Office and Training Manager (full time, permanent post)

Background information for this post

This post is essential to income generation for Alcohol Concern, in order for us to be able to deliver our mission of reducing the harm caused by alcohol misuse. Our consultancy and training work (primarily with local authorities) is closely linked with our policy and practice work, and is an essential source of income for us. Events, such as our annual conference, raise income and play a key role in raising awareness of alcohol issues.

Purpose of role

The Office and Training Manager, reporting into the Chief Executive, has day-to-day responsibility for the efficient running of our London office and for delivery of all training activity. You will be the first point of contact callers at the office and on the telephone. You will work primarily with Alcohol Concern’s Senior Consultant as the lead trainer but also with other trainers/consultants to set up and run training courses. You will also be responsible for organising Alcohol Concern’s Annual Conference and other paid for events. You will also take responsibility for Alcohol Concern’s Salesforce database and support other staff in its use. You will perform a range of key administrative duties to ensure the smooth running of the organisation, responding to queries, ordering supplies and undertaking other tasks as required by the Chief Executive.

Reporting to: The Chief Executive

Salary: £27000 pa

Areas of responsibility

Training delivery and evaluation

The Office and Training Manager is accountable for:

1. Booking venues and other facilities required and co-ordination of events to ensure all support needs are met

2. Organising course applications and issuing joining materials to attendees

3. Co-ordinating and preparing materials for training courses including photocopying, collating, arranging couriers etc, and managing volunteers or interns to undertake these administrative tasks when available

4. Maintaining records of work being carried out by freelance consultants on behalf of Alcohol Concern; ensuring any such work and associated contracts are signed off by the Chief Executive and that appropriate reports are delivered.

5. Co-ordinating and delivering course evaluations and preparation of all materials required to deliver high quality, accurate reports for clients

6. Undertaking day-to-day financial processing, such as invoices, and financial reporting. Agree billing cycles with clients.

New business marketing

Produce:

1. e-bulletins to database members and ensure the database is kept up to date
2. Effective web-based information
3. Advertising where this can demonstrate a return on investment
4. Promotion of new/innovative Alcohol Concern products through attendance and speaking at conferences and other events

Organisational support

1. General administrative duties as required: including responding to phone and email queries, filing, dealing with visitors, opening and distributing incoming mail, franking and posting of outgoing mail, monitoring stock levels and ordering stock.

2. Using our contact database (Salesforce) to develop, maintain and update a comprehensive database of clients, donors, training participants, conference delegates and potential new clients and keeping all records up to date. Training will be provided on Salesforce.

3. To act as the Salesforce Champion for the organisation and assist other colleagues in its use.

4. Develop and maintain administrative systems such as a client tracker.

5. Work with the Finance Director to support effective financial control and record keeping, processing supplier invoices and payments as requested.

6. Acknowledge receipt of donations and posting fundraising materials.

7. Assist with recruitment administration, collating HR forms such as annual leave and sickness forms

8. Liaise with Adfam regarding building facilities, including health and safety checks.

The post holder will need to respond to new situations and demands as they arise and take up other duties as determined by the CEO.

Person specification

Essential

1. Excellent written and verbal communication skills

2. Experience of working with clients and contractors, co-ordinating projects according to their specification

3. Excellent customer service skills including telephone skills

4. Strong organisational and administrative skills and attention to detail as well as ability to multi-task and to prioritise

5. Intermediate Microsoft Office 2007 skills (particularly Word, Excel, Outlook, Powerpoint)

6. Experience of using database packages

7. Strong numeracy skills

8. Ability to work on own initiative

9. Ability to work calmly and efficiently under pressure

10. Commitment to the aims and objectives of Alcohol Concern

Desirable

1. Understanding of issues around alcohol use in the UK

2. Experience of using SAGE finance system

Other information

The post holder will attend staff meetings, team meetings and other meetings as required. The post holder will have a commitment to and a willingness to work within Alcohol Concern’s Dignity at Work Policy, its Health and Safety Policy and other policies as set out in the Staff Handbook.

The Closing date for applications is 16th February 2015, with interviews taking place on 18th February.

Download the Application Form here.