Role Description: Administrative Assistant
- Location: Splatford Barton, Kennford, Exeter, EX6 7XY
- Hours: 18 hours per week (5 hours per day with a 30-minute break, worked across 4 days: Monday to Thursday) – Flexible options will be considered
- Reports to: Chief Executive Officer
Role Purpose
The Administrative Assistant plays a vital role in supporting the smooth, efficient day-to-day operations of the charity. You will provide comprehensive administrative, operational, financial, and HR support to our staff team, manage internal office processes, support literature and magazine production, and help ensure that all our administrative procedures are accessible and inclusive.
Key Responsibilities
1. General Office, Facilities & Administrative Support
- Offer administrative support to our staff team, including monitoring and managing the general charity inbox, forwarding queries to the relevant team members in a timely manner.
- Assist with maintaining the Splatford Barton office space, managing health and safety and fire precaution requirements, handling building maintenance issues with landlords, arranging cleaning, refuse and recycling, and managing stationery (including ordering stationery) and kitchen supplies.
- Undertake regular bank and post-office runs.
- Maintain digital and physical filing systems, databases, and contact lists accurately and securely.
2. Finance Support & Processing
- Filter, sort, check, and process invoices for payment preparation, and assist with authorising invoices before passing them to the treasurer.
- Manage, process, and check staff and volunteer expense forms and claims.
- Assist with generating invoices and handling general banking duties.
3. Human Resources, Governance & Compliance Support
- Support new staff onboarding processes, prepare induction packs, maintain employee and volunteer records, and assist with overseeing recruitment processes and taking references.
- Coordinate and process Disclosure and Barring Service (DBS) checks for staff and volunteers.
- Assist in planning and organising staff training (including first aid, etc.) and manage annual leave records for the staff team.
- Provide administrative assistance for governance duties, such as helping organise trustee meetings, taking minutes where needed, maintaining the Register of Voting Members, keeping policies updated, and supporting timely submissions to regulatory bodies like the Charity Commission and Companies House.
4. Editorial, Publications & Communications Support
- Proofread all promotional material and literature produced by the charity, including our In Vision magazine, ensuring high standards of accuracy, consistency, and accessibility.
- Assist with the preparation, formatting, and distribution of accessible information materials and newsletters (ensuring formats suit visually impaired clients, such as large print or digital formats where necessary).
- Provide administrative support for charity events, fundraising activities, and awareness campaigns.
- Assist the Office and Marketing Manager with updating social media channels, website content, or local community noticeboards.
5. IT Systems & Operational Support
- Assist with day-to-day computer systems, networks, CRM databases, and help liaise with IT providers.
- Help coordinate bookings, appointments, and room preparations for client groups, counselling sessions, and staff meetings.
To learn more, head to: https://devoninsight.org.uk/about-us/join-our-team#Join-our-staff-team
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