Administrative Assistant(Fixed Term) Job Specification

Administrative Assistant(fixed term) – Job Specification

Job Purpose: To provide administrative support to ensure the smooth running of RWoB’s projects and office.

Responsible to:The Development Manager.

Responsible for: Administration volunteers

Rate of Pay: £9.42per hour

Hours of week: 5hours/week – 1 day(day of work to be agreed with Development Manager)

Main duties and responsibilities:

1. Provide administrative support to the Development Manager andDrop-in Coordinator e.g. data entry, photocopying and filing, prepare resources for activities at the drop-in, mailouts to members etc.

1. Be responsible for collating monitoring sheets completed at the drop-in provided by workers and volunteers and enter into Excel spreadsheets.

1. Devise and maintain office systems, organise and store paperwork, documents and computer based information. Maintain and develop filing systems and operational procedures for the secure retention of information relating to all aspects of the project.

1. Maintain a database of volunteers, management committee members, staff and members and ensure they are regularly updated and stored

1. Answer the phone, general email enquiries and open, date stamp and distribute incoming mail.

1. Compose and produce letters, documents and presentations in a range of formats for approval and signature as requested by Development Manager, or initialling on behalf of in their absence.

1. Work with the Development Manager to complete monitoring information requested by funders.

1. Provide administrative support to the management committee as required.

1. Carry out administrative tasks associated with the registration of learners on training programmes delivered by RWoB.

1. Organise and attend meetings and events where appropriate including booking rooms, booking the crèche, arranging catering, preparing and circulating agendas and taking minutes when required.

1. Maintain personnel records for staff and volunteersincluding sickness and annual leave records and be responsible for ensuring staff and volunteers have up to date CRB checks as required.

1. Support Finance Officer by providing copies of paperwork – expense forms, budget sheets, etc. And filing of these documents.

1. Order stationery and other office supplies as necessary.

1. Provide support and supervision to volunteers assisting with administration as appropriate.

1. Participate in supervision sessions and training opportunities as agreed with the Development Manager.

1. Carry out other administrative duties as required by the Development Manager to support the smooth running of projects and office.

Person Specification

Administrative Assistant

Essential / Desirable
Training & Qualifications / A certificate in I.T and office skills
Experience / Experience of carrying out administrative work, paid or voluntary / Experience of administrative work with a community/voluntary sector organisation
Experience of working with a range of IT applications, including Word, Excel, Email and the Internet in a work setting
Experience of taking minutes at meetings / Experience of working with a management committee
Knowledge & Abilities / Ability to use the Internet, Email and Microsoft Word and Excel
An understanding of the background, experience, and needs of women from a wide range of refugee and BME backgrounds
Ability to work independently
Excellent organisational skills
Ability to work in a culturally diverse team
Excellent communicator / Ability to speak one or more of the following languages: Somali, Arabic, Kurdish Sorani and Kurdish Badini, Tigrinia, Amharic
Excellent listening skills
A clear commitment to equal opportunities