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Trust Administrator – Vacancy £11,700 pa

Job Description

Personal Skills and Qualities

We are looking for someone who is able to:

Relate closely to the aims of The Trust and recognise that this role is central to ensuring that the families have an enjoyable holiday

Deal sensitively and sympathetically with all enquiries and concerns expressed by all our visitors and their families

Work independently to solve day to day problems using initiative and common sense, while keeping Trustees informed of appropriate issues

Supervise staff working at the four houses and working with contractors and suppliers

Use Microsoft Word, Excel. Experience of Xero is also desirable.

Awareness of PR, Fundraising and Marketing


Circulating booking forms and allocating holidays

Dealing efficiently and effectively with all Trust enquiries

Updating online Calendars on website and use of Trust social media platforms

Ensuring that our practices comply with our Data Protection Policy, including our Privacy Notice

Maintain records in accordance with our Health & Safety Policy

Carry out other miscellaneous duties needed for the effective and efficient administration of the Trust as agreed with the Chair


Ensure the Trust’s affairs are conducted within the terms of the Trust Deed

Keep Trustees informed of matters on a regular basis

Arranging Trustee meetings, preparation of agendas, reports and minute keeping at Trustee meetings


Dealing with all staff wages, including the distribution of payslips

Receiving and acknowledging payments and pay invoices promptly

Maintaining accounts for the four houses

Banking all receipts, reconciling bank statement monthly

Working regularly with third party suppliers (two Accountants)

Keep regular records of income from collection boxes

Preparing and presenting detailed, up to date accounts to quarterly meetings of the Finance Committee


Arranging repairs as necessary and ensuring tradesmen have access

Reporting any major items of repair and replacement required to The Trust Chairman

Ensuring annual maintenance contracts are fulfilled and maintain records

Maintaining a good working relationship with all staff, through regular contact and meetings.

Inspecting the houses on a regular basis (at least 3 times during the season and shortly before the beginning of the season), ensuring that a high standard of cleanliness is maintained. Discuss any problems with the staff concerned and report any issues to the Trustees

Arranging replacement of linen and other household items.

Hours of work are at our Tenby office between 10:00am – 2:30pm Monday to Friday, subject to agreement at interview stage, with some on call duties required, as necessary.

Please note there is a probationary period of six months after which the role will be reviewed.

Closing Date: 5.00pm Wednesday 29th May 2019 and interviews to be held w/c Mon 3rd June 2019.

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