Senior Foodbank Administrator Maternity Cover

The Bristol North West Foodbank is looking to employ a part-time Senior Administrator to cover Maternity leave for one year. You will work within, and support, our Foodbank team, based at our Social Justice Hub in Avonmouth Village, and occasionally at our other Foodbank outlets/venues.   You will be responsible for the administrative functions of the Foodbank; maintaining and developing day-to-day processes and playing a key role in Seasonal projects. The foodbank is a highly collaborative and fast-paced environment, so you will need to be willing to work in a flexible and responsive way according to changing priorities.

The Bristol North West Foodbank is a Christian-ethos charity, linked to Trussell.  

Senior Administrator role:

General Administration

·       Processing email in, ensuring team action

·       Processing and posting mail out

·       First port of call for telephone calls, face to face enquiries and ensuring appropriate action and record keeping

·       Photocopying, printing and filing

·       Taking of team meeting minutes and subsequent circulation

·       Keeping databases up to date

Foodbank outlets and events

·       Liaison with voucher holders, churches, individuals and businesses

·       Processing requests for new voucher holders

·       Overseeing the Harvest Collections with the Foodbank Manager

·       Allocating & Co-ordinating admin team volunteers

Accounts

Ensuring the:

·       Maintenance of Gift log, including preparation for banking

·       Keeping the treasurer informed of payments received

·       Filing expenses and invoices

·       Organising money to bank

·       Sending out standing orders/gift aid forms

·       Creating invoices

·       Sending thankyou letters

In addition to the basic administrative and logistical tasks of the foodbank you will; 

·       be the first point of contact for the Foodbank, being able to answer a wide range of enquiries and anticipate the impact of changing logistics for the van teams

·       be required to develop communications with the foodbank team, volunteers, referrers, foodbank clients and other stakeholders

·       be responsible for data-inputting and data-capture, both directly and by supervising others

·       have a key role, as part of the team, in determining and communicating guidance and decisions to foodbank clients

·       lead on the administrative functions of the foodbank’s seasonal projects eg Harvest, Christmas Hampers and summer treat boxes

·       manage the bookings for the Eat Well Spend Less Cookery course & liaise with the cookery course trainers

·       develop records, resources, social media content and office procedures in response to the changing needs of the foodbank service.

·       Be responsible for maintaining the foodbank website and maintenance of referrer details on the Trussell Database

General

·       Wear the name badge at all times, and uniform when required

·       Maintaining the high standards of conduct and behaviour expected by the charity

·       Maintain & comply with health and safety, safeguarding and data protection policies and procedures.

·       Adhere to the company’s policy on the misuse of drugs or alcohol in the workplace

·       Report to your manager any personal difficulties that might affect the work or the company’s reputation

·       Be accountable to the Foodbank Manager and Board of Trustees

Together with any other reasonable duties as specified by the Assistant Manager, Foodbank Manager and Trustees to support the work of the Charity.

Person Specification

Essential skills:

·       A proven track record of excellent administrative skills and experience

·       Maths and English GCSE 5-9 (A-C) or equivalent

·       Confident in using IT, including email, completing online forms, searching for information online, creating Microsoft Word and Excel documents.

·       Excellent written and verbal communication (eg written skills, person to person and on the telephone), demonstrating confidence and sensitivity in dealing with people in distress.

·       Excellent organisational skills and attention to detail 

·       An ability to work with complete discretion and confidentiality

·       Keenness to problem solve

·       Proven track record of being able to work well both in an unsupervised environment and as part of a team

·       Willingness to work empathetically, but in a boundaried manner, when faced with challenging situations.

·       Effective supervision of volunteers/support staff  

·       Experience of editing websites, posting on social media and creating content.

Desirable skills:

·       Experience of working within a Church and/or Charity environment

·       A good understanding of the work of Foodbanks across the UK

·       Experience of creating posters and leaflets on Canva or similar package.

Personal Attributes

·       Someone who is supportive of the Christian ethos of the Charity

·       Enthusiasm and reliability

·       Honesty and Integrity

·       Flexible, approachable and adaptable

·       Kindness, compassion and empathy for the people the Foodbank serves

·       To be able to identify personal limitations and ask for help when needed