding directly to members of the public and service users and may require signposting and information to service users on alternative services.
Oversee the room booking system including development of Room Booking forms with clients, updating room booking calendar, liaising with café for event catering.
Preparation of room booking invoices and monitoring payment.
Preparation and distribution of Hub Diaries and work rotas for staff and outlining room set up requirements for the janitors.
Responsible for all purchasing of materials for the organisation.
Carry out administration tasks and provide support for both internal meetings including assisting in the preparation of agendas, minutes, letters and reports, room bookings, liaising with suppliers and sourcing resources.
Engaging with referral enquiries to the wellbeing programme by phone/email and provide administrative support to the Wellbeing programme for course registrations, development of course attendance sheets, and programme evaluations and collating of data received.
Update all service users’ registration information on the relevant spreadsheet and ensure adherence to GDPR requirements.
Work with the management and programme leads in the update of social media and website information. Including the weekly development of the “What’s On at Craigsfarm” template for social media.
Oversee the co-ordination of volunteers.

General duties and responsibilities

To identify own training and developmental needs and participate in a personal development plan to meet identified needs.
Other tasks as directed by the Management team.
There may be occasions for the opportunity to be involved in other areas, including attending events or other activities.

Please note: candidates should complete their applications on the basis that evidence should be provided when considering the following criteria.

Experience working in an administrative role where priorities might change rapidly.

Self- motivated energetic and resourceful with a proven ability to work on your own.

A calm and patient manner, especially when communicating with Community Wellbeing Programme Service users.

Up to date highly competent IT skills especially in MS Access and MS Office generally and Windows.

Experience of working, and familiarity, with social media accounts

Good interpersonal and communication skills.

Experience of working to strict deadlines, and confident at multi-tasking, working on multiple projects simultaneously with varying deadlines.

Non-judgemental approach to working with young people, families, staff, board and stakeholders

An understanding of the challenges of working with mental health

Previous experience in the charity sector.

Familiarity with remote/video communication methods e.g. Zoom/Teams.

Familiarity with computers and projectors

Ability to work flexibly

Experience of using a financial database such as Xero

Knowledge and understanding of GDPR.

Personal Attributes

Punctual, reliable and trustworthy
A flexible and responsible approach to work
A good sense of humour
Compassionate and Inclusive
Committed to those who face disadvantage

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