Lunch Club Administrator

Requirements :

• Undertake Satisfactory Enhanced Disclosure and Barring check (DBS) prior to employment.

 

Responsibilities :

• Day to day operations of the charity including; 

• Ensuring a positive, friendly, welcoming and inclusive environment for all diners 

• Collaborate with other local organisations to promote the lunch club to reach new customers and build strong local networks 

• Take all new referrals via phone, email or in person and complete all relevant paperwork, ensuring diners meet our criteria for attendance 

• Arrange mini bus transport when required by clientele

• Oversee daily activities of the lunch club and organise special outings or in house entertainment  including the organisation of yearly trip to Clacton 

• Plan and organise guest speakers three or four times a year -  to provide our diners with relevant helpful information and local support and signpost on as needed 

• Maintain accurate records of attendance and financial transactions on a daily basis 

• Manage and support volunteer admin assistant and undertake all customer lunch payments and records in their absence, along with driver and escort rotas and cover for holidays and sickness absence 

• Recruit and manage volunteers , conduct enhanced safeguarding DBS checks in line with Hertfordshire County Council Safeguarding Procedures for all our volunteer drivers , escorts , Admin Assistant and Cook . 

• Manage and support Senior Cook ensuring Health and Safety level 3 and all other relevant Health and safety training is up to date , coordinating with senior cook with regard to any specific dietary requirements of diners , any allergies and to monitor lunch club daily budget ​

• Organise at least two fundraising quiz’s per year , held on a Saturday evening as well as yearly staff party on a Saturday lunch time as a thank you to all volunteers 

• Work in partnership with Hertsmere Borough Council and Hertfordshire County Council and ensure agreement objectives are met and provide Hertsmere Borough Council with annual report and copy of annual audited accounts 

• Being the main contact with the Charity Commission and ensuring all administrative aspects related to Charity are kept up to date online

• File Accounts and Trustees Annual Report on time to Charity Commission once a year. 

• To ensure all Executive Committee Meetings and Annual General Meeting are organised in line with the Constitution. 

• Manage Charity bank account on a daily basis , paying invoices to suppliers and banking income once a month 

• Manage  Quickfile bookkeeping and accounts platform 

• Manage petty cash system and record receipts as needed 

• Set up  monthly salaries to paid employees 

• Organise, book and manage all hall bookings and raise invoices as required 

• Oversee compliance with MOT, tax , insurance and 12 week Mini Bus inspections in compliance with Section 19 permit.

• Manage all administrative aspects of ensuring compliance with public liability insurance, data protection , phone and broadband contracts , cleaner , pension regulator 

• Make grant applications, work with Trustees to put in place all Policies and Procedures and ensure they are reviewed annually. 

• Foster good relationships with local Hertsmere Councillors nominated to  the Charity as well as others.

• Adhere to all Health and Safety requirements