Job Description ESP/A19

Project: EastSide Partnership

Job Title: Administrator

Location: EastSide Partnership, Avalon House

Reports to: Operations Manager

Terms and conditions

Salary: £12,953 per annum (based on 22.5 hours a week) + 7.5% pension. Starting salary based upon NJC scale point 12 (£21,589 per annum full time). Salary scale NJC 12 – 15.

Contract: This is a new post and will be reviewed after 3 months. Following a successful review the post will be made permanent.

Holidays: 15 days per annum (pro rata) plus statutory holidays

Hours of work: 22.5 hours per week (equivalent to 3 days per week). Some of the specified hours will be unsociable, therefore a willingness to work flexible hours including evenings and weekends is essential. The post holder will be required to take leave during periods when administrative support is not required.

EastSide Partnership is only able to accept applications from those individuals who are currently eligible to work in the UK. We will only interview those applicants who appear, from the information provided, to be the most suitable in terms of the person specification.

Main Purpose of Job

To provide efficient company secretarial and administrative support to EastSide Partnership boards, committees and staff team._________________________________________________________Summary of responsibilities and personal duties

1. Provide secretariat support for EastSide Partnership board and subsidiary boards/ committees (at this stage these are EastSide Arts, EastSide Greenways, EastSide Learning, EastSide Tourism, EastSide Property, the Scaffolding project, Audit & Risk Committee and Group Operational Committee). This includes room booking, hospitality, minute taking, paper collation & circulation and follow up actions post meeting

2. Support the scheduling of all ESP quarterly meetings

3. Provide diary management support to EastSide Partnership Chairperson and Chief Executive

4. Maintain administration systems

5. Maintain databases and mailing lists

6. Collect and collate data to monitor performance

7. Collate information for Partnership publications such as leaflets, annual reports, including liaison with designers

8. Organise meetings and events including arranging hospitality, collation and issuing of papers, booking venues, setting up equipment; design and issue invites

9. Provide administrative support in relation to the recruitment and induction of staff and volunteers

10.Support the review of policies and procedures

11.Assist in the scheduling of internal meetings/ events

12.Assist with general building/ office management

13.Handle enquiries received in person, by telephone and email

14.Assist with Partnership communications e.g. website updates, social media content etc.

15.Undertake any other reasonable duties as required

Person Specification ESP/A19 Essential Criteria

Qualifications and Experience

4 GCSE’s, A*-C, to include English and Maths

A minimum of 1 years’ experience:

within the last 3 years in a busy admin role using Microsoft Office suite including Word, Excel, Outlook of organising and minuting meetings (at board level)

Skills

Excellent organisational and time management skills Excellent interpersonal, oral and written communication skills dealing with a

range of internal and external stakeholders Ability to adapt and work effectively under pressure, prioritise and manage

workload and meet deadlines Ability to work accurately with excellent attention to detail

Disposition

Well presented & inspires confidence Self-motivated and initiative taking A strong team player with excellent interpersonal skills

Knowledge and Values

Knowledge of office policies and procedures e.g. health and safety, GDPR Understanding of and willingness to work within the ethos and values of

EastSide Partnership Commitment to regeneration and a partnership approach Knowledge of EastSide Partnership and subsidiary companies

Circumstances

Must be available to attend all EastSide Partnership board and subsidiary boards/ committee meetings (EastSide Arts, EastSide Greenways, EastSide Learning, EastSide Tourism, EastSide Property, the Scaffolding project, Audit & Risk Committee and Group Operational Committee)- see below for 2019/20 meeting dates

Quarter 2 2019/20Date MeetingTues 22nd October EastSide ArtsWed 6th November EastSide GreenwaysFri 1st November EastSide TourismMon 4th November EastSide Property (and Avec)Wed 13th November EastSide LearningTues 12th November Audit & Risk Committee

Thurs 28th November Group Operational CommitteeFri 6th December EastSide Partnership

Quarter 3 2019/20Date MeetingTues 21st January EastSide ArtsWed 5th February EastSide GreenwaysFri 7th February EastSide TourismMon 3rd February EastSide Property (and Avec)Wed 12th February EastSide LearningTues 11th February Audit & Risk CommitteeThurs 27th February Group Operational CommitteeFri 6th March EastSide Partnership

Quarter 4 2019/20Date MeetingTues 21st April EastSide ArtsWed 6th May EastSide GreenwaysFri 8th May EastSide TourismMon 11th May EastSide Property (and Avec)Wed 13th May EastSide LearningTues 12th May Audit & Risk CommitteeThurs 28th May Group Operational CommitteeFri 5th June EastSide Partnership

* Please note Scaffolding Project meeting dates to be added to above.

Desirable Criteria

Qualifications and Experience

ICT or Text Processing/ Word Processing qualification Experience of working in a voluntary organisation in an administrative

support role Experience of using:

o content management systemso Mailchimpo Design packages e.g. Photoshop/ InDesign, Canva or similar

Equal Opportunities Monitoring Form ESP/A19

Ref No: ESP/A19 Private & Confidential

We are an Equal Opportunity Employer. We do not discriminate on grounds of religious belief or political opinion. We practice equality of Opportunity in employment and select the best person for the job.

To demonstrate our commitment to equality of opportunity in employment we need to monitor the community background of our applicants and employees, as required by the Fair Employment and Treatment (NI) Order 1998.

Regardless of whether we practice religion, most of us in Northern Ireland are seen as Catholic or Protestant. We are therefore asking you to indicate your community background by ticking the appropriate box below.

I am a member of the Protestant community

I am a member of the Roman Catholic community

I am a member of neither the Protestant nor RomanCatholic community

Please indicate whether you are: Female

Male

If you do not complete this questionnaire, we are encouraged to use the “residuary” method, which means that we can make a determination on the basis of personal information on file/application form.

Note: It is a criminal offence under the legislation for a person to “give false information in connection with the preparation of the monitoring return”.

Application Process ESP/A19 Application

Completed applications must arrive by 12.00pm on Wednesday 25th

September.

Applications will only be accepted by email to heather@eastsidepartnership.com and will be acknowledged by email. If not acknowledged please contact Heather on 028 9045 1900

Application MUST be by letter outlining how you meet all of the criteria in the person specification. The letter must be no longer than 2 x A4 pages, minimum font size 11. You may also include a CV (max 2 x A4 pages, minimum font size 11) but please ensure that if you enclose a CV, you cover how you meet all criteria as detailed in the person specification, in your letter

To be accepted the application MUST include the monitoring form

Only information contained in the letter and accompanying CV will be taken into account, so please ensure that you include all relevant information. Any content exceeding the 2 x A4 limit will be disregarded.

We may only interview those applicants who appear, from the information provided, to be the most suitable in terms of the person specification provided.

Equal Opportunities EastSide Partnership is an equal opportunities employer. EastSide

Partnership does not permit unlawful discrimination of any kind against any person on grounds which include gender, sexual orientation, marital status, religious belief or political opinion, race or disability. Unlawful discrimination is defined as treating a person less favourably than others are, or would be treated in the same or similar circumstances.

Canvassing Canvassing in any form will, if proved to the satisfaction of EastSide

Partnership, disqualify a candidate for the appointment

Interviews Interviews will be held on Wednesday 2nd October. Please ensure

your availability for interview on this date prior to application, as it will not be possible to arrange an alternative date

Job Description The duties outlined in the Job Description serve as a guide to the current

and major responsibilities of the post. These will inevitably vary as the role develops and the Job Description will be reviewed on a regular basis. Changes will be subject to consultation with the post holder.

Background Information

EastSide Partnership is a regeneration charity which delivers a wide variety of projects with a clear mission, ‘to make east Belfast a better place’ for resident and visitors. We work with local councils, statutory agencies, community organisations, elected representatives and businesses to make east Belfast a great place to live, work, visit, invest and be proud of.

Our vision is that east Belfast will be a great place where: Residents enjoy good health and well being Education is valued and high standards achieved Tourism, arts and hospitality are thriving

EastSide Partnership aims to:

Contribute to physical regeneration in east Belfast by developing key properties through EastSide Property

Ensure the Connswater Community Greenway is developed and maintained as a destination for all and deliver similar initiatives through EastSide Greenways

Deliver EastSide Arts festivals, community arts project and support local arts groups

Facilitate schools and communities to work together to deliver better outcomes for children through EastSide Learning

Increase visitors to east Belfast and ensure that the potential socio-economic benefits of tourism are maximised at a local level through EastSide Tourism

Develop a strategic approach and facilitate campaigns, activities and events to alleviate the effects of poverty in east Belfast through the Scaffolding Project

For more information please visit www.eastsidepartnership.com