JOB DESCRIPTION
JOB TITLE PUBLICATIONS & RESOURCES ADMINISTRATOR
DEPARTMENT PLANNING, FUNDING & RESOURCES
REPORTS TO ADMINISTRATION & RESOURCES MANAGER
NATURE AND SCOPE OF JOB
To provide an efficient and effective service in the management of communications to the game and provision of a wide range of resources for Community Rugby, Tournament & Competitions, Funding & Finance and others. The post requires effective day to day working relationships with internal staff, external rugby personnel, and other customers and clients to ensure the provision of an efficient, effective, credible, responsible, professional and respected service.
RESPONSIBILITIES
1. Administration of communications to the game including Community Ezine, Touchline, and additional mailings for delivery programmes, according to a tight schedule.
2. Collating and formatting of information in conjunction with key stakeholders to ensure the production of an accurate and high quality RFU Handbook and RFU Yearbook on time and on budget.
3. Maintain stock levels for all items relating to course administration for Child Protection, Coaching, First Aid and Refereeing.
4. Purchasing of printed material to support delivery programmes.
5. Process distribution of stock items for use in the Community Game in support of delivery programmes.
6. Liaise with suppliers to ensure that orders are met to the customers’ requirements and deadlines.
7. Ensure that all invoices relating to services or orders are coded to the appropriate department. Re-charge and raise subsequent invoices to customers where required in a timely manner.
8. Provide support to the Administration and Resources Manager.
9. Ensure that agreed systems are strictly adhered to, kept up to date, recommending and implementing improvements as appropriate.
10. Be sensitive to the needs of others, respecting their wishes for confidentiality and discretion where appropriate.
11. To be an ambassador for the Planning, Funding & Resources Department at all times, contributing to its aims and promoting these wherever possible.
12. Deal efficiently, calmly, politely, effectively, and appropriately with a wide range of enquiries, callers and visitors.
13. Responsibilities for all aspects of quality assurance in the provision of the service and ensuring that customers are fully satisfied with the service they have received, resolving any difficulties quickly, efficiently, and effectively.
14. Undertaking such duties as maybe required from time to time as consistent with the responsibilities of the post and the needs of the RFU.
ACCOUNTABILITIES
The job holder is accountable for:
1. The efficient day to day operation and delivery of an effective and credible administration service to agreed performance targets and standards.
2. Creating an environment within which staff work in a collaborative and constructive way in order to ensure the provision of agreed service standards and the delivery of Departmental goals.
3. Being confidential and professional at all levels.
4. Working within agreed timescales.
5. Adapting new procedures where necessary.
6. Being professional and accurate when dealing with incoming calls.
7. Complying with the RFU No Smoking Policy and to ensure the Health and Safety of yourself and of others, and to comply at all times with the requirements of the Health and Safety regulations.
LIMITS OF AUTHORITY
1. Signatory Powers for Contracts & Agreements: No signage authority
2. Capital Expenditure Authorisation: No authority to commit Capital Expenditure
3. Cheque Signatory Powers: No authority to sign cheques
4. Purchase Orders: £5000
5. Appointment and Dismissal: No powers of appointment or dismissal
PERSON SPECIFICATION
JOB TITLE PUBLICATIONS & RESOURCES ADMINISTRATOR
DEPARTMENT PLANNING, FUNDING & RESOURCES
REPORTS TO ADMINISTRATION & RESOURCES MANAGER
QUALIFICATIONS
• Degree level education or higher desirable, but not essential
REQUIRED EXPERIENCE
• IT literate, with a good knowledge of Word, Excel and Outlook
• Some knowledge of production of resources – design and print would be beneficial
BACKGROUND
• Must live within easy daily commuting distance of Twickenham and possess clean driving licence
• Will preferably already have an interest in sport including rugby union and an awareness of the structure and operation of the game in England
SKILLS & PERSONAL ATTRIBUTES
• Must have experience in a position of responsibility and be able to work without close supervision
• Should understand the importance of developing excellent customer relationships with both internal and external stakeholders
• Must be able to work under pressure, working within tight deadlines
• Must demonstrate a thorough approach to work, with a keen eye for detail
• Should have strong organisational skills
• Must have a positive approach to both work and life
• Will be highly competent in using Microsoft Office suite applications
TERMS AND CONDITIONS
JOB TITLE PUBLICATIONS & RESOURCES ADMINISTRATOR
DEPARTMENT PLANNING, FUNDING & RESOURCES
REPORTS TO ADMINISTRATION & RESOURCES MANAGER
JOB GRADE 3
SALARY: c. £22,000 per annum
PAY FREQUENCY: Monthly
HOURS OF WORK: 35 hours per week, plus additional as required (including evenings and weekends)
9.00 am to 5.00 pm (Monday to Friday) 1 hour rest break
NOTICE ENTITLEMENT: 1 month
BENEFITS:
HOLIDAYS: 25 days per annum, plus 8 public holidays
Rises to 30 days per annum, plus public holidays after 10 years service
PENSION: Contributory scheme. Eligible to join after 3 months service
Contributions age under 25 - 2% employee 4% company
Contributions age 25 - 34 - 3% employee 6% company
Contributions age 35 - 44 - 4% employee 8% company
Contributions age 45+- 5% employee 10% company
LIFE ASSURANCE: 4 times salary
SICK PAY: Up to 13 weeks per annum at base salary
PERMANENT HEALTH
INSURANCE: 50% of base salary in event of permanent disability preventing work
PRIVATE HEALTH CARE: Group scheme - 50% employee contribution
DENTAL HEALTH SCHEME: HSA contributory
EMPLOYEE ASSISTANCE PROGRAMME
STAFF DISCOUNT: Discounts off merchandise in The Rugby Store and lifestyle savings through “Portfolio” RFU employee benefits
INTERNATIONAL MATCH TICKETS: Privileged purchase of tickets to major internationals (currently 2 per game)
CAR PARKING Free
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