Roving Administrator – United Synagogue

The Wohl Enterprise Hub; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A community organization in Greater London seeks a dedicated Roving Administrator to provide essential administrative support to various Synagogue offices. Responsibilities include managing member communications, assisting with financial transactions, and ensuring daily operations run smoothly. The ideal candidate should possess excellent communication and organizational skills, along with strong computing abilities. This role requires a commitment to community engagement and support for Jewish customs and practices.

Qualifications

• Considerable knowledge of Orthodox Jewish customs and practices.
• Ability to manage a wide range of administrative tasks.
• Demonstrable skills in delivering a high-quality customer service.

Responsibilities

• Assist various Synagogue offices as a Roving Administrator.
• Provide administrative support to the Honorary Officers.
• Manage the day-to-day operation of the Synagogue’s administration.

Skills

Excellent communication skills

Strong computing skills

Time management

Ability to work unsupervised

Customer service skills

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Our jobs board is constantly changing with new jobs being added every day. If you would like to apply for any of the jobs we are advertising, please be in touch with your Work Avenue adviser or contact Yael [e-mail] stating which role you are interested in.

Are you passionate about Jewish communities? If so, we have an exciting opportunity for you! The United Synagogue is seeking a dedicated Roving Administrator that will provide professional administrative support to the Membership Department and various synagogue offices as and when required.

About the Role

As a Roving Administrator, you will assist various Synagogue Offices across the organisation, when the need arises. Based in Head Office, the role requires periodic in-person site visits and working from the local office. You will be the first point of contact for current and prospective members, and others contacting the Synagogue. You will need to deal with everyone in a professional and courteous manner and seek to accommodate their requests, whenever practical, to ensure members and other stakeholder’s satisfaction is maximised.

Main duties will include:

• To be an integral part of the US Membership Team
• To assist various Synagogue offices as a Roving Synagogue Administrator (including finance) covering sick leave and holidays.

Join us in this fulfilling role and apply today to be a part of our team at United Synagogue!

LOCATION

Based at North Finchley & to attend various US Synagogue locations as requested

JOB PURPOSE

The Roving Administrator will assist various Synagogue Offices based in Head Office with periodic site visits. You will be the first point of contact for current and prospective members, and others making contact with the Synagogue and will therefore need to deal with everyone in a professional and courteous manner and seek to accommodate their requests, whenever practical, to ensure members and other stakeholder’s satisfaction is maximised.

• To manage the administration and support services at the Synagogue under the leadership and direction of the various Honorary Officers
• Liaise with Synagogues on a regular basis to ensure there is a constant flow of information between the you and the Synagogue
• Work in consultation with the Rabbi, Assistant Rabbi, and the Rebbetzins, to ensure that they are provided with the required level of administrative support
• Provide proactive, efficient, and professional administrative support to the Honorary Officers (HO’s)
• Deliver a high level of customer service to the community, creating a positive first impression

DUTIES & RESPONSIBILITIES

This position will provide administrative support for the efficient day‑to‑day operation of the Synagogue’s administration, activities, and premises as further detailed below.

The Roving Administrator may be responsible for the management of the Synagogue Office, which will include organising the caretaking and cleaning staff:

• Forward plan staffing levels, in particular cleaning and caretaking for known events and chaggim
• Arrange appropriate training for Health and Safety

Other duties include:

• Assist Religious and Lay Leaders in the organisation and promotion of educational and social programmes for members and potential members
• Maintain electronic information boards, social media, and website to ensure the Synagogue is prominent with people using the internet

FINANCIAL ADMINISTRATION

• Ensure all income received (including some cash) is promptly banked and correctly accounted for using the United Synagogue’s intranet accounting systems
• Arrange the payment of all invoices
• Issue invoices for services provided by the Synagogue, such as advertising and hall hire, and where necessary chase the prompt payment of such invoices
• Issue invoices for membership subscriptions and assist the Financial Representative with the collection of subscriptions, including the regular issue of statements and contact with debtors by post and on the telephone
• Manage reconciliations linked to booking via the US on‑line events system

ADMINISTRATIVE DUTIES

A) DATA

• Maintain US membership database and other records relating to the Synagogue and make all necessary entries
• Ensure member information is complete and up to date (addresses, telephone numbers, email addresses)
• Run monthly reports for the HOs on membership statistics and details of joiners and leavers
• Notify the Rabbis and HOs of new joiners and update the communications and website mailing list
• Maintain lists of contact details of key committees e.g. Board of Management
• Encourage people enquiring about membership of the Synagogue to join, provide them with all appropriate information and advice, and offer the opportunity for a visit. Notify the Rabbi and HOs of prospective members that may visit on Shabbat/other times
• Show new prospective members around the synagogue
• Assist with the completion of membership application forms as and when required
• Using the United Synagogue (K2) database, maintain membership statistics and records to ensure members records are kept up to date (e.g. address changes, family members etc.) Yahrzeits records are maintained and members and wardens are notified of said dates; new joiner details are produced for the Board and HO’s and welcome packs are sent out

C) Correspondence, EMAILs and phone calls

• Open, disseminate and answer all correspondence
• Answer the telephones and voicemail: deal with members’ and non‑members’ queries by telephone, email, letter, or in person
• Draft letters as requested on behalf of the Honorary Officers
• Conduct all Synagogue correspondence as directed, communicate to the Honorary Officers on all matters relating to the administration of the office and perform all duties relating to the office as directed by the Honorary Officers
• Where appropriate take bookings and maintain a list of attendees for events

DIARY MANAGEMENT

• Maintain an up‑to‑date on‑line Synagogue diary of events relating to the Synagogue whether on the Synagogue premises or elsewhere.
• Manage any potential clash of events
• Keep the Rabbis, Honorary Officers, Board of Management and others as appropriate informed of diary issues
• Update the Synagogue calendar on the website including full details of all events, candle lighting and service times and methods of booking for an event

COMMUNICATIONS

• Ensure notice boards are kept up to date and tidy
• Assist with mailings as and when required
• Ensure appropriate communications are developed and circulated through social media outlets
• Act as the main Administrator for the website and the Synagogue’s internal e‑display screens; ensure they are up to date.

MEMBER LIFECYCLE EVENTS

To deal with members in person or on the phone with regard to:

• Act as a helpful advisor, to explain the particular way such events happen at the Synagogue, taking note of any special requests and where appropriate seek further advice from the Rabbis or HOs

Weddings

• Liaise with couples and Rabbi, diarise date, advise and make all necessary arrangements regarding membership

Deaths

• Liaise with family, ensure notification of funeral/shiva arrangements are distributed to local Rabbi, Honorary Officers and wider community as appropriate.
• Arrange for prayer books and chairs to be collected by the family or arrange delivery where necessary
• Arrange for the appropriate ministers to attend
• In partnership with other stakeholders, ensure that all arrangements and facilities are in place for all events, to include the ordering of food and delivery checks, caretaking and security arrangements.

SYNAGOGUE COMPLEX

• To be responsible for all the property and effects belonging to, or in the care of the Synagogue
• Report to the HO’s of the Synagogue and to the United Synagogue Property Department any damage to the fabric of the Synagogue and its ancillary buildings, or damage to, or loss of, any of its movable property due to fire, burglary or any other cause
• Similarly report any cases of personal injury that may occur within the precincts of the Synagogue or its ancillary buildings
• Ensure that the cleaner keeps the building clean at all times

SECURITY

• Maintain registers of key holders and holders of alarm fobs and ensure that keys to the Synagogue are kept safe and only given to authorised key holders with the permission of the HOs
• Arrange a security guard/CST for Synagogue events when required; ensure times are correct and checked
• Liaise with Police, Security Company on matters of security and report to CST
• Conduct a weekly fire alarm test and liaise whenever necessary with the alarm company
• General concern for security of building and all those using it

CONTINUOUS PROFESSIONAL DEVELOPMENT

The post holder in accepting this position is required to take a proactive approach to his/her own continuous professional development and to attend training and/or learning and development events as appropriate.

GENERIC DUTIES

• Committed to the aims of the United Synagogue and act as an ambassador for the organisation.
• Comply with The United Synagogue’s policy and procedures and code of expectations.
• Bring to the attention of senior staff any health and safety requirements, which become obvious.
• In the event of any immediate danger, to take the appropriate action to reduce risk to physical danger to employees, members, contractors, volunteers, children, parents, visitors or staff.
• Work collaboratively with other colleagues across the organisation to ensure that United Synagogue can achieve its vision, mission, and strategy.
• Undertake appropriate training as requested by your line manager in conjunction with the Human Resources Department and be committed to own continuous professional development.
• Carry out any other reasonable duties as requested by the Chief Executive or other designated senior staff/undertaking such other duties that occasionally fall within the purpose of the post.
• Maintaining high levels of discretion and confidentiality at all times
• This Excellent communication skills both written and verbal
• Demonstrable skills in time management and planning
• Strong computing skills and substantial experience of using Microsoft Word, Excel, Outlook, intranet based systems and databases
• Skilled at delivering a consistently high quality customer focused service
• Experience of managing a website, including acting as administrator, able to upload articles, photos and edit web pages
• Experience of using social media including Facebook and other related websites
• Job description and person specification is not prescriptive; it merely outlines the key tasks and responsibilities of the post, and the key tasks and responsibilities are subject to change, any changes will be made in consultation with the post holder.
• This Job Description is subject to alteration in response to the changes in legislation or The United Synagogue’s operational procedures.

PERSON SPECIFICATION

Knowledge

• Considerable knowledge of Orthodox Jewish customs and practices
• Committed to the values, aims and objectives of the United Synagogue

Personal Skills/Qualities

• The ability to work unsupervised and to manage own workload, deliver results under pressure and to tight deadlines and objectives
• The ability to carry out own work with a high level of accuracy ensuring attention to detail
• Manage and prioritise a wide range of administrative tasks and duties, both complex and routine, and deal appropriately with competing priorities
• Work in a professional manner at all times and develop effective working relationships with colleagues and external customers
• To be able to work as an effective and pro‑active member of the Synagogue team
• Excellent communication skills, both written and verbal
• Demonstrable skills in time management and planning
• Strong computing skills and substantial experience of using Microsoft Word, Excel, Outlook, and intranet‑based systems and databases
• Skilled at delivering a consistently high‑quality customer focused service
• Experience of managing a website, including acting as administrator, able to upload articles, photos and edit web pages
• Experience of using social media including Facebook and other related websites

For more information about the role, or to receive a personal recommendation, please contact our recruitment team.

Tali – [e-mail] or Yael – [e-mail]