Recruiting : Administrator for Sheldon Retreat

Overview of the Administrator role

Updated October 2024

• A substantial full time role with a really interesting range of responsibilities. 
• We hope to appoint a capable person with a deep understanding of the quality of Sheldon's ministry and the stability that comes from serving in post for at least 5 years
• You need to have a natural "systems" approach to problem solving in potentially unfamiliar areas
• You enjoy the combination of back office administration and front desk service of guests and others who come to reception
• You become part of a highly committed team comprising community members, salaried staff and volunteers
• You have the flexibility to enjoy the role evolving over time according to the needs of the charity, external factors, makeup of the team and your own interests and aptitudes
• We welcome applications for the role either as a salaried post or joining the resident community

How the role looks day to day

Some of your work is time critical but you also need to make steady progress with the important but less urgent tasks and then frequently "the interruptions are the job". 

You are well-organised and methodical with tracking tasks and priorities and after initial training and induction you will normally plan your own day. When a problem arises you are likely to be the first port of call to assess the nature and urgency of the issue, start trouble-shooting and liaise with colleagues or trades. Technical or practical issues in the office and around the site can include things such as a website, wifi, payment gateway, doorbell, fire alarm, till, stairlift, heating or computer not working. You are not expected to know everything but you do enjoy taking ownership of problems and are resourceful in trying to resolve. 

You will take on responsibility for aspects of the back office processes that keep the charity running smoothly as an organisation. This might include things like preparing reports, dealing with insurance renewal, updating bank mandates, routine software upgrades, supplier contracts, etc There will also be involvement with projects - sometimes you will take the lead and at others you will assist in a support role.

Your office will be next to reception and on days when nobody else is covering you will help guests with practical issues, shop sales, taxi bookings, arrivals and departures. You will share in dealing with booking and other enquiries coming in by phone and email.

The environment is friendly, hard working and passionate about our service of guests. We run a Covid-aware operation to protect the health of team and guests alike. 

Skills required

Entry level requirements:

You don't need to have an exact match to this list, but you do need to be able to evidence practical working experience across a good range of software, and the ability to learn quickly.

• Fluent with day to day use of Microsoft Office (especially Word, Excel, Outlook)
• Good written and verbal communications skills (telephone, email, in person, report writing)
• Financial literacy (we use Xero Accounting with Dext and Excel)
• A complex database (ours is a SQL database serving a bespoke user application) 
• Support for office infrastructure such as small computer network, patch panel, broadband, etc

Nice to have

A strong candidate is likely to offer some additional skills

• Use of website content management system (we use SelectCMS and Wordpress) perhaps with basic understanding of html
• Copy writing and design skills for promoting Sheldon (social media, posters, flyers etc)
• SQL query writing  
• Adobe software (we use InDesign, Photoshop and Lightroom)

About you and your experience

• You bring commitment, enthusiasm and flexiblity for a wide ranging role
• You are self-motivated to work independently as needed, but collaborate well with colleagues
• You bring experience in a reasonably senior administrative role, perhaps in another charity or public service position. 
• If you have a business background then there will be some skills that transfer well from that environment but you will have more to learn about the new environment
• There is no Occupational Requirement for candidates to be Christians, but a good working knowledge of church structures will be an asset and we hope to appoint someone with a genuine sympathy for our core purpose.

Application

Closing date: noon Sunday 17th November. 

Note: Interviews will be held on Thursday 5th December.

To apply as a salaried position please complete this form

To apply as a community member please complete the form above and ALSO this form

If you have questions in advance of submitting your application please email warden@sheldonretreat.com