Employment vacancy
County Administrator role

Role Overview

Girlguiding Cambridgeshire West is seeking a proactive and organized professional to serve as the central coordination point for our county operations. In this pivotal role, you will drive operational effectiveness by partnering with the County Commissioner, the Board of Trustees, and our network of dedicated volunteers.

You will be responsible for the smooth delivery of county logistics and administrative functions, enabling our volunteers to focus on their primary mission: inspiring girls and young women.

Main Areas of Responsibility

1. Business & Financial Administration

• Operational Support: deliver comprehensive administrative support to the County Commissioner, Operations Board, and sub-committees.

• Meeting Governance: Act as Minute Secretary for key meetings as required, ensuring accurate recording and distribution of actions.

• Financial Assistance: Work closely with the Chair of Finance to support accounting functions, ensuring accurate record-keeping.

• Procurement & Sales:

  • Manage procurement activities in strict accordance with county finance guidelines.

  • Oversee the county online shop, including processing website orders and managing dispatch.

  • Serve as the central "county depot" for receiving and distributing bulk orders from Girlguiding HQ.

• Event Logistics: Support the County Training and Events teams by managing venue bookings, advertising programmes, processing participant bookings, and handling payments.

2. Membership Support & Governance

• Leadership Coordination: Provide administrative support for the leadership qualification process, including the allocation of mentors to new volunteers.

• Data Management: Maintain the accuracy of membership systems (GO), ensuring qualifications, awards, and roles are updated in a timely manner.

• Compliance: Support county governance by monitoring and prompting volunteers regarding essential compliance tasks, such as DBS checks and 'A Safe Space' training.

• Communications:

  • Draft newsletters to ensure volunteers are kept informed of upcoming opportunities.

  • Manage the county website, ensuring event listings, stock levels, and key information remain current.

• Asset Management: Maintain the county asset register, managing the loaning and return of equipment, banners, and resources.

3. General Duties

• Stakeholder Engagement: Act as the first point of contact for general enquiries via telephone and email, representing the county with professionalism.

• Team Collaboration: Work closely with the co-administrator to ensure seamless coverage of duties during periods of annual leave or absence.

• Ad-Hoc Duties: Undertake other reasonable duties as required by the County Commissioner to support the evolving needs of the county.

Essential Skills & Attributes

• Operational Agility: Proven experience in administration; capable of managing conflicting priorities without compromising attention to detail.

• Financial Competence: Confidence in handling basic accounting tasks, invoicing, and procurement, backed by a high level of numeracy.

• Digital Proficiency: Proficiency in Microsoft Office and/or Google Workspace, with the aptitude to learn new systems and processes quickly.

• Communication: A clear, warm, and professional communicator capable of adapting their tone for diverse audiences, including trustees, parents, and external partners.

• Autonomy & Initiative: A self-starter with the ability to work independently with minimal supervision, anticipating operational needs before they arise.

• Integrity & Discretion: Demonstrated ability to handle sensitive financial data and personal information with the highest level of confidentiality and GDPR compliance.

Desirable

• Previous experience working within the charity or non-profit sector.

• Knowledge of Girlguiding or Scouting organizational structures.

• Prior experience using the Girlguiding 'GO' membership database.

Please send your CV and a covering letter advising how you would be a good fit for this role to [email protected] by the 4th of February