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Job description

Main Purpose: To work with the Service Delivery & Development Co-ordinator to ensure the efficient delivery of administrative support services to PlayBoard’s play based playwork community relations programme, delivered as part of the Our Generation Project. The Our Generation project is supported by the European Union’s PEACEPLUS Programme, managed by the Special EU Programmes Body (SEUPB), and brings together the expertise of 9 Partner organisations for the delivery of a project that seeks to: Improve good relations in communities which have been impacted negatively by conflict through the development and delivery of youth and children’s programmes focused on mental wellbeing and resilience. Insure quality assurance of the delivery mechanisms and develop mental health and resilience guidelines for youth focused organisations.

Responsibilities

• To act as first point of contact, telephone duties, receive and relay oral and written messages.
• To ensure that all information is maintained and held in accordance with both PlayBoard and SEUPB policies and procedures.
• Typing of letters, memos, reports, advertising, and promotional materials, agenda, minutes and other materials as required, ensuring that copies are produced, filed or distributed as appropriate to staff and/or partner organisations.
• To devise and develop centralised monitoring systems to ensure the co-ordination of all relevant registration and monitoring data held by the programme.
• Maintain and update electronic / paper records and databases in respect of PlayBoard’s administrative and monitoring systems as appropriate to SEUPB requirements. Inputting data onto monitoring systems daily.
• Compiling evaluation and monitoring data and report production to support monthly/quarterly reporting to funder requirements using both databases & spreadsheets.
• To liaise with the lead partner to ensure the effective and timely two-way flow of monitoring information.
• To ensure that data is effectively protected and secured in line with Data Protection legislation and best practice arrangements.
• Provide support for the production of materials for workshops and events, including formatted documents compiled in well-presented workshop packs, presentations and supporting materials.
• To support the OG Team in the production of training packs, ready in advance of each delivery session.
• To process quarterly claims ensuring they are compliant with the funder and organisational guidelines before forwarding to the lead partner.
• To support the Project Co-ordinator and staff in planning, setting up and administrating webinars using Zoom platforms.
• To support the Project Co-ordinator and staff in the ordering of stationery/supplies in line with PlayBoard’s financial procedures through PlayBoard’s Finance Officer.
• To provide confidential secretarial support to the Project Team including organising appointments, handling mail, photocopying, minute meetings, filing and word- processing.
• Answer the office telephone and be the first point of contact for the business, including welcoming visitors and providing refreshments when needed.
• Dealing with enquiries and despatching appropriate information on a timely basis in response to any requests received.
• Co-ordinate, research, organise and book rooms/travel for training, workshops and seminars preparing any materials needed for delivery.
• Attend team meetings and produce minutes/summary of action points.
• Take part in supervision, appraisal and training as identified through PlayBoard’s Learning and Development Processes.
• Maintain a positive and flexible approach in discharging these duties and any other additional tasks as may be reasonably assigned according to the changing priorities of PlayBoard.

Skills and Qualifications

Essential Skills

• Have a minimum of 3 GCSE’s/O’Levels or equivalent which includes English and Maths.
• Have 2 years’ recent relevant experience of providing administration support within an office environment.
• Experience of developing and maintaining records and filing systems.
• Experience and knowledge of using the following within your working environment with efficiency and impact. MS Word Outlook MS Excel.
• Experience of writing reports and minutes of meetings.

Desirable Skills

• Strong communication and teamwork skills, with the ability to plan, prioritise and manage multiple tasks independently.
• Flexible, adaptable and able to work effectively in changing environments and varied working hours.

Further Information

Candidate Information booklet can be found at https://www.playboard.org/jobs Salary: £27,344 - £29,439 per annum, pro-rata to 4 day week (28hrs), Pts 18 to 22. Post Status - This is a fixed term contract until the 30th September 2027, subject to funding. Hours of work - The successful candidate will work 4 days per week, totaling 28 hours. There may be an opportunity to increase to full-time hours, subject to funding. Monday to Thursday 9am to 5pm