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Job Title: Communications and Administration Manager

Location: 32 Lake Road, Keswick, Cumbria, CA12 5DQ

Duration: Permanent contract

Pay: Grade 2 band D: £17,926

Hours of Work: Full time - 35 hours a week

Overall Purpose of the Job

As the WCRT Communications and Administration Manager, you are responsible for organising developing and supporting the delivery of all WCRT communications, marketing, and the administrative activities that facilitate the smooth running of our office. This includes supporting the organising of people, information and other resources. You are expected to ensure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively and in a timely manner. You’ll have responsibility for ensuring that the office runs efficiently so that the organisation can fulfil its aims by providing a communication and administration services for the Director and all WCRT staff. The post holder will also need a passion for environmental conservation and will be expected to help out on practical conservation tasks when required.

Main duties and responsibilities

Communications and Marketing

1.Promote the Trust both locally, regionally and nationally: coordinate relevant project communications and publicity (press releases, radio, TV, twitter, facebook website updates, along with social media updates

2.Help produce leaflets and publications for the Trust and other promotional and marketing materials

3.Manage social media for the Trust and ensure all staff are using socials

4.Organise and develop the Trusts newsletter

5.Keep the website up to date, suggest improvements and develop new pages as and when required

6.Promote WCRT schemes such as Adopt a beck, Offset Your Trek and River Givers and develop new comms initiatives following the communications and marketing plan

7.Produce a monthly press release rota, proof read press releases and send to relevant media contacts

General administration tasks:

  1. Use a range of office software, including email, spreadsheets and databases, to ensure the efficient running of the office
  2. Manage online and paper filing systems and develop and implement new administrative systems, such as record management and keep all systems up to date
  3. Organise the office layout and maintain supplies of stationery and equipment
  4. Maintain the condition of the office and arrange for necessary repairs and arrange regular testing for electrical equipment and safety devices
  5. Organise and attend meetings with staff and trustees including typing the agenda and taking minutes
  6. Organise staff development and training events
  7. Implement and promote the trusts policies and procedures
  8. Write reports for staff when required
  9. Review and update health and safety procedures and ensure they’re observed and carry out checks such as fire alarms
  10. Ensure that data protection laws are being adhered to in relation to the storage of data, and review and update policies
  11. Devise a reporting system for reports and contracts for services.
  12. Update and produce relevant HR forms as requested by the Director
  13. Collate weekly reports and send to staff and trustees
  14. Other tasks as and when required by WCRT staff

Building.

1.Provide assistance in opening/closing the office when no other WCRT staff are available

2.Ensure that the front entrance of the building is tidy and that interpretation materials are well stocked and kept clean and tidy.

3.Ensure that the kitchens and toilets are stocked with necessary items.

4.Ensure storage areas are kept clean and tidy and tool cupboard is kept safe and all tools are labelled correctly

5.Keep a tools and equipment inventory up to date for insurance purposes

6.Ensure garage is kept clean and tidy and safe with tools in the correct place

Telephones/email

1.Answer telephone calls and voicemail messages and passing these on via email to staff members.

2.Respond in a timely manner to info@westcubriarvierstrust.org emails or forward on to staff as appropriate

3.Maintain and ensure that the answer message is appropriate.

4.Report equipment faults to the Director.

5.Review and update the staff contact and telephone extension lists

6.Respond to queries from the interpretation centre

Reception.

1.Greet and welcome visitors to the Trust and to the interpretation centre when required

2.Check and sign for deliveries

Post.

1.Process and deliver external mail in a timely manner.

2.Order stamps and envelopes as required.

Bookings.

1.Book conferences, courses, hotels and trains for staff members

Office Services.

1.Provide office supplies (Stationery & kitchen supplies) and materials and equipment (such as tools etc) for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price.

2.Provide administrative and general support to all office staff including photocopying, scanning, sorting the day to day running of the office etc.

3.Checking pricing and obtaining quotes for services

Meetings and Events management

1.Provide logistical support to meetings held in the meeting Room, to include preparation of meeting and assist in arrangements for catering provisions

2.Devise a meeting rota and pricing/booking system for external organisations to use the meeting room.

3.Keep the events and activities programme for the public and local community up to date

4.Attend shows and events when required and produce appropriate interpretation material

Vehicles

1.Keep log sheets up to date in the company vehicles

2.Do weekly vehicle checks and ensure any faults noted are sent for repair

3.Book and take for cleaning as required in Keswick

Other

1.To help staff on activities such as fish rescues, walkover surveys and electrofishing when required

2.To apply for small funding bids (under £10k) for office equipment and events

Working relationships

Post holder reports to: Director of West Cumbria Rivers Trust

Other working relationships: United Utilities; The Rivers Trust; Cumbria County Council; DEFRA

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