BUSINESS ADMINISTRATION MANAGER
(35 hours per week – permanent contract)
Salary: £18,000 – £23,000 pro rata
Location: Initially BPR Rescue Centre, Earlston with possibility of working from home as we work to secure a new office-based setting.
Base hours: 35 hours per week
Application closing date: 1 November 2021
Overview: Borders Pet Rescue is a small but vital animal welfare charity in the Scottish Borders. Our Rescue Centre at Craigsford, Earlston is run by staff and 50 volunteers. The charity also has 4 shops in Galashiels, Kelso, Hawick and Duns, which are run by dedicated teams of staff and volunteers. These shops are the main source of regular income for the charity. Demand for our services has never been higher with an increasing number of animals coming into our care. Our charity has, therefore, embarked upon a period of growth and development and this new post has been created to support the development of our charity.
An experienced, well-motivated and organised Business Administration Manager is now sought to provide effective and efficient business support for a range of BPR activities covering administration, finance systems, governance, HR and, on occasion, reception duties.
Main purpose: To provide business support to the charity and our animal welfare and retail Teams through developing systems, administering, organising, processing information, and supporting colleagues to use systems, as appropriate.
This is a new role which is likely to evolve and may include other duties as required by the Board of Trustees, not yet specified below:
· Developing and maintaining the IT SharePoint system
· Establishing and maintaining computerised information systems e.g. BPR members, Friend’s, volunteers and donors
· Establishing and maintaining an estates and facilities record system
· Scanning archives, as required, into Shelter Manager database and SharePoint systems in line with GDPR guidelines
· Establishing and maintaining a BPR complaints procedure
· Dealing with enquiries and communications via email system and responding accordingly
· Ensuring all information is gathered, used, recorded, stored, analysed and reported on in accordance with GDPR guidelines
· Contributing to project work by providing administrative support
· Providing administrative support for the preparation of marketing and publicity materials and contributing to promotional campaigns
· Promoting the work of BPR through the use of all mediums
· Ensuring effective communication and consultation with staff and volunteers and maintain strong links with the Board and staff across multiple sites.
· Ensuring all staff salary information is gathered and completed appropriately within set deadlines, and sent to the BPR payroll provider on a monthly basis
– post and pay invoices
– process gift aid claims
– VAT returns
– contract renewals e.g. rates, communications and IT services, insurance, electricity, leases
– bank and system reconciliations
– produce monthly financial reports
· Providing administrative support for fundraising activities and events
· Coordinating and recording donations, events, shops and centre takings, and maintain the donation tins database.
· Undertaking secretarial duties in support of the BPR Chair and Trustees to include:
– attendance at monthly Trustee meetings
– convening meetings on behalf of Trustees, setting up video conferencing/booking rooms
– dealing with correspondence
– preparing agendas for meetings (in consultation with the Chair)
– taking the minutes of meetings and ensuring Trustees have the right information to enable
them to make informed decisions.
– other duties as directed by the Chair
· Establishing and maintaining an HR administration system holding staff data in line with data protection guidelines.
· Maintaining and updating staff records e.g. training, absence
· Providing support for staff recruitment process, including recruitment literature; adverts; job descriptions; packs; offer letters etc.
· Establishing and updating a centralised BPR volunteer record system.
· Any other reasonable duties.
· Qualification in Business Administration or equivalent evidence of experience, particularly in setting up systems of information and enabling others to use IT and access system information.
· Understanding of GDPR legislation and ability to apply this in practice.
· Experience and flexibility to carry out a wide range of office administration duties.
· Excellent IT skills including a knowledge of Microsoft packages, with the ability to develop and use spreadsheets, PowerPoint etc.
· Numeracy, including experience of processing payroll information and book-keeping.
· Organisational skills including ability to work on a number of areas of work, plan and prioritise actions when conflicting priorities occur.
· Ability to work collaboratively and with flexibility in a small team.
· Ability to work with minimum supervision with the ability to take responsibility for tasks, prioritising, managing and scheduling own workload to ensure deadlines are met.
· Ability to maintain accurate data and produce accurate information.
· Clear and meaningful verbal communication skills and ability to work with and relate to staff and volunteers at all levels within the organisation and deal professionally and effectively with external contacts.
· Clear and accurate written communication skills, including production of minutes.
· Able to demonstrate understanding of when confidentiality is essential, and ability to maintain confidentiality.
· Experience of working with people, dealing with difficult situations, using tact, diplomacy, respect and promoting equality.
· An interest in animal welfare.
· Driving licence.
· Experience of using social media platforms.
Borders Pet Rescue is committed to supporting a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability or age.