Part Time Office Manager

Job Title

Part-time Office Administrator

About Us

Wikimedia UK is a not-for-profit association set up to promote and support in the UK the Wikipedia project, its sister projects, and other open educational resources. "Open" content refers to information which is available for copying, reuse and modification, including for commercial uses, without cost or restriction other than attribution. We were established in 2008 and are one of [38] similar associations in countries around the world. We work with museums, universities, businesses and media companies to make more content available for use by Wikipedia and to help other people re-use content from Wikipedia. We seek to have a close relationship with other open content organisations in the UK including the Open Knowledge Foundation, the OpenStreetMap Foundation, Creative Commons UK and MySociety. We also seek close links with the community of Wikimedia readers and editors

Job Description

Providing administrative support to Wikimedia UK for events and meetings.

Tasks

The kind of tasks that will be performed include:

Banking cheques Writing minutes Following up actions with board members Booking rooms Ordering stationary ?? ??

Most of the tasks can be completed at a time of the day at any location convenient to the individual. However, some tasks require attendance at meetings or availability during business hours. Occasional tasks may require attendance at a physical event.

Candidate

The following skills are required:

Excellent written communication Excellent telephone manner Good organisation ability to work with minimal supervision Internet connection and ability to work from home

The following elements are preferred:

Knowledge of the Wikimedia projects and community bookkeeping ability to attend Skype board meetings in the evening

Salary

The successful candidate will be paid £x per week. Previously agreed overtime will be paid at a rate of £x per hour.

Expenses

All authorised expenses necessarily incurred in the performance of duties will be reimbursed once a valid claim form has been received. This includes:

postage stationary internet costs telephone travel costs subsistence

==

This is a [draft] job description for the post of Office Manager which is currently under discussion.

Job title

"Office Manager" is chosen to avoid the confusion of "Administrator" with the sysop role on the Wikimedia projects.

Hours

Basic time will be 8 hours per week, rising to 12 hours per week during the Annual Fundraiser.

The employee can choose what hours they work, except for certain tasks, e.g. phone calls, which may have to be done during normal office hours and meetings which usually occur from 8:30 to 10:30pm.

Overtime will only be paid if it is authorised beforehand.

Pay

The rate of pay will be £10/hour. Additional pay for holidays, sickness etc. will be paid as per statutory requirements. Reasonable expenses - e.g. telephone, stationary - will be reimbursed through the usual expenses procedure.

The Office Manager will be paid on the last working day of the month by bank transfer following the submission of a timesheet to the [Treasurer] showing the hours worked and the tasks performed. Amounts will be paid net of PAYE income tax and national insurance.

For comparison, the Nationial Minimum Wage is currently £5.80 per hour and this official graduate jobs site gives £10-£16/hr as a range of starting salaries for "Office Managers" and £7.50-£10 for an "Administrator/Secretary". We should expect to have to pay a premium over this to reflect its part-time nature.

(Need to think about holiday pay/time)

Tasks

The Office Manager will report to the [secretary] who will allocate tasks on behalf of the board. These may include:

• supporting projects, e.g. by booking venues, obtaining quotes or communicating with partner organisations
• supporting board administration, e.g. minute taking, following up actions and writing reports
• processing members and expense claims, updating accounts

Costs

No costs may be incurred without the prior permission of the board.

Timeline

• Advertise in April
• Fill post in June