Join Our Team: Administration Officer for Racial Harassment

Racial Harassment Forum, Brighton & Hove (RHF)

Administration Officer Job Description and Person Specification 

Job Description

Job title:  RHF Administration Officer

Reporting to: RHF Manager/ Trustee

Location: BMECP Centre, 10 Fleet Street, Brighton, BN1 4ZE

Salary: £23,333 pro rata £9,333 actual per annum 2 days a week. 

Contract until March 2025 with possibility of continuation funding 

Job Summary

The RHF Administration Officer will provide a helpful and efficient administration service to support RHF Trustees, staff and clients. The role is pivotal for this small charity and involves all aspects of central administration,  basic bookkeeping and payroll, organising trustee and other meetings, producing agendas and minutes, answering enquiries and helping to manage IT and systems.  

Main Duties

First point of contact: replying to emails, forwarding emails to the relevant people, ensuring all enquiries are dealt with. 

Organising and facilitating meetings to include trustee meetings and the AGM: Room booking, scheduling meetings on Zoom, sending link invitations, reminding Trustees of the week’s schedule.

Taking and distributing minutes and agendas: taking meetings minutes, following up the actions that have been agreed. 

Keeping accurate records of Petty Cash expenditure: purchasing stationary or any other office equipment, logging the purchase information into the petty cash book ensuring that it is recorded accurately.

Keeping an accurate and up to date record of expenditure of RHF different projects.

Providing monthly invoices and reporting to the finance team, ensuring that all due payments including employees wages are made in a timely manner.

Managing Payroll: Collecting information about new starters to set them up with RHF payroll provider, reporting any changes and making sure they are auto enrolled to the RHF pension scheme to allow employees to be paid within the agreed time scales.

Helping with the recruitment process including, following up references and DBS checks for the selected candidates.

Filing and maintaining confidential records and files on RHF’s IT system.

Assisting with social media posts.

Writing and distributing monthly newsletters to RHF members.

Maintain, and organise, confidential records and files on RHF’s IT system

To support the management team with administration as required

To work in accordance RHF’s ethos, aims, objectives and values

To work in accordance with all RHF’s policies, procedures and confidentiality

To work flexibly that includes some evening meetings

To help promote the understanding, awareness and reporting of racist and faith hate incidents 

The job-holder will be expected to take on additional tasks when required in keeping with the general profile of the role.