FRIENDS OF YORK MINSTER
Position: Office Administrator
Employer: Friends of York Minster (Charity No 1195675)
Location: 9 Minster Yard, Deangate, York YO1 7JA
Organisation: The Friends of York Minster is a small charity with some 1,500 subscribing members that exists to raise and grant money to the Minster for the furtherance of its spiritual mission and the beautification of its buildings. It is managed by an elected Council, including a Chair, Hon. Treasurer and Hon. Membership Secretary who are responsible for routine operations.
Line Manager: The Chair of the Friends
Post overview: To provide the Charity’s officers and trustees with the administrative support necessary for the efficient operation of the Charity.
(Note that this is a ‘lone worker’ appointment within the definition of H&S regulations)
Working hours/pattern: currently 20 hours a week, flexible.
Key Duties:
Office Administration
- Maintain filing system and records
- Manage and operate the Friends’ primary email account
- Handle enquiries by telephone, email, letter and direct contact
- Assist the administration of Friends’ activities and events
- Act as ‘Data Operator’ as defined in GDPR for members’ sensitive information
- Ensure the security of the Friends’ office, sensitive information and keys
Secretarial
- Manage the administration and logistics for periodic meetings
- Book meeting rooms and support as required
- Take, draft and distribute minutes of Council meetings (5/year) and AGM
- Organise the distribution of the Friends’ Annual Report
- Support the Friends’ Activities Committee in the production and distribution of their newsletters
- Manage the distribution and display of the Friends’ promotional materials in the Minster
Membership Administration
- Assist the Secretary in the operation and management of the membership records system
- Receive and process applications for membership
- Track and process deaths and resignations
- Monitor and resolve instances of lapsed membership and non-payment
- Operate the membership records system in the prolonged absence of the Secretary
Finance & Banking
- Support the Treasurer in the maintenance of accurate records
- Paying invoices, as directed by Hon Treasurer.
- Process and record all receipts of cash and cheques in the office, ensuing prompt payment into the bank
- Process new membership standing orders
- Provide the Treasurer with a copy of the monthly Receipts and Payments record
- Reconcile receipts and payments against bank statements
- Manage members’ Gift Aid declarations and ensure their secure long term storage
- Assist the Treasurer in the preparation of the annual Gift Aid schedules and their submission to HMRC
Liaison
- Maintain liaison with your counterparts in the offices of the Dean, Chapter Clerk/CEO, Chapter, Minster Fund, Director of Works and others
- Work with Minster Communications to ensure the Friends’ web page is up to date, collating new input materials as necessary
Miscellaneous
- Coordinate the production, distribution and sale of Friends’ Christmas cards
- Assist the preparation and display of the Friends’ tree in the Minster’s annual Christmas Tree Festival