A wonderful opportunity to make a difference and contribute to a community charity, with flexible hours and working from home.

To apply, please email a CV and covering letter, explaining how you are suitable for the position by demonstrating how you meet the key responsibilities and person specification, to Mr Lauren Stroud, chair@aylshamrec.org

Specification

Location: Aylsham Recreation Ground, Norfolk (predominantly working from home, with some Recreation Ground site visits, including evening meetings each month)

Reporting to: Chair of Trustees

Contract Type: Part-time, permanent; hours between 8-12 per week

Salary: £7,800 per annum, salaried, paid monthly

Job Purpose:
To provide high-quality administrative, governance and operational support to the Trustees of Aylsham Recreation Ground, ensuring the effective day-to-day management of the site, compliance with charity and health & safety requirements, and delivery of excellent service to user groups and the community.

Key Responsibilities

Trustee & Meeting Support

  • Prepare meeting documentation in conjunction with the Chair, including:
    • Agendas
    • Minutes
    • Action logs
    • Follow-up correspondence
    • Maintain organised digital and paper filing systems.

Funding & Development Support

  • Work with the Chair and Trustees to identify funding opportunities.
  • Assist in preparing grant applications and infrastructure funding bids, including:
    • Completing online forms
    • Gathering supporting evidence
    • Uploading required documentation
    • Support projects aimed at improving facilities and equipment across the Recreation Ground.

Bookings & Customer Service

  • Support management of site bookings and administration using Hallmaster booking software.
  • Work closely with clubs and user groups to ensure high levels of customer satisfaction.
  • Assist with licence documentation and communication with user groups as required.

Marketing and website

  • Make suggestions for website improvements
  • Manage the website (with external provider) to ensure content is current and accurate
  • Create posts for social media to promote the Recreation Ground to include links to the website and booking system

Governance & Compliance

  • Develop a working understanding of the charity’s Constitution and Governance Policies.
  • Support maintenance of the charity’s page on the Charity Commission website.
  • Assist in maintaining statutory and governance records in line with Charity Commission guidance.
  • Maintain the integrity and confidentiality of documentation in accordance with Data Protection legislation.
  • Support the monitoring and recording of:
    • Accidents and near misses
    • Fire incidents and alarm activations
    • Safeguarding concerns
    • Health & Safety records (including RIDDOR where applicable)

Operational Coordination

  • Support coordination of maintenance and repair works with the Caretaker and external contractors.
  • Assist with procurement processes, including:
    • Researching suitable contractors
    • Making enquiries
    • Collating and comparing quotations
    • Booking approved contractors
  • Support the scheduling and tracking of regular inspections including:
    • Play equipment
    • Trees
    • Fire safety equipment
    • Electrical systems
    • Machinery and other site equipment

Financial & HR Administration

  • Work alongside the appointed bookkeeper/accounting contractor to:
  • Be the first point of contact
  • Ensure invoices are raised promptly
  • Support timely payment of approved invoices
  • Assist in preparing financial reports for trustee meetings
  • Maintain accurate records to support transparency and financial controls
  • Be the first point of contact for our outsourced HR function

Person Specification

Essential

  • Strong administrative and organisational skills
  • High level of attention to detail
  • Ability to manage multiple priorities
  • Confident communicator with good literacy skills
  • IT literate (Microsoft Office, email systems, online portals)
  • Ability to handle confidential information sensitively
  • Experience of working with contractors and external partners

Desirable

  • Experience working with charities or voluntary organisations
  • Understanding of Health & Safety record-keeping
  • Experience with booking systems (e.g., Hallmaster)
  • Experience in grant applications or funding bids
  • Knowledge of safeguarding record management

Key Attributes

  • Personable
  • Professional and trustworthy
  • Self-motivated with ability to work independently
  • Community-focused
  • Collaborative approach when working with trustees, contractors and user groups
  • Ability to work from home, with access to computer, internet etc
  • Want to make a difference to their local community

To apply, please email a CV and covering letter, explaining how you are suitable for the position by demonstrating how you meet the key responsibilities and person specification, to Mr Lauren Stroud, chair@aylshamrec.org