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Branch Support Officer
| Posting date: | 14 April 2025 |
|---|---|
| Salary: | £16,474 to £16,914 per year |
| Hours: | Part time |
| Closing date: | 10 May 2025 |
| Location: | Wood Green, North London |
| Remote working: | On-site only |
| Company: | Haringey UNISON |
| Job type: | Permanent |
| Job reference: | BSO1 |
Summary
JOB PURPOSE
To provide the full range of administrative and organisational support to the Haringey UNISON Branch in order that the Branch office functions effectively and efficiently
MAIN DUTIES AND RESPONSIBILITIES
General Administration
1. To coordinate all mass mailings to members, and reps. preparing and designing the contents, flyers, newsletters. Maintaining and updating the Branch website
2. To take enquiries via telephone and email and forward or respond to as appropriate. To receive and deal with personal callers and deliveries to the branch
3. To support & organise meetings of Branch members, & Branch Committees and take minutes of meetings as required by Branch Officers. To ensure all notices minutes and decision lists are kept in line with GDPR and Branch rules.
4. To archive and maintain electronic and paper case files in accordance with Branch retention policies and GDPR requirements.
5. To use the Officers’ MS Outlook calendars to make appointments, as necessary. To liase with members and Employers where meetings need to be rescheduled or cancelled
6. To maintain the UNISON WARMS membership database. To ensure that all confidential membership information is kept in accordance with the GDPR and National UNISON guidelines To provide ad-hoc reports as required.
7. To be responsible for ensuring adequate stocks of stationery and sundries are maintained, and to seek authority for necessary expenditure unless agreed in advance
8. To be responsible for the booking and security of Branch Equipment (e.g., Laptops and the Branch Banner) and to maintain an electronic inventory of all branch equipment as required
9. To ensure that deadlines for the Registration of delegates and visitors to UNISON Conferences are adhered to. To co-ordinate all accommodation bookings and ensure reasonable adjustment needs are fulfilled and to ensure such dates are in the forward plan of the branch.
10. To prepare election material where necessary, and to support elections for Officers, Stewards, Health & Safety Reps or other positions. To advise members as appropriate on election-related issues such as obtaining replacement ballot papers. To take details of any complaints or queries that arise and refer these to the Branch Secretary or answer using agreed rules.
Finance
11. To maintain entries on OLBA (UNISON’s in-house finance system) in respect of income and expenditure as required by the Treasurer/Assistant Treasurer, ensuring all payments and receipts are logged; to extract reports as required in order to support the Finance & Staffing Sub-Committee
12. To prepare and raise invoices for payment by Branch Officers, including any petty cash payments that may be required.
13. To ensure that all financial records are kept in an orderly and secure fashion in line with the (Branches Day to day work instructions”, and Branch Credit Card protocols.
14. To assist the Treasurer and Assistant Treasurer with the end-of-year accounts in preparation for submission to the Branch auditor
15. To support Branch Officers in the review of Service contracts
Health and Safety
16. To exercise responsibility under the Health and Safety at Work Act and other relevant H&S legislation
17. To report any faults or hazards to Corporate landlord, while ensuring that these are highlighted to all office users
Other Duties/Special Requirements
18. To undertake other duties and special projects consistent with the basic objectives and/or duties of the post
19. To uphold and further UNISON’s equal opportunities policies and to deliver effective and appropriate services fairly and without discrimination
20. To occasionally work outside office hours and to be prepared to work from and visit other buildings within a reasonable distance (any additional expenditure will be re-imbursed)
PERSON SPECIFICATION
Office Administration & Support Manager to the Haringey UNISON LG Branch
Essential Desirable
Experience E1. Experience of working in an office environment
E2. Dealing with members of the public on the telephone and in person
E3: Ability to diffuse tense situations and to calm members who may be distressed giving clear and concise responses D1. Experience of working in either Trade Union or Local authority
D2. Experience in a customer services or advice setting
Skills and abilities E4. Good typing and Computer skills including Word, excel, and access + email and use of finance and/or membership-based databases or similar systems.
E5. Ability to work inclusively with volunteers, members and students
E6 experience of financial administration
E6. Well-developed inter-personal and oral communication skills
E7. Ability to relate easily to people from a broad range of cultural, religious, and racial backgrounds
E8. Ability to write daily logs and brief reports
E9. Organisational and problem-solving skills
E10. Ability to work with competing deadlines and to prioritise own workload
E11. Ability to use own initiative
E10 Understanding of equal opportunities and access issues
E12. Commitment and understanding to Trade Union principles.
E13. WordPress website content production, management, maintenance and upkeep D3. Flair for/interest in communications style and design
D4. Desktop publishing
D5. Use of customer services or membership records finance administration databases
D6. Knowledge of basic IT maintenance.
D7. Knowledge of a community language
D8. Knowledge of Trade Unions and how they work
Commitments E13. Willingness to be flexible and respond to issues at short notice
N2
To provide the full range of administrative and organisational support to the Haringey UNISON Branch in order that the Branch office functions effectively and efficiently
MAIN DUTIES AND RESPONSIBILITIES
General Administration
1. To coordinate all mass mailings to members, and reps. preparing and designing the contents, flyers, newsletters. Maintaining and updating the Branch website
2. To take enquiries via telephone and email and forward or respond to as appropriate. To receive and deal with personal callers and deliveries to the branch
3. To support & organise meetings of Branch members, & Branch Committees and take minutes of meetings as required by Branch Officers. To ensure all notices minutes and decision lists are kept in line with GDPR and Branch rules.
4. To archive and maintain electronic and paper case files in accordance with Branch retention policies and GDPR requirements.
5. To use the Officers’ MS Outlook calendars to make appointments, as necessary. To liase with members and Employers where meetings need to be rescheduled or cancelled
6. To maintain the UNISON WARMS membership database. To ensure that all confidential membership information is kept in accordance with the GDPR and National UNISON guidelines To provide ad-hoc reports as required.
7. To be responsible for ensuring adequate stocks of stationery and sundries are maintained, and to seek authority for necessary expenditure unless agreed in advance
8. To be responsible for the booking and security of Branch Equipment (e.g., Laptops and the Branch Banner) and to maintain an electronic inventory of all branch equipment as required
9. To ensure that deadlines for the Registration of delegates and visitors to UNISON Conferences are adhered to. To co-ordinate all accommodation bookings and ensure reasonable adjustment needs are fulfilled and to ensure such dates are in the forward plan of the branch.
10. To prepare election material where necessary, and to support elections for Officers, Stewards, Health & Safety Reps or other positions. To advise members as appropriate on election-related issues such as obtaining replacement ballot papers. To take details of any complaints or queries that arise and refer these to the Branch Secretary or answer using agreed rules.
Finance
11. To maintain entries on OLBA (UNISON’s in-house finance system) in respect of income and expenditure as required by the Treasurer/Assistant Treasurer, ensuring all payments and receipts are logged; to extract reports as required in order to support the Finance & Staffing Sub-Committee
12. To prepare and raise invoices for payment by Branch Officers, including any petty cash payments that may be required.
13. To ensure that all financial records are kept in an orderly and secure fashion in line with the (Branches Day to day work instructions”, and Branch Credit Card protocols.
14. To assist the Treasurer and Assistant Treasurer with the end-of-year accounts in preparation for submission to the Branch auditor
15. To support Branch Officers in the review of Service contracts
Health and Safety
16. To exercise responsibility under the Health and Safety at Work Act and other relevant H&S legislation
17. To report any faults or hazards to Corporate landlord, while ensuring that these are highlighted to all office users
Other Duties/Special Requirements
18. To undertake other duties and special projects consistent with the basic objectives and/or duties of the post
19. To uphold and further UNISON’s equal opportunities policies and to deliver effective and appropriate services fairly and without discrimination
20. To occasionally work outside office hours and to be prepared to work from and visit other buildings within a reasonable distance (any additional expenditure will be re-imbursed)
PERSON SPECIFICATION
Office Administration & Support Manager to the Haringey UNISON LG Branch
Essential Desirable
Experience E1. Experience of working in an office environment
E2. Dealing with members of the public on the telephone and in person
E3: Ability to diffuse tense situations and to calm members who may be distressed giving clear and concise responses D1. Experience of working in either Trade Union or Local authority
D2. Experience in a customer services or advice setting
Skills and abilities E4. Good typing and Computer skills including Word, excel, and access + email and use of finance and/or membership-based databases or similar systems.
E5. Ability to work inclusively with volunteers, members and students
E6 experience of financial administration
E6. Well-developed inter-personal and oral communication skills
E7. Ability to relate easily to people from a broad range of cultural, religious, and racial backgrounds
E8. Ability to write daily logs and brief reports
E9. Organisational and problem-solving skills
E10. Ability to work with competing deadlines and to prioritise own workload
E11. Ability to use own initiative
E10 Understanding of equal opportunities and access issues
E12. Commitment and understanding to Trade Union principles.
E13. WordPress website content production, management, maintenance and upkeep D3. Flair for/interest in communications style and design
D4. Desktop publishing
D5. Use of customer services or membership records finance administration databases
D6. Knowledge of basic IT maintenance.
D7. Knowledge of a community language
D8. Knowledge of Trade Unions and how they work
Commitments E13. Willingness to be flexible and respond to issues at short notice
N2