Job title: Administrative Assistant
Hours: 12 hrs a week term time, reduced during school holidays. Up to five additional full day’s work (approx. 8 hrs per day) per year to support the running of courses. Times to be agreed when required.
Location: Maidstone (or such other reasonable location within 10 mile radius of Maidstone).
Hourly Rate: £9 per hour
To apply: Send CV and supporting statement to firstname.lastname@example.org
The principal purpose of this role is to support the day to day running of the charity and contribute to the charity with guidance from the manager.
To ensure that all enquiries are dealt with efficiently and professionally. To pass on information to the appropriate team member and respond to initial enquiries. To maintain high quality records.
To file and retrieve information and documents as required by the team.
To prepare and dispatch documentation/information to the public and other professionals. This may include writing confirmation emails for courses or collating information about members.
To carry out administrative tasks as delegated by the team.
To be involved in basic book-keeping as instructed by the manager.
To create and maintain databases.
Liaise with other charities and professionals, this may involve site visits as well as written and verbal communication.
To support any fundraising activities or information-finding activities that the charity is involved in. For example supporting training courses, attending community groups.
To manage social media platforms with support from the manager.
To complete or design paperwork associated with grant applications and fundraising.
To create newsletters and advertising with support from the manager.
To regularly feedback to the manager and trustees.
Key working relationships
The range of individuals and organisations the post holder has contact with:
- Members of the Charity
- Charity Employees
Duties and responsibilities
- Carry out administrative tasks relating to course organisation, communication group organisation, coffee mornings and any other business the charity may be involved with
- Take action as directed by the manager and/or the Trustees
- Follow protocols to ensure consistent and high quality service is provided to all our members and the general public
- Ensure communication is accurate and timely – and complies with all the requirements of any policies in place, including confidentiality
- To ensure all invoices/receipts are filed and logged appropriately and in a timely manner
- To take on longer term admin tasks such as building a database of potential venues.This may require to visit venues and meet with venue staff
- To ensure the day to day running of the course organisation.To liaise with the manager and the Trustees and any IT consultants employed by the charity to get courses online and to monitor bookings and payments. Send out confirmation emails and all information required prior to the courses
- To create and send invoices as appropriate
- To ensure booking and lead liaison with communication group venue bookings at request of manager
- To liaise with communication team staff and produce and disseminate any necessary information
- To undertake any admin tasks required in the day to day running of the charity and to undertake admin tasks as delegated by the manager
- The nature of the role is such that tasks will vary over time and you will be expected to be flexible in your approach to new admin tasks and changes in ways of working.
The post-holder is expected to:
- Adhere to charity policies and procedures and relevant legislation
- Attend mandatory training as identified by the charity
- Highlight potential development areas
- Be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure that any agreed safety procedures are carried out to maintain a safe environment for employees and visitors
- Report all accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken
- Demonstrate due regard for safeguarding and promoting the welfare of children.
- In the course of interacting with the charity, families, professionals and others, entrust us with, or allow us to gather, sensitive information in relation to their health and other matters.They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to people with Down’s syndrome and their carers, professional staff and others.They may also have access to information relating to the charity as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to people with Down’s syndrome, their carers, professional staff and others may only be divulged to authorised persons in accordance with the specific wishes of that person and consent should be gained.
Health & safety
The post-holder will implement and lead on the promotion and management their own and others’ health, safety and security including:
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
- Making effective use of training to update knowledge and skills, and initiate and manage the training of others
- Using appropriate procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards immediately when recognised
- Keeping own work areas and general areas (if any) generally clean, identifying issues and hazards / risks in relation to other work areas within the business (if any), and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with the manager or Trustees.
Equality and diversity
The post-holder will support the equality, diversity and rights of all members of the charity and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with current legislation
- Respecting the privacy, dignity, needs and beliefs of members and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
The post-holder will participate in any training programme implemented or organised by the charity as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work (if any).
The post holder will strive to maintain quality within the charity, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Effectively manage own time, workload and resources.
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with members of the public
- Recognise people’s needs for alternative methods of communication and respond accordingly.
For further details, please see Job Specification attached
Interviews will take place on 14th and 17th May at our Maidstone office