Company Administrator

Overview

The National Paralympic Heritage Trust (NPHT) has embarked on a new exciting five-year strategy – ‘Becoming Seamlessly Inclusive 2023-2028’. To help us on this journey, this is an exciting opportunity to join our team as the Trust’s Company Administrator, a key role within our organisation. You will be able to think on your feet and be confident to work autonomously. 

The NPHT is a young dynamic and diverse organisation, and a leader in accessible heritage. Over our first five years we have engaged with over half a million people with the ambition to reach a million over the next five years, with support from several major heritage funders including the Arts Council England (as an NPO), National Lottery Heritage Fund, Rothschild Foundation, Museums Association Esmee Fairbairn, Wolfson Foundation, Art Fund and Garfield Weston.

Role of the Company Administrator

The Administrator will be responsible for the key administration functions of the Trust; planning, directing, managing, and coordinating all operational functions including the office management, day to day finance records, events support and site maintenance.

 

1.                   Overall

1.1                To be part of the inspiring work of the National Paralympic Heritage Trust, supporting the wider team and often being the first line of contact to visitors and partners in person, online and via telephone.

1.2                Manage the provision of office services including the management of day to day finance and payments, staff rotas, stationary orders, supporting events and bookings and ensuring the smooth running of the office.

1.3                Organising the day-to-day maintenance of the Heritage Centre and the displays at the National Spinal Injuries Centre.

 

Main Duties

1.4                The management of office systems, operating practices, record keeping, policies and budget monitoring systems including supporting returns to funders, monthly invoicing records and payments.

1.5                Administration of training, Heritage Centre bookings, events and meetings, including organising catering when relevant.

1.6                Management of general correspondence, answering phone calls, managing the admin mailbox and processing post.

1.7                Oversight and coordination of environmental action plans.

1.8                Drafting, formatting, and printing of relevant documents for meetings as required.

1.9                Maintaining stock lists and ordering of office supplies as needed.

1.10            Coordinate agendas and take meeting notes for the Board of Trustees and the Finance and Development Committee.

1.11            Management of purchase orders and invoicing.

1.12            Photocopying and filing of appropriate documents as needed.

1.13            Maintaining databases, and the google drive.

1.14            Support processing of DBS checks for staff and volunteers as directed by the wider team.

1.15            Other

·       To support communications, digital content and evaluation consultants.

·       To support the commercial programme of work.

 

·       Other project work as arises.

 

·       To assist work placement trainees in areas where they require admin support.

 

2.                   Meetings and reporting

2.1                The Administrator will be employed by the National Paralympic Heritage Trust and be responsible to the Board of Trustees.

2.2                The Administrator will report to and be supported by the Head of Programmes.

2.3                The Administrator will have monthly meetings with the Head of Programmes, reporting on progress and raising any areas of concern.

3.                   Period of Contract

3.1                Permanent.

4.                   Contract fee/Pay

4.1                The proposed fee is £25,000 a year Pro rata 3 days a week (24 hours).

4.2                In addition to the payment outlined above the Administrator will be paid reasonable agreed expenses incurred subject to the supply of receipts/travel expense claim and a stakeholder pension.

5.                   Indemnity

Insurance is covered by the NPHT.

6.                   Skills and Qualifications

Essential:

 

o         Excellent administrative skills with an eye for detail and a good understanding of Excel and Word.

o         Excellent interpersonal, organisational and communication skills.

o         Experience with budget monitoring.

o         Proven ability to work in a collaborative manner.

o         Excellent communicator.

o         Highly self-motivated.

o         Experience of engaging with the public.

Desirable:

o         Experience/empathy to disability and neurodiversity.

o         An interest in sport.

o         An understanding of or interest in the Paralympics.