Administrative Assistant Job Description
Reporting to: Office Manager
Salary: £9.50 – £10.50 per hour (based on experience)
Hours: Full-time (37.5 hours per week) We are open to a Job Share / Part-time position
Based: The role is office based in Ewell KT19
Closing Date: Friday 20th May 9am
Interviews: Thursday 26th May
About Us
Good Company (Surrey) is a charity that works to prevent and alleviate poverty. Our mission is to lead our community towards a poverty-free future, while supporting those who need our help. We demonstrate our values by being compassionate, kind, trusting, engaged, non- judgemental and resourcing.
Our Foodbank is at the core of what we do and who we are. Our activities include Support Work and Counselling, Epsom and Ewell Refugee Network, the East Surrey Poverty Truth Commission and Epsom Pantry, which is due to open in May.
Purpose of the Post
The administrative assistant helps to ensure that our teams have all they need to run Good Company Trust activities including the Foodbank, to the efficient and high standard required in accordance with Trussell Trust franchise model and statutory requirements. You will assist the organisation to help transform the lives of the most disadvantaged people in our community.
We want to hear from you if you:
- Have a passion for social justice
- Are people focused with customer service skills or experience
- Are reliable and organised
- Have good IT skills
To apply, please email your CV and a covering letter explaining why you would be suitable for the role, answering each of the points on the person specification to [email protected]
Main responsibilities
- Office and general administration
1.1 Respond to phone, email and in person enquiries
1.2 Support the team to ensure smooth running of foodbank centres
1.3 Refer any issues or concerns regarding day-to-day operations to your line manager
1.4 Manage Electronic food voucher process (issuing vouchers, registering agencies and data entry)
1.5 Help to coordinate seasonal appeals
1.6 Provide administrative support for one off and regular events (eg. volunteer training)
1.7 Take minutes at team meetings and distribute
- Communications
2.1 Provide excellent customer service and support to our clients, partners and donors; resolving issues in a timely and professional manner
2.2 Communicate with referral agencies in response to queries or issues arising from vouchers presented by clients at the foodbank centre
2.3 Assist in producing a regular newsletter (weekly/monthly as required)
2.4 Write and send out thank you letters to our supporters and donors
2.5 Liaise with your line manager and the Volunteer Coordinator around any needs of the week and provide administrative support if needed.
- Processes and procedures
3.1 Help to ensure all foodbank centre processes and procedures are followed as per The Trussell Trust Foodbank Operating Manual
3.2 Support Volunteer Manager to maintain volunteer policy/handbook and database
- Data
4.1 Ensure all completed red vouchers, e vouchers and packing lists are handled discretely, client information is stored securely and entered on to the data collection system
4.2 Add up and put donation weights of food on to database, especially the relevant supermarkets
4.3 Access statistics from reports on database when required
Person Specification
Essential Knowledge, Skills and Experience
- Confident and capable in dealing with and welcoming members of the public be it clients, donors, agencies, team members and volunteers
- Good telephone skills
- GCSE grades 9 to 4 (A* to C) in English and Maths
- Good communication skills, both written and oral
- Proficiency in MS office including Word/Outlook/Excel
Essential Personal attributes
- Able to manage own workload and prioritise tasks
- Be reliable and have a flexible, willing approach
- Understand and support the long-term strategy of the Good Company
- A positive ‘can do’ attitude
Desirable Knowledge, Skills and Experience
- Using social media and/or Mailchimp
- Administration
- Experience of working for a charity or with volunteers
There are 25 days paid holiday each year (exclusive of statutory bank holidays) an employer sick pay scheme and a contributory pension scheme.
The candidate will be subject to DBS check, satisfactory references and proof of eligibility to work in the UK.
Good Company is founded on Christian principles. Not every member of the team is a Christian but we all subscribe to the same values and hope that new team members will too.