Job Description

JOB DESCRIPTION

Job Title:  SAMM National Office Co-ordinator

Responsible to: CEO, SAMM Trustees

Responsible for: Running SAMM office, Coordinating with volunteers

Hours: 30 hours per week (Office Hours negotiable)

Salary Scale: Current salary £20,000 per annum, plus pension. 

Contract Terms:  3 month probationary period, 12 month fixed term contract with possibility of further extension subject to availability of funding and performance in the post. 

 

PURPOSE OF THE ROLE

The role of the National Office coordinator is to manage and to maintain the smooth running of the office, support the Chief Executive Officer and to assist other SAMM staff, Trustees and Volunteers in the development of the organisation.

To develop the services of SAMM to promote the needs of those bereaved by homicide and offer advice, assistance and practical support to them.

The Co-ordinator is responsible for the development and maintenance of the national database and the overall coordination of administrative functions within SAMM.

The role involves the line management of the office assistant coordinator and volunteers.

AIMS & ACTIVITIES OF THE CHARITY

SAMM, referred to as SAMM National, (Support After Murder And Manslaughter) is an independent voluntary organisation, registered with the Charity Commission, No. 1000598. 

We offer help and support to those bereaved as a result of murder or manslaughter. Our volunteers have been similarly bereaved and can share what this feels like.

We are also involved in training and research, raising public awareness and increasing the understanding of organisations who work closely with bereaved families.

MAIN DUTIES

The main duties are to:

· Support and assist the Chief Executive Officer who will line manage the post

· Set up and maintain effective and efficient office procedures and administrative systems 

· Help maintain and update the SAMM database and Case Management System (CMS) and advise the Chief Executive Officer in the first instance, and Trustees as required, of issues or developments as they arise

· Co-ordinate telephone referrals and provide effective contact between callers and support volunteers in SAMM

· Arrange, attend and service the Trustee meetings. This may involve occasional Saturday meetings.

· Provide information to SAMM members

· Contribute to the preparation and development of the SAMM business plan

· Liaise with appropriate others to manage the finances of SAMM within the approved annual budget according to agreed systems.  

· Share the responsibility for all aspects of the management and monitoring of income and expenditure, preparation of invoices, etc. 

· Ensure that grants and other income are claimed and received, including monitoring of fundraising activities. 

· Work with the Treasurer and Chief Executive Officer in the authorisation of monthly expenditure.

· Line manage and train the Office Assistant

· Support and liaise with the volunteers on a monthly basis

· Help identify local contacts to which referrals and correspondence are forwarded 

· Contribute to and help collate the Annual Report and Accounts

· Take responsibility for the preparation and distribution of the members’ quarterly newsletter.

· Produce and distribute a monthly newssheet for professionals

· Be responsible for appropriate social media posts in liaison with CEO and Training Officer

· Produce and distribute a monthly news sheet for professionals

· Refer media requests immediately to the CEO or the most appropriate person available

· Respond to information requests from other organisations

· Represent SAMM at meetings with other agencies, including voluntary and statutory partners, as necessary

· Ensure that Health and Safety Procedures are observed in the operation of the national office and act as SAMM’s nominated Health and Safety officer 

· Carry out all duties in line with SAMM’s Equal Opportunities Policy, Health and Safety Policy and ensure that staff volunteers and Trustees are aware of these procedures and systems.

PERSON SPECIFICATION

Job Title: SAMM National Office Coordinator

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Skills and Abilities

Person would be able to:

· Relate well to others in person and by telephone 

· Maintain confidentiality and explain what this means

· Have excellent communication skills (written and oral) and an awareness of the needs of people from a variety of backgrounds and cultures

· Be able to administer a complex office environment

· Be able to prioritise time and workload efficiently and effectively

· Be able to work alone as well as part of a team

· Proven ability to motivate, support and train colleagues if necessary

· Provide sensitive support to members and volunteers

Knowledge

• A good working knowledge of software programmes including Word, Excel, PowerPoint, Publisher and use of email and internet facilities
• Previous experience of working in the voluntary sector is desirable
• Awareness of issues around providing support to volunteers and working with them effectively 
• An understanding of the issues facing a national charity
• Understanding of the need to maximise the charity’s resources to ensure efficient delivery of its services

Personal Qualities

• Respect for the experience of those bereaved by homicide and ability to learn from them
• Willingness to be flexible in supporting the best interests of the organisation and its future development
• This role will involve occasional Saturday and/or evening working for which time off in lieu will be given, but ability and willingness to work flexibly will be a requirement of the post
• A willingness to learn new skills and technologies as required

Special Conditions

• This post will be based in Birmingham, within police premises and the post-holder will be required to manage this office
• A full DBS check will be required before this person is in post
• Additionally, the post-holder will need to service and attend the SAMM Trustee meetings as requested by the CEO. The frequency of meetings is not laid down but tends to be once every two months
• Time off in lieu will be given for out-of-hours work.  The post-holder will need to actively manage the hours worked

02/07/19