Centre Administration and Communications Officer

The post holder will support the delivery of Cerebral Palsy Scotland’s work by being the welcoming face to everyone who comes into the centre or contacts the centre by phone or email. They will provide the first impression of Cerebral Palsy Scotland. Working closely with the Centre Manager and providing administration support to all teams to ensure the smooth running of the centre. Providing support to the Communications Manager and the fundraising team in assisting with the planning and administration of events. Supporting the individuals and families that contact us. Create and post on our social media platforms, advertising events and opportunities.

If you're a proactive individual with outstanding organisational and communication abilities, we're eager to receive your application!

The successful candidate will be expected to work from 9am – 5pm, Monday to Friday in office. 

To streamline our hiring process, we'll be reviewing applications on a rolling basis. Early applications are encouraged as we aim to fill the position promptly.

Benefits

• Full Time opportunity working 40 hours per week (Monday to Friday 9am to 5pm, includes 1 hour lunch)
• This is a fully onsite office based role
• Starting salary £25k per annum
• 25 days holidays + 10public holidays
• Company Pension Scheme
• Free onsite car parking

Main duties and responsibilities

General Administration

• To work with all colleagues to ensure the smooth running of all operations in the centre
• To provide admin support to the senior management team
• To contribute to maintaining the centre’s filing, record keeping and data base systems
• To ensure all centre information is kept accurate, relevant and up to date
• To run the meeting rooms booking diaries and to ensure meeting rooms are set up as required for colleagues 
• Answering queries that come into the general email account

Reception

• To welcome visitors to the centre
• To operate the telephones during centre opening hours – taking messages and passing on calls
• To ensure that all incoming and outgoing mail is sorted and franked as appropriate
• To take mail to local post office when required 

Facilities Management

• To be the nominated fire warden for the building and keep paper work up to date and to carry out weekly fire alarm tests and test evacuations as required
• To be responsible for general stock control in the centre, particularly with regard to stationery, cleaning equipment and refreshments
• To be the point of contact for any building issues and work with Centre Manager to liaise with contractors in booking appointments and scheduling work.
• To assist in cleaning duties as backup for centre cleaner and therapy assistant

Finances

• Purchase orders – to operate the purchase order system, to issue purchase order numbers, ensure that they are signed, approved and logged on the system
• Invoices – to match invoices with purchase orders and distribute for payment to the CEO and to issue invoices when appropriate and to chase unpaid invoices
• Payments – to keep a log of payments received and ensure accountant receives monthly copies of all PO’s and invoices.
• Complete all financial processing, producing monthly reports

Communications

• Work with our Communications Manager to improve awareness of cerebral palsy in Scotland
• To assist with the dissemination and distribution of information about Cerebral Palsy Scotland projects and services to professionals and non-professions across Scotland
• To work alongside colleagues and outside agencies to develop information about cerebral palsy for children and adults with cerebral palsy, in print and online
• Creating and posting content to be used on social media
• Update the website and social media platforms as requested

Family support

• To provide signposting to families and individuals who need support and be a main point of contact
• To be the first point of contact for adults, children and their families and carers attending the centre for therapy and other visitors to the centre, be welcoming and engage with them

Events 

• To work alongside the Communications Manager and fundraising colleagues to play a vital role in the planning of the exhibition and programme at the annual Cerebral Palsy Scotland conference
• To assist the therapy assistant with the running of courses, including advertising, sending out information and taking bookings, invoicing, payment confirmation, catering and passing information on to other staff members as required

General

• To set up the text calls for appointment reminders
• To cover diary administration as required
• To carry out all reasonable tasks as may be required
• Maintain a confidential, sensitive and discrete approach to personal, sensitive and organisational information
• To ensure all information is kept relevant and up to date
• Maintain a confidential, sensitive and discrete approach to personal, sensitive and organisational information
• Have an understanding and awareness of cerebral palsy
• Contribute to a culture of equality and demonstrate a commitment to creating a genuinely inclusive organisation
• Represent the organisation in a positive manner
• Adhere to and uphold Cerebral Palsy Scotland’s mission, vision, social purpose, strategic aims and values
• Act with integrity and maintain the highest professional standards at all times
• Compliance with Cerebral Palsy Scotland policies

Person Specification

Essential Experience

• Customer service experience or similar role
• Good level of education

Desirable Experience

• Working for a charity
• Higher English and Maths

Essential knowledge and skills

• Experience of dealing with the public
• IT literate including MS Office
• Previous experience of working in a team
• Strong written and verbal communication skills.
• Good planning and organisational skills with an ability to manage own workload and priorities in order to meet deadlines, and respond to changing priorities
• Able to use own judgement, resourcefulness and common sense
• Able to work under pressure
• Able to multi task

Desirable knowledge and skills

• Quick to pick up new skills
• Willing to learn new skills
• Pleasant and articulate manner
• Content writing
• An understanding and experience of all major social media platforms

Essential personal attributes

• Ability to work effectively and positively as a team member
• Passion and a positive attitude.
• Accurate and able to ensure attention to detail

Other Job related requirements

• An understanding, acceptance and adherence to the need for strict confidentiality
• Willing to step in and help other team members as required
• Sensitivity and awareness of Cerebral Palsy