Programme and Administration Officer POAO17

Programme - Main Duties and Responsibilities

• Assess the needs of members within GBNI and work with the Programme Team to develop age appropriate programmes for young people that meet the strategic aims of the organisation.
• Prepare, design, edit and get printed supportive resource and programme materials, booklets, banners, leaflets and other publications for GBNI.
• Service and attend Programme Team meetings.
• Meet and partner with representatives of other organisations and governmental agencies to get ideas and to research best practice on youth led decision making, programme ideas etc.
• Co-ordinate and upload online resource material for the GB programme e.g. display items.
• Research ideas and design Resource updates for leaders.
• Prepare information to be included in the GBNI newsletters including articles and enclosures.
• Seek permission to use copyrighted materials within the programme.

This job description provides a framework for the role and should not be regarded as a definitive list of duties and responsibilities, which will develop and change over time through natural progression.

Admin - Main Duties and Responsibilities

General admin duties maintaining appropriate confidentiality on information relating to members, colleagues and Girls’ Brigade affairs

Membership admin

• Assist with compiling information for District AGMs – voting lists, packs for Districts, list of competition winners in District and attendance to team meetings etc
• Key in all District Booklet information into CDB and check all Team Address reports are correct - Follow up any missing data
• Prepare annual company members directory
• Maintain Constant Contact register
• Manage accounts for Web-filing users, @gbni.co.uk email links and find a company section on website.
• Respond to Resigning and New Captain correspondence and update all records associated
• Record Reserve Officer and Past Member Registration Forms on CDB and file appropriately
• Download Nimms Pressbook monthly
• Manage internal user accounts, emails, and phone system
• Prepare mailing list for Newsletter
• Maintain stocks of stationery & equipment
• Co-ordinate processing of Annual returns – Amend and print for August Packs, update membership database from submitted paper annual returns, record and file APA, compile annual stats as requested, chase missing returns and APA, assist Captains with access and general enquires for web-filing
• Handle incoming and outgoing mail

Company/ District Health & Safety admin

• Record & file accident report forms from Companies & Districts
• Receive and check RA forms from Districts
• Follow-up any issues with RA form including non-return of forms for all GBNI           Level events

Company related admin

• Build and maintain databases for mailings.  Assist with collating and distributing mailings to members
• Update online booking system – add new courses, add in manual bookings, provide up to date attendance list to relevant staff member upon request.  Delete old bookings annually for all courses.  Chase and record any outstanding payments.
• Handle requests from website for access to leaders section

Customer service duties

• Speak courteously to all members of the public/volunteers at all times 
• Assist callers and colleagues in a friendly, professional manner
• Communicate with colleagues, members and others by email, telephone and post.
• Handle incoming telephone calls, dealing with general enquiries where possible and transferring calls as appropriate
• Answer phone calls, respond to emails, handle general enquiries 
• Working as a team to assist each other at busy times of year

Admin to Training Team

• Assist with inputting new trainee applicant forms on to the trainee database.  Printing and issuing certificates. Updating and amending CDB.
• Handle basic training queries
• Key in data from evaluation forms and producing analysis reports
• Any other general admin duties if required

This job description provides a framework for the role and should not be regarded as a definitive list of duties and responsibilities, which will develop and change over time through natural progression.

Demonstrable understanding of a Christian ethos organisation and the ability to work within these values, evidenced by a personal Christian faith, in practice and expression, normally with active involvement in the life of a local congregation.  (The essential nature of this post requires that the successful candidate be a Christian as provided for under excepted occupations in the Fair Employment Treatment (NI) Order 1998).

Girls’ Brigade NI is an Equal Opportunities Employer. We welcome applicants from all backgrounds and apply the merit principle in the selection procedure for employment within the organisation.

Please contact Mrs Debra Gribbon at [email protected] for an application pack. Closing date Wednesday,22 August 2017 at 4pm.