CRAIGSFARM COMMUNITY DEVELOPMENT PROJECT LTD
Hub Administrator
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Hub Administrator
Employer: Craigsfarm Community Development Project Ltd
Place of Work: Craigsfarm Community Hub, Craigshill, Livingston
Responsible to: Hub Manager
Salary: £25,000 per annum pro-rata
Hours: 25 per week
Leave: 35 days annual leave (Includes bank holidays) to be worked flexibly to suit the needs of the service.
Disclosure: PVG membership required
About the Role
Craigsfarm is a community organisation led by local people that work together to deliver services to the community. The Hub Administrator plays a key role in supporting service delivery, organisational efficiency, safeguarding, facilities operations, and the overall positive experience of people engaging with Craigsfarm.
The Administrator supports the smooth day-to-day running of Craigsfarm and is often the first point of contact for service users, volunteers, and visitors. The role helps create a welcoming, safe, and respectful environment, provides essential administrative and room set-up support, and ensures that records, information, and office systems are accurate, secure, and well-maintained.
Key Responsibilities
- General Administration:
- Undertake a variety of administration tasks including monitoring inboxes, scanning, filing, formatting, and dealing with mail.
- Support the Hub Manager in the implementation of all operational risk assessments and compliance.
- Carry out reception duties for callers to the office, both in person and by telephone/email.
- Oversee the room booking system, including developing Room Booking forms, updating the room booking calendar, and liaising with the café for event catering.
- Prepare room booking invoices and monitor payment.
- Prepare and distribute Hub Diaries and work rotas for staff and outline room set-up requirements for the janitors.
- Responsible for all purchasing of materials for the organisation.
- Carry out administration tasks and provide support for both internal meetings, including assisting in the preparation of agendas, minutes, letters, and reports, room bookings, liaising with suppliers, and sourcing resources.
- Engage with referral enquiries to the wellbeing programme by phone/email and provide administrative support to the Wellbeing programme for course registrations, development of course attendance sheets, programme evaluations, and collating of data received.
- Update all service users’ registration information on the relevant spreadsheet and ensure adherence to GDPR requirements.
- Work with the management and programme leads in the update of social media and website information, including the weekly development of the “What’s On at Craigsfarm” template for social media.
- Oversee the coordination of volunteers.
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- General Duties and Responsibilities:
- Identify own training and developmental needs and participate in a personal development plan to meet identified needs.
- Other tasks as directed by the Management team.
- There may be occasions for the opportunity to be involved in other areas, including attending events or other activities.
Essential Criteria
- Experience working in an administrative role where priorities might change rapidly.
- Self-motivated, energetic, and resourceful with a proven ability to work on your own.
- A calm and patient manner, especially when communicating with Community Wellbeing Programme Service users.
- Up-to-date, highly competent IT skills, especially in MS Access and MS Office generally and Windows.
- Experience of working, and familiarity, with social media accounts.
- Good interpersonal and communication skills.
- Experience of working to strict deadlines, confident at multi-tasking, working on multiple projects simultaneously with varying deadlines.
- Data entry experience.
- Non-judgemental approach to working with young people, families, staff, board, and stakeholders.
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Desirable Criteria
- An understanding of the challenges of working with mental health.
- Previous experience in the charity sector.
- Familiarity with remote/video communication methods, e.g., Zoom/Teams.
- Familiarity with computers and projectors.
- Ability to work flexibly.
- Experience of using a financial database such as Xero.
- Knowledge and understanding of GDPR.
Personal Attributes
- Punctual, reliable, and trustworthy.
- A flexible and responsible approach to work.
- A good sense of humour.
- Compassionate and inclusive.
- Committed to those who face disadvantage.
Application Process
Please send your CV and Cover letter to: info@craigsfarm.org.uk
Craigsfarm can only accept applications sent via email, and all successful candidates will be contacted by email and invited to attend for interview.
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