Title: Organising Officer Ref: 0515
Salary:
Location:
Band B2R
Spine points 41 – 37
Starting salary £28,589p.a. rising to £31,957 p.a.
Wales and South West Regional Hub
Purpose of the job: As part of the support team, to assist in building union strength and health by providing office and administrative support to specialist and operational staff, in line with the PCS ethos as an organising union.
Responsible to: Office Manager/Line Manager/appropriate Officer for work allocation
Responsible for:
Contacts External:
May include some supervisory responsibility
PCS Union Representatives, Members, Employer and Government
Departments, Employees of other trade unions, Suppliers, Legal and other advisors, Media, other external contacts
Internal: PCS staff and officials, HQ departments, Regional Offices Bargaining
Units
Main duties and responsibilities
1. Office/Officer Support Work

Full range of clerical and office administrative support

Microsoft Office suite including Word or Excel or Access or PowerPoint

Arrange for and distribute newsletters, circulars, etc

Maintain shared diary and movements of officers, etc

Send, receive and deal with correspondence and electronic mail

Set up and maintain computerised diaries, databases, spreadsheets, etc

Maintain efficient filing systems (shared and individual), both paper-based and electronic

Maintain accurate records of petty cash, office expenditure, ordering and invoicing

Photocopying and faxing
2. Meeting, Conference, Election, Ballot, Events Arrangements

Draft agendas and supporting documents, prepare materials, collate and distribute for meetings, conferences, events and training courses according to relevant timetables

Attend meetings, conferences, events, organising campaigns etc. producing accurate records (e.g. records of decisions, action points), gathering data as appropriate, in a timely manner

Follow up action points

Provide direct support to PCS officers undertaking direct contact and engagement with
PCS members

Liaise with operational staff, specialists and elected representatives on diaries

Arrange meetings/internal and external events and workplace union organising support activities, book rooms, refreshments, travel arrangements and accommodation

Organise video or telephone conferencing where required.

Liaise with external organisations to secure information, materials and to confirm attendance of speakers, etc

3. database (Commix) and electronic reporting systems (PCS Reporter).

Signpost union activists to any relevant PCS or TUC training.

Any additional appropriate union organising support duty as required.
4. Dealing with Queries, Messages and Correspondence

Deal with basic queries directly via correspondence, emails, fax and telephone and give answers where possible

Ensure that time limited work is brought to the attention of the line manager/officer

Deal with difficult callers or situations with tact and sensitivity and refer as appropriate

Produce comprehensive drafts of letters, memos, basic briefs and circulars using own initiative

Administration of personal case systems i.e. updating files, contact details, etc
5.

Deal with expenses claim forms and other costs arising from meetings, training courses and conferences where appropriate

Ensure all accessibility and equal opportunities matters are established are considered and reported.

Administrative arrangements relating to elections, ballots and organising, bargaining and campaigning events
Union Organising and Campaigning Support

Administrative support for workplace union organising and campaigning activities

Attend localised union organising and campaigning events to offer support alongside PCS
Officers.

Collate data to inform planning requirements for union organising activity.

Compile information and assemble information packs
Maintain up to date electronic records and provide reports as required utilising the internal
Website

Assist with updating the website and cleansing out of date information

Liaise with contributors and chase material and information for the website
6. Maintaining Branch and Distribution Records

Use of Commix system to mak e amendments to existing details, update branches’ and groups’ information and produce reports
7. Team Working

Maintain confidentiality of sensitive issues at all times

Provide assistance to members of the team

Attend and participate in team meetings

Draft/update information required for the team
8. General
 At all times implement and promote the PCS’s Equal Opportunities Policy

Take due and reasonable care of self and others in respect of Health & Safety at Work

PCS is committed to the appraisal, training and development of all its employees and the post holder has a responsibility to participate

In all work activities, comply with data protection legislation and PCS’ requirements for the protection of personal information and the privacy of individuals

Act in a manner that enhances the work of the PCS and its overall public image

Such other duties that may reasonably be required and which are within the level of the responsibility of this post


Willing to work outside normal office hours and location subject to personal circumstances and advanced notice
This post, along with all of our posts, has been subject to a Pay and Grading review, as well as a
Job Evaluation. This process is ongoing so this Job Description and Person Specification should be regarded as broadly describing the role and therefore temporary until this process is final.

Post: Organising Officer
QUALIFICATIONS and
EXPERIENCE
KNOWLEDGE
SKILLS
PERSONAL QUALITIES
Ref: 0515
Date: December 2015 Location:
FACTORS
Wales and South West Regional Hub
TRAINING
OTHER
ESSENTIAL

Competent in handling office systems/procedures

Produce comprehensive draft correspondence on own initiative

Provide information and respond to queries

Attend meetings/events and produce accurate records/notes of actions

Set up and maintain computerised files and databases

Assist with arrangements for meetings, conferences, elections and/or ballots, and union organising, bargaining and campaigning events,

Evidence of ongoing training and personal development

Willing to undertake further learning and development

Microsoft Office suite of computer programmes including Word,
Excel, PowerPoint and Access, and use of email, internet and intranet

Methodical and accurate approach to routine tasks

Deal with difficult situations sensitively

Organise events/meetings internally and externally

Communicate effectively orally and in writing

Produce work within tight deadlines and good time management

Member or customer focused (internal and external)

Tact and diplomacy when working with confidential information

Ability to work effectively as part of a team

Flexible approach to work

Ability to take initiative

Ability to prioritise work, and handle multiple tasks

Commitment to the application of equal opportunities policies, practices and principles of the Trade Union movement

Willing to work outside normal office hours and location subject to personal circumstances and advanced notice