Administration and IT Officer
Posted 4 hours 45 minutes ago by School Food Matters
Job Title: Administration and IT Officer
Salary: £30,500
Position Type: Full time/Permanent
Reports to: Finance & HR Manager
Based at: School Food Matters, Blackfriars Settlement, 1 Rushworth Street, SE1 0RB
Working Hours: 9am-5pm (flexible)
Holiday: 31 days including bank holidays
Pension: School Food Matters pays pension contributions at 7% of pensionable earnings
About School Food Matters
At School Food Matters we believe that school food can unlock a happier, healthier, more sustainable future for every child. We want a school food system that delivers for all children, so they can enjoy nutritious, delicious and sustainable school food and leave school with an informed and positive relationship with food. To achieve this, we campaign for a better school food system, bringing the voices of children, parents, and teachers to government policy, and deliver fully funded food education programmes in schools across the country.
Job Purpose
To ensure the smooth running of the School Food Matters office
With the support of our IT consultant, manage the charity s IT systems to ensure optimal efficiency
Develop our Airtable database to maximise the opportunities available to us on this platform
To assist the Finance & HR Manager in managing and processing the financial affairs of the charity
Key Tasks
Administration
Liaising with our landlords on issues regarding our office space and facilities
Ensuring the smooth running of the office, overseeing the set up and maintenance of office systems
Managing the address and answering telephone enquiries
Assisting with administration and coordination of any events held by SFM e.g. strategy away days
Organising staff events including celebrations, sporting challenges, quizzes and general fun to keep the team engaged and happy!
Developing and maintaining an inventory of materials, and keeping the office materials tidy and well managed
Working with the Super User Group to ensure that Airtable is used effectively to support delivery of our programmes, and to ensure contact details are accurate and up to date
Working with the evaluation team to monitor programme feedback and data entry as required
Providing support to the food ed team as required, particularly with project logistics
Taking minutes at the quarterly trustee meetings
Prepare invoices for customers, chasing and recording income in Xero as required
Post transactions and reconcile bank accounts in Xero
Process staff expense claims
Maintain gift-aid data and make claims as required
IT
Purchasing items for the office and projects as required, including IT equipment
Managing IT and office set up for current staff and new starters to ensure a smooth working process and environment for all
Maintaining the shared online filing system and making sure it s kept up to date
Reviewing and developing IT systems including telecoms to ensure they are fit for purpose
With our IT consultant, implementing and regularly reviewing cyber security procedures of the charity
Keeping abreast of new IT systems that could be of benefit to SFM
General
Keeping up to date with safeguarding requirement and reporting procedures
You will also undertake other tasks relevant to the affairs of SFM that may arise from time to time. Therefore, being flexible and approaching the job with an open and positive mindset is essential!
Person Specification
Essential
Experience of office administration and IT
Excellent organisational skills including attention to detail, critical thinking, multi-tasking, prioritising and problem solving
Confident and competent IT skills
Positive personal attitude and a good team player
Ability to work independently to agreed deadlines
Ability to add value to SFM s culture and ethos
Desirable
Good oral and written communication skills
Experience working with databases/accounting systems
A good understanding of policies and best practice relating to running a small office
Experience of setting up new office systems and processes to improve effectiveness
An interest and enthusiasm for the charity s mission
- Experience of working in a small charity environment