Administration Assistant

YORKSHIRE FEDERATION OF YOUNG FARMERS’ CLUBS

JOB DESCRIPTION

This document in conjunction with the Job Specification, Person Specification, Contract of Employment and letter of appointment forms a statement of your main Terms and Conditions of Employment as required by the Employment Rights Act 1996, and the Health & Safety at Work Act 1974.

1. THE POST OF: County Assistant Co-ordinator.

2. THE MAIN PURPOSES OF THE POST:
a) To assist the Co-ordinator in serving the democratic structure of the
Federation, making it possible for the members to implement their decisions effectively. b) To deliver the aims and objectives of the members.

3. RESPONSIBLE TO: The County Co-ordinator.

4. Place of Work: The Regional Agricultural Centre, Railway Road, Harrogate HG2 8NZ.

5. RESPONSIBLE FOR: Assisting with the day-to-day administration of the Federation.

6. RESPONSIBILITIES AND DUTIES:

Assisting with the provision of the maintenance of a friendly effective administration, which services the democratic structure of the Federation by: -

a) Provide work plans to the Chairman of the Executive Committee.

b) Assisting where necessary, the Sub-committee Chairmen to call meetings and draw up agendas that allow for the effective conduct of the Federation’s business.

c) To draft where necessary, minutes for the Sub-committee Chairmen which accurately reflect the decisions taken by the Committee.

d) The provision of adequate maintenance of the Federations database and website.

e) To calculate & distribute the invoices for Affiliation Fees to the Federation’s constituent Clubs & Districts, inline with the policies and motions agreed at the County Annual General Meetings.

f) To support and liase with the Field Team.

g) To administer, on behalf of the Federation, all Club Membership Returns and convey such information to those authorised by the Events, Finance and
Marketing (EF&M) Committee.

h) To coordinate when necessary the implementation of the Federation’s arbitration procedure.

i) To service Clubs and Districts either directly or by liaison with the Field Team by:
1) Maintaining effective communication channels with clubs
2) Providing information to clubs as necessary

j) To assist Committee Chairs to organise events such as competitions, fundraising events (IE dances) and promotional activities.

k) To assist drawing up monthly Members newsletters and the annual publications.

l) To collate and prepare information for the annual financial year-end and work with the bookkeeper.

m) To attend where and when necessary, the Federation’s meetings and events.

n) To carry out such duties as may be required from time to time by the Federation commensurate with the post.

7. CONDITIONS OF SERVICE
a) Hours of Work: Some evening work will be necessary but normal working hours will be 37 hours a week 9.00 am to 5.00 pm Monday to Thursday, 9.00 am to 4.30 pm Friday, with a half hour for lunch.
However, time off in lieu (plain time) for attendance at evening meetings will be given by arrangement to be taken where practical within the current holiday year and with the arrangement of the County Chairman.

b) Salary: National Joint Council for Local Authorities’ Administrators,
Professional Technical and Clerical Services Scheme of Conditions of Service,
Scale points TBC.

c) Holidays: Statutory Public Holidays per annum plus 20 working days per annum pro-rata, 3 of those days must be taken over the Christmas break. d) To be subjected to and pass an enhanced DBS check on a 3 yearly basis.

8. LIMITATIONS OF AUTHORITY:

To carry out the above work within the guidelines of each successive Chairman of the County’s Executive Committee with the support and assistance of the
Federation’s officers, in particular the respective Committee Chairs.

Job Type: Full-time

Salary: £18,000.00-£22,000.00 per year

Benefits:

• Company pension
• Free parking
• On-site parking

Schedule:

• Monday to Friday

Work Location: One location