Founding Volunteer Admin & Systems Builder in Portsmouth

This role profile defines the responsibilities, expectations and support arrangements for the Founding Volunteer Administrator at Show What U Got (S.W.U.G.). The role has been created to support the day-to-day administration of the organisation while helping establish professional systems, maintain accurate records and ensure the smooth operation of organisational activities.

Department: Administration

Reports To: Founder & Chief Executive Officer

Location: Remote, with occasional meetings and activities in Portsmouth

Time Commitment: Approximately 4-8 hours per week, arranged by agreement

Position Status: Voluntary

Role Overview

Show What U Got (S.W.U.G.) is seeking an organised, reliable and professional Founding Volunteer Administrator to join its founding team. Working closely with the Founder & Chief Executive Officer, the volunteer will provide administrative support across a range of organisational activities while helping establish efficient systems that support the organisation's growth. This role plays a key part in ensuring S.W.U.G. operates professionally by maintaining organised records, supporting communication and assisting with the administration required to deliver community projects and activities.

Key Responsibilities

• Support the day-to-day administration of the organisation.
• Organise and maintain digital documents and records.
• Assist with email management and correspondence.
• Prepare meeting agendas and record meeting minutes where required.
• Support volunteer recruitment administration.
• Maintain accurate filing systems.
• Assist with scheduling meetings and organisational activities.
• Support the preparation of reports and administrative documents.
• Maintain confidentiality when handling sensitive information.
• Help develop and improve administrative systems and procedures.
• Work collaboratively with the wider volunteer team.
• Carry out other reasonable administrative duties appropriate to the role.

Person Specification

We are looking for someone who is:

• Organised and dependable.
• Professional and trustworthy.
• Confident using computers and digital systems.
• A good communicator.
• Able to manage their time effectively.
• Methodical and accurate.
• Comfortable working independently and within a team.
• Willing to learn and develop.
• Passionate about supporting young people and local communities.
• Motivated to help build an organisation from the ground up.

Knowledge, Skills and Experience

Essential

• Good organisational skills.
• Good written and verbal communication skills.
• Confidence using Microsoft Office or Google Workspace.
• Ability to prioritise workload effectively.
• Good attention to detail.
• Ability to maintain confidentiality.
• Willingness to learn.

Desirable

• Previous administrative experience.
• Experience supporting a charity or community organisation.
• Experience maintaining digital filing systems.
• Experience preparing meeting documentation.
• Knowledge of basic office procedures.

Working Arrangements

This role will primarily be carried out remotely using approved organisational systems. Working hours are flexible and arranged around existing work, study, health or family commitments. Regular communication with the Founder & Chief Executive Officer will help coordinate priorities and ensure the smooth running of organisational administration. Occasional meetings, training sessions or community activities may take place in Portsmouth.

Administrative Authority

The volunteer may:

• Manage administrative tasks.
• Organise organisational records.
• Coordinate meetings.
• Prepare documentation.
• Support internal communications.
• Recommend improvements to administrative procedures.

The volunteer must not:

• Sign legal or contractual documents.
• Commit organisational funding.
• Approve financial expenditure.
• Amend organisational policies without approval.
• Make strategic decisions on behalf of S.W.U.G.
• Share confidential information without authorisation.

All strategic, financial and legal decisions remain the responsibility of the Founder & Chief Executive Officer unless formally delegated.

Training and Support

The volunteer will receive:

• An introduction to S.W.U.G.'s mission, vision and values.
• Guidance on organisational systems and procedures.
• Support from the Founder & Chief Executive Officer.
• Access to administrative templates and resources.
• Opportunities to develop administration and organisational skills.
• Ongoing guidance as responsibilities develop.

Support and mentoring will be provided throughout the role to help the volunteer develop confidence and experience.

What You Will Gain

As one of S.W.U.G.'s Founding Volunteers, you will have the opportunity to:

• Help establish the administrative foundations of a growing community organisation.
• Gain practical administration and organisational experience.
• Develop communication and project support skills.
• Work closely with the Founder & Chief Executive Officer.
• Support projects that positively impact young people and local communities.
• Build experience within the voluntary and community sector.
• Be recognised as part of the founding team that helped establish S.W.U.G.

Important Information

This is currently a voluntary position. As Show What U Got (S.W.U.G.) develops and funding becomes available, future opportunities may arise. Volunteering does not guarantee future paid employment. Future recruitment decisions will be based on organisational requirements, available funding and a fair recruitment process.