Administrative Assistant – People Without Labels (The Space)

Hours: 25 per week (may include some evening and weekend work)

Duration: 6 months

Salary: Meets NMW requirements

Reporting to: Charity Operations Manager

Location: Between charity’s premises at The Space, 257 London Road, G40 1PE and home working

**You must be on Universal Credit, be aged 16-24, and you must referred by your Job Coach to apply to this position – do not apply directly, it will not be accepted.**

Job brief

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

Overall responsibilities include:

  • Handle administrative requests and queries from senior management
  • Organising workflows and scheduling appointments with admin software
  • Planning meetings and taking detailed minutes
  • Updating databases, data entry and bookkeeping software

What will the Administrative Assistant do?

Administrative Assistant responsibilities include arranging appointments , preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS Excel, Google Suite and office hardware equipment. If you also have previous experience as a Secretary or Accounts Admin and familiarity within our industry, we’d like to meet you.

We are looking for an individual who is efficient and comfortable being a member of a team as well as being able to work on their own. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organised. Ensuring a steady completion of workload in a timely manner is key to success in this position. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of the clerical responsibilities of the charity’s operations and governance.

Responsibilities

  • Answer and direct phone calls
  • Organise and schedule appointments
  • Plan, organise meetings and take minutes
  • Write and distribute email, correspondence memos, letters, and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and/or maintain a filing system
  • Experience or transferrable skills to assist senior management with bookkeeping admin e.g: reconcile banking transactions through bookkeeping software and complete the posting process; verify that transactions are recorded in the correct day book, suppliers ledger, customer ledger and general ledger; bring the books to the trial balance stage; perform partial checks of the posting process; enter data, maintain records and create reports and financial statements; process accounts receivable/payable
  • Support the update, production and maintenance of policies and procedures
  • Ensure office and other supplies are stocked and research new deals and suppliers
  • Maintain contact lists and other inhouse databases
  • Submit and reconcile expense reports
  • Provide general support to visitors and staff
  • Act as a point of contact for internal and external clients
  • Identify training opportunities, to undertake training commensurate with the role, the charity’s best interests, and the individual’s reasonable future career plans related to the role
  • Liaise with staff and external partners to handle requests and queries from senior managers
  • Any other task in line with the role that meet the exigencies of the organisation’s operation

 

Requirements

  • Experience and competent in administrative, secretarial or similar clerical duties in a previous role
  • Recognised qualification in administration or similar would be highly desirable
  • Knowledge of bookkeeping principles is desirable
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and door entry systems
  • Good knowledge of Health, Safety & Wellbeing in the workplace
  • Proficiency in Office software (MS Excel and MS Word, in particular) and Google Suite
  • Willingness to learn and train in new software
  • Proficiency in Social Media platforms
  • Ability (and feasibility) to work from home
  • Excellent time management skills and the ability to multitask and prioritize work
  • Motivated, self-starter who can take responsibility for tasks and take to completion
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organisational skills with the ability to multi-task
  • A flexible approach to work and working hours
  • Access to own transport would be advantageous
  • Experience and working knowledge of Zoho Books software advantageous
  • Knowledge and experience of online fundraising platforms and methods advantageous
  • Knowledge and/or experience of Charity organisations,  Third Sector, Social Economy, Governance, Board Meetings desirable or a willingness to learn