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Administrator - Beis Gavriel Synagogue

  • Location: NW London
  • Sector: Administration
  • Salary: £26,650, pro-rata
Main purpose of job: Your Job is not limited to, but includes, the day to day tasks below that are required to carry out your position and other reasonable duties as may be specified by any Trustee or Board Member.
The responsibilities listed below are typical of an ANNUAL cycle within the community. These things will not all simultaneously be required on a weekly basis.

Membership & Donations
• Manage the administration of our new membership system using our bespoke, salesforce based, database (training provided) for new and existing members.
• Assist with the administration of fundraising for the community, processing donations and sending receipts, sending out electronic communications.
• Maintaining records of donations, pledges and membership income and invoicing regularly via the shul database system.
• Liaise with Federation head office and synagogue FR regarding the payment of invoices.
• Manage cash and bank deposits and liaise with bookkeepers
• Manage gift aid forms and register for bookkeepers
• Chasing up pledges and debtors - liaise with Shul representative for debt collection.
• Manage and coordinate sponsorship for kiddushim in conjunction with Shul representative

Day to Day Operations
• Answering incoming calls, Call forwarding and taking messages
• Greeting people on site in a professional manner
• Liaising with external contractors (IT support, training, facilities management)
• Prepare letters of congratulations, thanks, condolence and other general correspondence.
• Liaise with outside users of the premises i.e. the Kindergarten.
• Managing post, scanning and filing
• Managing stationery & supplies within the office
• Filing, faxing, photocopying, scanning and shredding
• Liaise with grant providers (CST and others) and send supporting information for grants etc
• Notify Rabbi, HOs, Board of Management and membership about simchas, funerals and shiva arrangements. Help to coordinate what is needed on such occasions.
• Yahrzeits - Prepare yahrzeit lists for Honorary Officers; preparing and sending, individual reminder notices to members.
• Oversee the distribution of the weekly newsletter, community publications and emails
• Maintain and update synagogue notice boards.

Events and Festivals
• Setup and maintain administration for events, create budget spreadsheets and communicate to relevant persons
• Maintain shul calendar and list of events
• Hall hire – Taking bookings, issuing documentation, liaison with Events manager, Caretaker & security company.
• Bar/Bas Mitzvahs – Booking into the diary, liaising with family and preparing gift and certificates for presentation.
• Seating arrangements for the High Holydays – including the allocation of seats, preparation, printing and issue of tickets, supervising setting out and numbering of temporary seating.

Board of Management
• Board of Management and General synagogue meetings – coordinate meetings, prepare agendas, and take minutes for approximately ten evening meetings per year and handle the correspondence arising from meetings.
Applicant may be subject to a DBS check

Skills required
• IT skills - Microsoft Office, Outlook and Google Suite Functions, Database experience preferable but not essential.
• Hebrew reading and basic comprehension preferable but not essential.
• Understanding of the Orthodox Jewish community

The role will be 18 ‘core’ hours per week with 20 hours a week in total. The extra 8 hours a month will be used flexibly for phone calls/emails in the evening and or weekend, Sunday requirements in the case of meetings or shul events and some week night meetings eg Shul board meetings. The core hours are 3 office-based days a week 9am - 3pm – actual days to be agreed.