Project Support Officer(s)

Remotely Wheels of Time in Administration Email Job
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Job Description

The Core Group (management committee) of the Wheels of Time Scheme is seeking a volunteer or volunteers to assist in the running of the Scheme.

Wheels of Time
Wheels of Time is a badge collecting scheme encouraging the exploration of 40 Kent heritage sites for 5-11 year olds.
The 40 members range from very small to medium sized museums and heritage sites, the majority are charities, many volunteer run, together with some local authority run sites.

The Roles
The roles to be filled are:

Meeting Officer
• assist the organisation of General Meetings and Core Group Meetings including issue of invitations and agenda,
• assist the organisation of a Scheme event,
• minute taking at Core Group and General Meetings,
• issue of minutes to the Core Group, for review, and to the full membership,
Time commitment:
The Core Group generally meet four times per year, in February, June, September and November. Typically each meeting requires
• c. 2 h for preparation and issue of the agenda
• c. 3 h meeting attendance plus 2 h travel
• c. 3 h preparation and issue of notes
General Meetings are normally held annually in January and will require:
• c. 3 h for preparation and issue of the agenda
• c. 3 h receipt and logging of attendance responses
• c. 4 h meeting plus 2 h travel
• c. 2 h preparation and issue of notes
The Scheme launch event usually takes place in March and requires:
• c. 4 h issue of invitations and receipt and logging of responses
• attendance will be optional but the event lasts c. 3h plus 2h travel
The total estimated commitment is c. 61 h per year

Award Scheme Officer,
• receiving and logging award requests on a spreadsheet,
• printing ward badge blanks and certificates (using software we will pay for you to install on your computer),
• making award badges (using a machine we will provide)
• posting the awards to the relevant contact at the sites at which they are to be presented,
• emailing recipient sites and tracking receipt and presentation of awards,
• issuing award data summary.
Time commitment:
Typically 12 awards requests might be received weekly during the peak summer season. Preparing artwork, making the badges and packaging them for posting takes up to 2 hours. Badges then need to be posted.
During winter months the number of requests falls to 1 or 2 per fortnight which can be made and packaged within an hour.
The total estimated commitment is c. 65 h per year

Membership Officer
• maintenance of the Scheme member contacts list,
• issue of member contribution and other invoices
• preparation and distribution of member news emails,
• request and collation of information from new sites
Time commitment:
This activity requires c. 2 h per month generally with increased activity, registering new sites and updating information for existing sites during the period from October to February requiring an additional 4 h hours per month.
The total estimated commitment is c. 44 h per year.

Monitoring Data Officer
• collation of the scheme monitoring data from all members to a single spreadsheet,
• issue monitoring data summary,
Time commitment:
Monitoring data is sent by sites monthly and takes c. 3 hours to copy into a spreadsheet.
The total estimated commitment is c. 36 h per year.

Candidate profile
Volunteers to undertake these tasks will:
• be self-motivated
additionally
• the volunteer responsible for meetings administration will ideally:
o have good listening and synthesis skills and
o preferably have previous experience of taking minutes
Pre-requisites
Volunteers will:
• own and be willing to use a computer for undertaking the allocated tasks at home
• communicate by email with the Core Group and other members
• be competent in the use of office software including word processing and spreadsheet (Microsoft Office is preferred but software using Open Document Format is acceptable)
additionally
• the Administration of the Roamin’ Rex Award Scheme requires the use of a printer

Expenses
The only expenses that it is envisaged volunteers will incur are:
• the Meetings Secretary which will be required to attend Scheme meetings held at member sites across Kent, some of which are in rural locations. Between five and seven meetings are held each year together with one additional promotional event. The successful volunteer will need to arrange their own transport to these meetings. Reasonable travel expenses will be paid.
• the Award Scheme Officer will be required to post awards via Royal Mail, First Class, Large Letter post. Postage costs will be paid.

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