Office and Membership Administrator
Posted: Fri, 09 Feb 2018 11:35
Office and Membership Administrator
£18500 - £21000 based on knowledge and experience
Hours of work:
37.5 hours per week 9am – 5:30pm Mon - Friday
Head Office, Leamington Spa
Chief Executive Officer
25 days annual leave plus bank holidays per annum. The holiday year is from 1st January to 31st December.
Equality and diversity:
British Blind Sport is committed to championing equality and diversity in all aspects of employment and in the services that it provides. All British Blind Sport employees are expected to understand and promote the BBS Equal Opportunities Policy in the course of their work.
All British Blind Sport staff are required to actively promote the equal opportunities policy and influence and encourage the empowerment of disabled people within sport.
The term 'Visually Impaired' is used to represent all people who are blind or partially sighted.
Ensure that the BBS head office provides an efficient and professional administrative service to the staff and members of BBS.
To ensure the British Blind Sport membership, subscription and other databases/records are accurate and up to date (including the administration of membership and subscription renewals)).
To provide administrative support for a range of meetings, consultation events, sporting events and British Blind Sport's board meetings and AGM.
To provide telephone and email support to the BBS sport section committees and members.
Co-ordinate, attend, minute and distribute promptly, material relating to the AGM, Board and any other committee/group meetings as required.
Taking a proactive approach to work with the Insight and Communications Officer and sport development teams to promote and market British Blind Sport membership and events.
To co-ordinate the distribution of the bi-annual membership magazine and distribute across the membership and other networks.
To co-ordinate the member's sight classification programme and database ensuring that records are maintained accurately and confidential at all times.
Provide support and information to the CEO on developments across sight classification systems that may impact BBS members
To be responsible for office services and supplies, liaising with external contractors and suppliers of goods and services (including liaison with the charity's outsourced IT suppliers and supporting the office on IT issues)
To work in collaboration with the Bookkeeper to ensure payments to and from British Blind Sport are processed efficiently (e.g. processing invoices and payments, debt collection, proactively seeking membership renewals and subscriptions).
To staff the office telephone line (cover to be provided by other staff and use of temporary staff/volunteers as appropriate), ensuring all callers to British Blind Sport receive a professional and courteous service.
Maintain a filing system that is clearly identified and easily accessed.
Monitor the charity's policies and risk registers to ensure all are being adhered to effectively.
To provide administrative support to other outward-facing activities undertaken by British Blind Sport (for example, occasional training events and mail outs).
To liaise with BBS officers to ensure that the central diary is up to date and accurate.
Manage post, both incoming and outgoing.
To include duties to support the CEO; replying to correspondence on her behalf of when necessary, preparing of meeting rooms for clients and managing the CEO's diary, booking meetings/travel arrangements and monitoring email correspondence in her absence (e.g. when CEO is on annual leave).
To co-ordinate head office volunteer admin support worker's work programme.
To oversee the health and safety of the office environment including maintaining an annual risk assessment, bi-annual PAT testing and First Aid management.
To proactively manage the cost and purchase of equipment and stationery on behalf of the organisation.
To take on any reasonable tasks and responsibilities through negotiation and discussion with the Chief Executive Officer.
Supporting wider partner connections
- To establish and maintain professional relationships with external stakeholders
- To work with the BBS sports section committees and members to ensure that they receive an prompt and professional service from head office
- To maintain good relationships and share relevant information with BBS staff to ensure flow of knowledge and joined up thinking
- To support the wider VI community by dealing with external queries promptly and effectively.
Contribution to the work of British Blind Sport
- To support British Blind Sport in developing strong partnerships with VI organisations in order to ensure that British Blind Sport is the leading strategic agency in the development of VI sport
- To assist in the delivery of consistent high quality services by fully participating with and actively supporting colleagues & trustees at British Blind Sport
- To abide by and promote the visions and values of the organisation through the observation and implementation of all company policies e.g. Equal Opportunities, Safeguarding, Event Risk Plans
For more information see full job description attached below