Author: maghera

HOW TO APPLY: E-MAIL CV TO jamesarmour111@gmail.com
before 5pm on Monday 23 October 2023.

Job Title ; General Clerical Officer

Salary; starting at £18,000/per annum

Term; 3 year contract (with a 6 month probationary period)

Location; 11 Main Street, Maghera (primarily).

Hours of Work; 30 hrs per week.

Responsibility for; Assisting with the planning and delivery of Acting Ageing events & activities.

Responsible to; The Board of Management

How to Apply;

By emailing CV to jamesarmour111@gmail.com before 5pm on Monday 23^rd October 2023. Late emails submissions will not be considered
Reports to: Active Aging Project Officer / Directors of MHS Board

Job Description

Context of the role;
MHS Heritage & Culture Society is a charity dedicated to preserving the heritage and culture of Maghera and districts. We have a particular emphasis on senior user inclusion in our work.

We aspire to a society where all older people are treated with respect and have opportunities to live fulfilled lives.

Our centre supports older people through a variety of activities ranging from educational and social events to excursions. We believe that no older person should be lonely or isolated and should have opportunities to engage with their community.

General Admin./ Clerical Officer (based in our premises in 11 Main St, Maghera)

A successful Clerical Officer will act as the point of contact for all stakeholders and volunteers, providing administrative support and managing queries.

Main duties:

1. As a clerical officer, to support the day-to-day operational effectiveness, aims and objectives of the charity and work productively with the Active Aging Project Officer
2. The main duties include: managing office stock, preparing regular reports (e.g. expenses and office budgets) and organising the charity’s records.
3. The clerical officer will have a working knowledge of office equipment and office management tools and should be able to ensure our administrative activities run smoothly on a daily and long-term basis.

 Responsibilities:

1. Conduct the clerical business of the charity as required for the smooth running of the organisation
2. Act as the public face of the organisation at the reception area
3. Prepare regular reports on expenses and office budgets
4. Maintain and update company databases
5. Manage office supplies stock and place orders
6. Organise a filing system for important and confidential documents
7. Manage and direct queries to the charity
8. Update office policies as needed
9. Maintain a company calendar and schedule appointments
10. Book meeting rooms as required
11. Distribute and store correspondence (e.g. letters, emails and packages)
12. Prepare reports and presentations
13. Arrange travel and accommodations when required
14. Attend conferences on behalf of the charity
15. Schedule in-house and external events
16. Prepare and maintain a database of support organisations / individuals who will add to the experiences of centre users
17. Support marketing / communication strategies
18. Support in a reasonable and practical manner the work of the directors
19. Manage social media communications
20. Ensure that board decisions, relating to your position, are implemented in a timely manner.
21. Manage membership and volunteer records
22. Assist with monitoring the programmes/services offered by the charity
23. Assist centre users with their personal needs in emergency situations
24. Support colleagues off site as part of your working hours
25. Survey centre users and collate data
26. Attend associated training as and when required
27. Report immediately any risks to centre users
28. Prepare premises for events and assist with room clearances afterwards
29. Undertake any reasonable request which facilitates centre users’ rights and respect.
30. Work with the highest degree of integrity valuing the dignity of all our users, visitors, and volunteers.
31. Avail of training opportunities when appropriate and applicable for the organisation.
32. Make a positive contribution to the harmonious work environment MHS values.

Working relations

Internal relations: The board of directors, staff, colleagues and volunteers.

External relations: Centre users,relatives, visitors, volunteers and community contacts.

Location:

Maghera Heritage and Cultural Society, 11 Main Street, Maghera.

Normal working hours:

09:00-16:00[1] Mon.-Fri.

Policies and procedures

• To be familiar with and comply with the charity’s constitution, articles of association, policies and procedures.

Supervision and appraisal

1. To attend regular supervisions with your line manager and participate in an Annual Appraisal Scheme.
2. To assist and support centre users, ensuring the appropriate equipment (e.g. wheelchair / access to lift support) is available and the ambience is conducive to a relaxed environment.
3. To undertake any other duties, within your area of competence, as required by the line Manager.
4. To act as secretary to the board of management (i.e. minute taking/writing).
5. To ensure that board decisions, relating to your position, are implemented in a timely manner.

The duties and requirements in this job description are not exhaustive and amendments and additions may be required in line with future policy changes and/or organisational needs.

8. Safeguarding

• To ensure that all people in the centre at any one time are protected from risk, abuse and neglect and to adhere to the Safeguarding Procedure and, if you witness or suspect abuse, to report it promptly as required by the procedure.

9. Confidentiality

• All staff must respect the confidentiality of any matters they may learn in the course of their duties relating to members, staff and the general public as well as matters of business concerning our Charity.

Essential / Desirable Criteria for Application Purposes*:

Clerical/Secretarial qualifications or at least two years’ experience working as a clerical officer / secretary	Essential
Experience in working in voluntary sector	Desirable
Ability to add to social media posts and marketing initiatives	Desirable
Experience in working with groups / charities serving older people	Desirable
Proven track record of working effectively as part of a team	Essential

[1] Flexible / family-friendly hours can be negotiated. Occasional work in the evenings or at weekends may be required also.

* to be used for shortlisting purposes

JOB DESCRIPTION

JOB TITLE: Active Aging Project Officer
SALARY: starting at £28,000 /per annum
TERM: 3 Years Contract (With 6 Month Probationary Period)
LOCATION: 11 Main St., Maghera (Primarily)
HOURS OF WORK: 35 Hours per week
RESPONSIBLE FOR: Planning & Delivery of Active Aging Events and Activities
RESPONSIBLE TO: The Board of Management

HOW TO APPLY:
BY E-MAILING CV TO jamesarmour111@gmail.com before 5pm on Monday
23 October 2023. LATE EMAIL SUBMISSIONS WILL NOT BE CONSIDERED.

Main Purpose of the Job
Following the success of our voluntary activities for older people, Maghera Heritage and Cultural Centre (MHS) requires an Active Aging Project Officer to ensure the smooth running of the operational aspects of this work in a more formally planned structure. This will include the management of various health focussed projects for older people. The role will also help to develop networks of support for older people to support this work (e.g. local community groups, advocates for older people, linking with housing and care homes and the various communication channels to reach the target audience).

The Active Aging Project Officer will also work with our Volunteers in their work to help connect people with physical and social activity opportunities that are right for them.

Summary of Responsibilities and Key Duties of the Job

1. To lead and manage the operational delivery of various schemes aimed at improving the quality of older people’s lives through being more physically and socially active. This will include the promotion, operational and process management of schemes associated with the aims and objectives of Maghera Heritage and Cultural Society in their work to address the needs and desires of older people.
2. To work with the statutory, commercial and voluntary sector to identify opportunities to embed various projects aimed at older people into services, co-ordinating and evaluating successes and challenges, sharing learning internally and externally with partners.
3. To continue to develop improvements to current projects within the active ageing portfolio together with developing new products and resources where applicable with older people being at the centre of these developments.
4. Assist the MHS board with embedding physical activity and functional fitness into everyday life for older people through building strong partnerships locally with key organisations related to older people right across the public, private and voluntary sectors.
5. Provide information and guidance to individuals or organisations around what opportunities MHS has available that may can be shared to help motivate and support older adult physical activity participation at home and outside across the locality.
6. Assist the board with identifying opportunities to upskill workforces around the move more and live longer better messages, co-ordinating and delivering training workshops in the centre and/or other local settings when required.
7. Support the board in developing, implementing and monitoring projects for the long-term health conditions priority group as part of government policies / strategies to help address inequalities for this group.
8. Develop a variety of communication channels including the creation of e-newsletters, social media posts, ambassador stories, whilst ensuring the needs, barriers and conduits to physical activity conversations, such as children and grandchildren are considered.
9. Drive collaborative and innovative approaches that inspire and enable local communities to build physical activity into their lives assisting with the work to lay a foundation for a more sustainable, healthy and active Maghera of the future.
10. To proactively communicate and share impact, evaluation and learning around active aging through local channels and national networks so that successful intervention and change can be adopted, challenged and improved.
11. Undertake regular focus groups with relevant audiences, including carers where appropriate, to provide insight into key activation measures and / or measurement of physical activity interventions.
12. Take an insight-led approach to understanding how to improve different products designed to increase physical activity and improve the quality of life for older adults.
13. Act as a source of professional information and guidance to help older adults feel confident and secure around participating in being more active.
14. Assist the board in managing funding from funding partners, including evaluation and reporting mechanisms as well as project planning and delivery.
15. To represent MHS on committees and groups within the Mid Ulster Council area, regionally and nationally where appropriate.
16. Undertake any other duties and participate in projects commensurate with the nature and grading of this post or at the direction of the line manager.
17. To access (and avail of) appropriate training opportunities to help upskill self and others.
18. To act in a manner always which protects the integrity, the good image and reputation of MHS as a carer of its community.

General Information
All work performed/duties undertaken must be carried out in accordance with relevant MHS policies and procedures, within legislation, and with regard to the needs of our customers and the diverse community we serve.

PERSON SPECIFICATION Active Aging Project Officer
JOB REQUIREMENTS ESSENTIAL/ DESIRABLE

Knowledge

Knowledge and appreciation of the benefits and barriers of physical activity for older adults living with one or more long-term health conditions	Essential
Basic knowledge of primary, secondary care systems and the role of public health	Desirable
Establishing and developing successful partnerships	Desirable
Knowledge of project management	Desirable

Skills and Abilities

Able to organise and prioritise effectively to meet deadlines	Essential
Excellent communication skills (including presentation delivery and report writing) and interpersonal skills to develop and manage relationships with partners.	Essential
Able to use own initiative and be proactive in planning and driving work programmes	Essential
Be adaptable, responsive and able to perform multiple tasks to a high standard	Essential
Able to work effectively with computer based programmes such as Microsoft Excel, Word, PowerPoint with Canva being useful	Essential
A commitment to equality and diversity in working practices, with the ability to embed this across all aspects of work.	Essential

Experience

Exercise Instructor qualification (with recognised certification)	Desirable
Experience of successful partnership working to achieve common goals	Essential
Experience of balancing multiple project tasks	Essential
Experience of working with older adults or people living with long term health conditions	Essential
Experience of working in physical activity and/or health and well-being	Essential
Experience of delivering training programmes and presentations	Essential

Educational

Fitness qualification	Desirable
Relevant / associated diploma / degree or equivalent (e.g. Healthcare / Education)	Desirable
Clean, valid driving licence	Essential

Work-related Personal Qualities

Effective communicator, capable of generating enthusiasm with a positive approach.	Essential
Able to inspire confidence in others.	Essential
A passion for physical activity and a desire to improve people’s quality of life through promoting physical health	Essential
As a responsible member of staff, ability to add to the established harmonious working environment in MHS.	Essential