If you are interested in applying for this role, send your CV and covering letter to Jack Slater: jack@sanctuarytrust.org.je  

About Sanctuary Trust  

Sanctuary Trust was set up in 2011 to provide accommodation and support to men  experiencing hardship and homelessness. We support up to 30 residents across our three facilities in St Aubin, Beaumont and New Street.   

We do not receive government funding and rely solely on public donations, fundraising and grants from charitable trusts and foundations.  

We ae an equal opportunities employer, committed to celebrating diversity and creating an inclusive environment for all employees.  

We are committed to safeguarding and promoting the welfare of adults at risk. We undertake DBS checks for all employees and volunteers, and require a minimum of two references.  If successful, you will be expected to sign a confidentiality clause as part of your contract of employment. 

General overview of the role:  

This is a 12-month contract working on a part time, flexible hours basis for 25 hours per week. This role is responsible for coordinating our business, administrative and day-to-day operations to facilitate the delivery of services to residents at our properties in conformity with the Jersey Care Legislation and to provide a reliable administrative support function which covers all operational areas including Human Resources and Facilities Maintenance.  

Main responsibilities: 

Office administration 

• Managing our day-to-day administrative functions, putting in place clear procedures and systems relevant to the core functions of the charity to enable all administration to be completed efficiently and effectively 
• Dealing with daily enquiries via post, phone and email and directing queries to the relevant member of staff or department 
• Providing administrative support to the team regarding inputting, scanning, managing the diary and drafting correspondence 
• Ordering, monitoring and managing stock, ensuring best value following  our purchasing processes
• Answering the telephone and front door  
• Opening incoming post and distributing as required 
• Ensuring electronic and paper filing systems are maintained, secure and up to date  
• Managing multiple Sanctuary Trust email addresses and responding to all queries in a timely manner  
• Creating and managing the agenda of the weekly staff meetings, taking and distributing minutes  
• Providing administrative assistance as required in applications for grants and funding
• Ensuring the office is kept tidy, always organised and in good order, making sure there are sufficient office resources available 
• Liaising with external agencies and associated professionals as required 
• Supporting members of staff with workload and tasks as requested
• Providing a variety of documents including letters, templates, databases, training materials and presentations using relevant Microsoft Office applications. 

Compliance administration 

• In association with the General Manager and Team Leader, having an overview of Jersey Care Commission standards, supporting with evaluating, adapting and amending policies, procedures and guidelines in accordance with statutory requirements and changes in legislation 
• Maintaining systems relevant to Jersey Care Commission registration, e.g. resident register; independent visitor visits, incident log etc. 
• Drafting and creating relevant letters and documents as requested  
• Administrating the annual / quarterly returns process: Jersey Care Commission; Charities Commission; AJC; JFSC: Office of the Information Commissioner etc. 
• Assisting with the collation of statistical information and supporting the control and management of data quality
• Providing periodic information as required to the General Manager for Trustee Reports: Statistics, issues affecting administration, business and governance.

Human Resources administration 

• Assisting with the organisation’s safer recruitment efforts by advertising vacancies and fulfilling administrative duties around on-boarding, such as preparing offer letters and contracts, sending out reference requests etc. 
• Keeping accurate employee records on HR systems and conducting periodic HR audits to ensure records are up-to-date, and all required documents are held securely and in accordance with GDPR standards
• Supporting the General Manager in respect of the Disclosure and Barring Service. Ensuring that checks are carried out where required
• Undertaking confidential typing of letters and correspondence  
• Arranging interviews for applicants who have been shortlisted 
• Participating in the performance and appraisal review process, taking personal responsibility for identifying learning, development and training opportunities in discussion with the General Manager.  

Facilities Maintenance 

• Acting as line manager for the part time maintenance officer 
• Arranging maintenance work in collaboration with the maintenance officer at our properties, including sourcing quotes and planning for work to be completed 
• Providing administrative support regarding the property annual insurance renewal and any insurance claims  
• Administrating the health and safety registers, inputting and ensuring that actions are escalated / circulated to relevant members of the team.  

General 

• Developing office systems that deliver and meet the needs of Sanctuary Trust 
• Attending and supporting meetings as and when required. 

Personal attributes:

• A confident communicator, both verbal and written  
• Exceptional IT and organisational skills  
• Fully conversant with general compliance requirements 
• Able to work to deadlines 
• Enjoys mixing with a wide range of people and organisations
• Excellent interpersonal skills with the proven ability to work with people at varying levels of seniority, both internally and externally  
• Understands the role of the social care sector and its operations 
• Awareness of legislation governing charities and the residential care sector registration and inspection process. 

Additional information: 

For this role, you need to be self-motivated, whilst maintaining links with the wider team. We promote flexible working so you will be able to work remotely on occasions, but on the whole this role will be office based at our premises.  

Working hours: 

25 hours per week – one year contract. 

Salary range:

Negotiable 

Person specification: 

If you are interested in applying for this role, send your CV and covering letter to Jack Slater: jack@sanctuarytrust.org.je