Job Description. 35 hrs p.w. including occasional evening/weekend work (term time hours can be considered subject to flexibility)

Transcription

1 Job Description Job Title: Hours: Salary: Responsible to: Administration Assistant 35 hrs p.w. including occasional evening/weekend work (term time hours can be considered subject to flexibility) oint ( 17,935-18,884) inc. OWL +6% pension Operations Manager Background Bexley Voluntary Service Council (BVSC) is the go to place for all things community and voluntary related and we aim to ensure that there is a strong, sustainable and influential voluntary and community sector that can make a positive difference to people s lives in Bexley. We have an exciting new post for an administration assistant to support our team across all activities in the organisations and are looking to recruit someone who is dedicated, driven and able to provide our clients with a positive customer service experience. Your strong organisation and communication skills will support the efficiency and the smooth day-to-day operation of our organisation. With guidance and training you will establish and maintain administrative processes for the team and be a point of contact for any administrative support. This is also an exciting opportunity for somebody wishing to develop a career in administration or A support and to gain insight and experience in working in the charitable sector. urpose of the Job Your previous experience of providing administrative support will enable you to support the BVSC team and wider organisation with the varied and multiple services that it provides. Excellent communication skills, both verbal and written, will be vital in this role as will a positive can-do attitude, as developing and maintaining relationships are key to our work at BVSC. As we are a busy and dynamic organisation your will need to have strong organisational skills and the ability to think creatively to solve problems. This is a varied role in which you can be involved in a range of activities including organising volunteer recognition events, working with organisations to promote their opportunities or supporting local people to find information.

2 Some evening or weekend hours will also be required to attend community events to raise awareness of BVSC and the wider voluntary sector. Key Duties To provide administrative support to the Operations Manager and the wider team including room bookings, minute taking and data entry To maintain and update the BVSC website, CRM database and Community Directory, proactively seeking gaps in service information and following this up hotocopying, filing and other office duties To circulate agendas and take minutes of meetings when appropriate To manage incoming and outgoing post To be the primary point of contact for enquiries via phone and , taking messages or signposting to the team where appropriate and to welcome visitors To assist in the preparation of reports, publicity materials and monitoring Setting up and clearing away for internal/external meetings, including assisting in the preparation of refreshments To maintain our organisational profile Working with Organisations Ensuring that BVSC maintain a stock of up to date leaflets and promotional information for both BVSC and our member groups Responsibility for ensuring a regular print service for our smaller groups is available Working with local people To be the first point of contact for local people interested in becoming a volunteer or looking for support and respond to enquiries from all channels including phone, and website Within BVSC Maintaining levels of stationary and office supplies as appropriate To support the Office Manager with the planning and administration of BVSC s Annual General Meeting

3 To demonstrate a commitment to BVSC and Volunteer Centre Bexley and attend at least two BVSC events each year To comply with, and share responsibility for ensuring the implementation of, BVSC policies and procedures and key legislation such as GDR Attending staff meetings, supervision and training as required Undertake any other duties that may reasonably be assigned from time to time including travel throughout the borough to attend events and meet with volunteers and organisations. These are the normal duties which are required of the position, however we do require that all staff be flexible and may be required to perform other duties to ensure the efficient running of services. erson Specification We are looking for people who demonstrate personal qualities that are consistent with our organisational values, who have the right experience and skills for the role. Key Demonstrate suitability via: A-Application, I-Interview, -resentation Values Integrity, honesty and transparency Showing respect Being responsive Staying positive and proactive What we expect of the Administration Assistant To do the right thing, even if it s not the easy thing. Is recognised by everyone as a person you can trust. Acts honestly, ethically and legally in all that you do Treats all clients, team members and partners with dignity and respect. Respect the dignity and privacy of everyone you work with. You are a role model for inclusive leadership, treating people according to their needs. Is innovative in response to change to achieve better outcomes. Commitment to continuously improving what you do to ensure the best for our communities A positive approach to your work, actively challenging negative attitudes and behaviours. Being a champion of change. Challenges existing processes and always looking for ways to improve.

4 Working in partnership Learning and improving Maintaining our independence Safeguarding and professional boundaries Skills and Experience Builds and grows external partnerships to maximise mutual benefits. Support their manager to develop a high performing team. Work together, and creatively, to produce the best outcomes for local communities. Share information appropriately. Recognising that we are stronger when we work co-operatively with others. Is driven to generate ideas which will improve and streamline ways of working. Recognises own areas of development and strives to improve on them. Actively seeks feedback of own performance and takes time to learn from the skills and knowledge of others. Commitment to continuously improve what we do to ensure the best for our communities. Support their manager to build a sustainable service. Consider sustainability when making decisions. romote and protect the reputation of the organisation Continuously updates own knowledge of Safeguarding procedures and follows all guidelines. Aware of importance of boundaries and able to support team to work with a variety of vulnerable clients. Have the courage to speak up where there are concerns about the quality of services Essential Administration experience A, I, Knowledge of office management systems or processes A, I, Excellent IT skills including previous use of Microsoft Office and databases A, Experience of updating website content A, I Excellent interpersonal skills with experience of working with people from A, I, diverse backgrounds. Ability to build rapport with a wide range of people Excellent communication skills, both verbal and written A, I,

5 A creative problem solver and able to prioritise a varied workload, A, I managing conflicting priorities to meet deadlines Enthusiasm, flexibility and a positive can do attitude A, I, Willingness to work outside of office hours on occasions A Desirable Experience of using social media to engage with people and communicate A Experience of CRM database systems A, I,