Autism Trust / Polly's Place - Office Administrator
We are looking for someone who can help on a regular basis 2-3 days per week.
Come and enjoy being part of a team and become involved in as wide a range of admin activities to support the smooth running of the charity.
- General word-processing of letters.
- Answering telephone calls/message taking.
- Sending and responding to emails.
- Copying
- Filing
- Scanning
- Data Entry
Location: 12a-18a Princess Way, Camberley, Surrey.GU15 3SP
Period of Employment: Longterm - Ongoing
Time Commitment: Hours could be between Wed - Fri 10am - 4pm, but some rare weekend days. Helping with fund raisers, sales tables and open days where you needed.
Prerequisites: Microsoft 365 skills are essential for the role along with proficient & extended experience in financial processes mandatory.
JOB DESCRIPTION - ROLES AND RESPONSIBILITIES
Reports To: General Manager
JOB ROLE
The Office Administrator is responsible for administrative tasks that ensures the smooth running of the office tasks assigned to them.
The responsibilities of the Office Administrator are listed below but in addition they will be expected to undertake any reasonable task that is requested of them.
GENERAL DUTIES
- Maintain current certification as an Emergency First Aid preferable if trained in this when starting.
- Maintain current certification as a Fire Marshal if trained in this when starting.
- Maintain Health and Safety compliance & administer compliance records.
- Housekeeping duties - All general, drink caddies, replenishing toilet paper/hand towels weekly, printer cartridges when they run out, replace soap dispensers and cleaning materials etc.
ADMINISTRATION
- Maintain the physical and online diaries and wall planners.
- Assist General Manager in ensuring posters and advertising material is kept up to date.
- In the absence of the General Manager open, date and process any mail.
- Respond to telephone and email communications when instructed.
- Maintain adequate provisions of office accessories and housekeeping products.
- Buildings maintenance administration, monitoring & arranging service dates, logging fire alarm tests and practices, taking and logging of all energy & water meter readings, maintaining the joint unit inspection folder and tasks within.
EVENT MANAGEMENT
- Coffee Morning preparation.
- Assisting with posters, requesting for up & coming events.
- Designing or printing posters when requested.
- Advertising - placing of posters on A-board, windows and Swing Board.
- Identifying potential events.
- Emailing dates to volunteers.
- Planning availability with GM.
- Assisting GM with event administration during events.
FUNDRAISING AND GRANTS
- Assisting GM with grant application and administration.
- Assisting GM with Fund raising event administration.
FINANCIAL MANAGEMENT
- Assist the General Manager and Finance Officer with financial tasks as required.
- Purchasing
- Maintenance
- Purchase order & expenses logging
- Incoming & outgoing invoices logging
- Counting & recording of petty cash & Sales tins & logging.
- Banking
COMMUNICATION - EMPLOYMENT OF STAFF AND VOLUNTEERS
- Assist with administration of recruitment of staff and volunteers, including monitoring and processing applications via email, Facebook and face to face, scheduling interviews, participating in and documenting interviews, providing feedback and organising start dates.
- Assist GM with DBS applications and compliance, for staff and volunteers.
- Assist with staff and volunteer safety inductions.
SERVICE USERS
- Assist GM in service user documentation & recruitment campaigns across all communication channels and mediums.
- New service users processing of administration, logging and filing.
POLLY'S PLACE
- Stock-take - annual print out administration (using Shopify)
- Filing from GM Shop processes and records.
STAFF AND VOLUNTEERS
- Assist with the day-to-day co-ordination of volunteers.
- Assist in the administration of staff and volunteer annual reviews.
- Document follow-up on actions from staff and volunteer reviews.
- Maintain an up-to-date skills spreadsheet for all staff and volunteers.
Technology
- Assist to problem solve equipment queries when GM not available.
- Keep abreast of latest technologies in the organisation.
- Assist with the implementation of new technologies as they emerge.
- Administer any online security & office procedures and guidelines.
- Perform technical training for staff and volunteers as required.
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