Jobs

Administrator/Executive Assistant

This role reports to the Pier Group Chief Executive Officer
Full time post – based in Hastings

About Hastings
Hastings and St Leonards is an historic, cosmopolitan town on the South Coast with Europe’s largest beach-launched fishing fleet, Hastings Castle built by William the Conqueror, unique cultural events and some of the country’s finest architecture.
The town faces acute economic and social challenges but, whatever battles lie ahead, its enduring appeal as an iconic seaside town remains. At the heart of a passionate, diverse and proud community lies the world-famous Hastings Pier.
Hastings is a great place to live, with excellent value accommodation, wonderful parks and open spaces, a vibrant arts scene, and the ever-present sea.

About Us
After an intensive campaign and with huge support from the town and visitors, the Hastings Pier & White Rock Trust secured a round 1 pass for an £8.7m Heritage Lottery Fund grant towards the repair and restoration of the Pier, including £357k in development funding. We have appointed Simon Opie as our Chief Executive Officer and now we are looking to recruit a first class administrator to support him and run our administration. The Hastings Pier Group consists of a set of closely-knit organisations each with its own purpose. The Hastings Pier Charity will own the pier and lead the HLF project. It will establish a wholly-owned subsidiary company, Hastings Pier Works Ltd, to undertake the restoration work. The People’s Pier Company will be a dynamic management company, owned by community shareholders and run professionally by leisure experts. The White Rock Trust will continue its role as a neighbourhood-wide development trust.

About You
A natural organiser with the ability to prioritise wisely, you will preferably have experience of managing volunteers. You will be numerate with some experience in first-line financial management. Warm, friendly and diplomatic, you will be an excellent communicator and comfortable dealing with people from a diverse range of backgrounds and both official and informal communication. Your keen grasp of the commercial realities means that you are able to manage budgets, support efficiently the needs of the organisation and maintain optimism whatever may happen.

About the role
Working closely with the CEO, the Administrator will support the implementation of our strategic plan to ensure that the full grant is secured and to lay the essential foundations – the people and the structures – that will help us redevelop the pier as part of the wider rebirth of a vibrant and viable Hastings. This will include:

• Executive Assistance to the CEO to support all his work
• Communications
• Financial record-keeping and financial claims
• Managing volunteers
• Supporting HLF round 2 submission
• Events and Fundraising support

The initial employment contract will be subject to confirmation of round 2 pass from HLF that will release the full grant. We fully expect this to be successful and for the Administrator to continue in post on a permanent basis.

Purpose:
The main purpose of this role is to support the delivery of the vision to redevelop Hastings Pier.

• Acting as the first point of contact for the Pier Group – externally and internally – including managing communications
• Maintaining financial records and preparing HLF claims
• Managing volunteers
• Supporting the CEO with all aspects of the HLF round 2 submission and the related organisational development activities
• Helping to co-ordinate events, information stalls and public consultation
• Supporting the key fundraising initiatives

Main duties and responsibilities

Communications
The postholder will be the first point of contact for

• trustees, partners, members, external stakeholders
• Media and social media

This may include, for example, preparing press releases, coordinating Trustee responses, scheduling interviews, distribution of media via internet or other modes, managing the shared Dropbox folders.

Financial records and claims

• The postholder will have an important role to manage the day-to-day budgets as set by the CEO and agreed by the trustees.
• They will also prepare HLF claims, ensuring all evidence of spend and match-funding is photocopied as required.
•  This may include, for example, preparing spreadsheets, submitting the approved expenditure schedules to HLF for payment, agreeing activity with and monitoring performance of our nominated accounting firm.

Managing volunteers, Coordinating Events and Fundraising Activity

• The postholder will play a key role in organising and coordinating the contribution of our volunteers.
• Assist in organising events such as public consultation and information stalls.
• Work with the CEO on the larger fundraising initiatives in line with agreed strateg.y
• This may include, for example, preparing the Prospectus for Community Share Issue in collaboration with our consultants, coordinating educational visits to local schools and ensuring volunteer presence at Information Stalls.

Supporting the HLF Round 2 submission

• The postholder will work with the CEO and trustees to prepare the HLF round 2 submission for 25th June 2012.
• This may include, for example, liaison with the Design Team and other external consultants to ensure all necessary documentation is provided in a timely manner.

General staff duties

• To work in harmony with the organisation’s vision and values, and act as an ambassador for the organisation.
• To work in a collaborative and entrepreneurial manner to support and drive income generation.
• To attend regular supervisions and annual performance appraisals.
• To undertake training / professional development as necessary.
• To promote the use of technology and be self-servicing.
• To work as part of a team, supporting colleagues and communicating effectively with all.
• To work in the most resource efficient and effective manner.
• To promote and ensure compliance with the organisation’s policies, including Health & Safety, Environmental and Diversity Policies.

Any other duties as may be required by the Chief Executive or the trustees.

Person Specification
The following are essential:

Experience:

• A successful track record of administrative support, preferably within a voluntary sector setting
• Working with volunteers

Skills:

• Strong communication skills (written and verbal) and the ability to engage professionally with a very wide range of people including local residents, businesses, politicians, and council officers.
• High levels of IT literacy including Word, Excel, Project, Powerpoint and MS Access, with interest in web and social media.

Qualities:

• A commitment to achieving the rescue and redevelopment of Hastings Pier in order to contribute to the regeneration of Hastings & St Leonards
• Flexibility to work outside of core hours on occasion
• Calm, supportive and able to prioritise in the face of intense pressure

Geographic location
The post must be based in Hastings at the Trust’s office

Core Competencies

• Flexible and able to respond to change.
• Solutions focused with a can do attitude.
• Good communicator
• Effective team worker
• Proficient in the use of modern business technologies

Remuneration
The post will be initially for a fixed term through to July 31st 2012. It is intended that the role develop into a full-time permanent position subject to funding decisions.
The remuneration will be equivalent to a monthly salary of £1,500 with standard benefits.

How to Apply
Please apply using the application form, which you can download here.

Click to download the Application Form.

Applications should preferably be sent by email to:
recruit@hpwrt.co.uk

Or by post to:
Recruit@HPWRT
c/o White Rock Hotel,
1-10 White Rock,
Hastings TN34 1JU

Applications deadline is midday on Thursday 26th January and there will be a selection process in Hastings to be arranged in the week commencing February 6th.