Administration and IT Officer

Job Title:                               Administration and IT Officer

Salary:                                  £30,500

Position Type:                       Full time/Permanent

Reports to:                            Finance & HR Manager

Based at:                              School Food Matters, Blackfriars Settlement, 1 Rushworth Street, SE1 0RB

Working Hours:                     9am-5pm (flexible)

Holiday:                                 31 days including bank holidays

Pension:                                School Food Matters pays pension contributions at 7% of pensionable earnings

About School Food Matters

At School Food Matters we believe that school food can unlock a happier, healthier, more sustainable future for every child. We want a school food system that delivers for all children, so they can enjoy nutritious, delicious and sustainable school food and leave school with an informed and positive relationship with food. To achieve this, we campaign for a better school food system, bringing the voices of children, parents, and teachers to government policy, and deliver fully funded food education programmes in schools across the country.

Job Purpose

·         To ensure the smooth running of the School Food Matters office

·         With the support of our IT consultant, manage the charity’s IT systems to ensure optimal efficiency

·         Develop our Airtable database to maximise the opportunities available to us on this platform

·         To assist the Finance & HR Manager in managing and processing the financial affairs of the charity

Key Tasks

 Administration

·         Liaising with our landlords on issues regarding our office space and facilities

·         Ensuring the smooth running of the office, overseeing the set up and maintenance of office systems

·         Managing the enquiries@ email address and answering telephone enquiries

·         Assisting with administration and coordination of any events held by SFM e.g. strategy away days

·         Organising staff events including celebrations, sporting challenges, quizzes and general fun to keep the team engaged and happy!

·         Developing and maintaining an inventory of materials, and keeping the office materials tidy and well managed

·         Working with the Super User Group to ensure that Airtable is used effectively to support delivery of our programmes, and to ensure contact details are accurate and up to date

·         Working with the evaluation team to monitor programme feedback and data entry as required

·         Providing support to the food ed team as required, particularly with project logistics

·         Taking minutes at the quarterly trustee meetings

·         Prepare invoices for customers, chasing and recording income in Xero as required

·         Post transactions and reconcile bank accounts in Xero

·         Process staff expense claims

·         Maintain gift-aid data and make claims as required

IT

·         Purchasing items for the office and projects as required, including IT equipment

·         Managing IT and office set up for current staff and new starters to ensure a smooth working process and environment for all

·         Maintaining the shared online filing system and making sure it’s kept up to date

·         Reviewing and developing IT systems including telecoms to ensure they are fit for purpose

·         With our IT consultant, implementing and regularly reviewing cyber security procedures of the charity

·         Keeping abreast of new IT systems that could be of benefit to SFM

General

·         Keeping up to date with safeguarding requirement and reporting procedures

·         You will also undertake other tasks relevant to the affairs of SFM that may arise from time to time. Therefore, being flexible and approaching the job with an open and positive mindset is essential!

Person Specification

Essential

·         Experience of office administration and IT

·         Excellent organisational skills including attention to detail, critical thinking, multi-tasking, prioritising and problem solving

·         Confident and competent IT skills

·         Positive personal attitude and a good team player

·         Ability to work independently to agreed deadlines

·         Ability to add value to SFM’s culture and ethos

Desirable

·         Good oral and written communication skills

·         Experience working with databases/accounting systems

·         A good understanding of policies and best practice relating to running a small office

·         Experience of setting up new office systems and processes to improve effectiveness

·         An interest and enthusiasm for the charity’s mission

-         Experience of working in a small charity environment