Job Title: Admin Assistant
Location: Winchester
Salary: £20,200 – £21,450
Job type: Full time – Permanent
About us:
The Winchester Beacon (TWB) is open 365 days and nights a year providing accommodation, food, and vital support services to help break the cycle of homelessness and enable our residents to rebuild their lives. We offer much more than just a bed for the night; our aim is to create a safe, caring temporary home for our residents, and give support when it is needed most. Our provision includes comfortable accommodation, a nutritious menu, and wide-ranging services to restore self-esteem, develop skills, and support people back into long-term accommodation and independent living.
About the role:
The Admin Assistant is responsible for working alongside our Operations Manager in order to assist with the day-to-day running of the office for both the Operations Manager and Chief Executive. In particular this would involve record-keeping and related paperwork to ensure the smooth running of the office and the production of all TWB statistics.
Key Responsibilities:
- General file maintenance for the Operations Manager and office, and keeping safe and accessible all archived files, key policy documents and other paperwork Ensuring all paperwork required for health and safety compliance, COSSH, and notice boards are regularly updated and in good order
- Assisting with the management and organisation of all office administration
- Data processing and preparation of required statistics and outcome information Attending and taking minutes for monthly staff team meetings and other meetings as required by the Operations Manager
- Ensure all donations and incoming gifts are appropriately logged and acknowledged
- Work with the Operations Manager and other staff to ensure the standards of health, safety, and security of The Winchester Beacon are in line with legislation and organisational guidelines
- Assisting other staff with the liaison and support of all volunteers, and ensuring the volunteer rota is kept up to date, and that all volunteers are made welcome
- Work with colleagues on the implementation and maintenance of a CRM system Undertaking office reception duties, answering, and replying to office phone calls, emails, receiving visitors and donations and ensuring safe and appropriate storage of donations
- Work with the Operations Manager and other staff to welcome and manage visitors to the office, and show visitors around TWB if required
- Assisting the Chief Executive with paperwork as and when required, and working with the Chief Executive to deputise for the Operations Manager or other admin staff in their absence, for example ensuring weekly fire check is done
- Assisting the Operations Manager and Senior PR & Communications Officer with the promotion of TWB events and helping to promote awareness of the work of The Winchester Beacon
- To observe and comply with all policies and procedures for Health & Safety, Risk Assessment, Equal opportunities, Diversity & Equality, Safeguarding, Customer Care and Service User involvement and participation
About the candidate:
- Proven experience of working within a busy office environment
- Proven decision-making and ability to tackle day-to-day issues
- Ability to liaise and work cohesively with internal and external groups and partners
- Experienced in writing reports, letters, and other correspondence, and in taking minutes
- High level of IT literacy, including spreadsheets, databases, email and Word
- Experience of working directly with customers and members of the public
- Experience of using CRM systems
Our Values:
Honest and open – We treat everyone with kindness and respect, without prejudice or discrimination
Safe and supportive – We provide a home where residents can be comfortable and safe and can find the help and restoration of self-esteem they need
Flexible and caring – We foster collaboration to work as a team with residents, staff, volunteers, the local community, and other agencies/ partners
You should be prepared to promote our values in a responsible and positive way on all occasions
Hours: Full time, 37.5 hours. Office hours are 9am-5pm. Occasionally work may also need to be undertaken outside office hours by arrangement with the Operations Manager.
The first round of interviews will be held on Monday 12th of June with further interviews at later dates, so apply now to be considered amongst the early applicants.
If you share our values and feel you could be an asset to our team then please click the APPLY button to send your CV.
Candidates with the relevant experience and job titles of: Office Assistant, Office Administrator, Office Admin, Administrator, Admin, Office Associate, Office Support, General Admin, Executive Assistant, Personal Assistant, PA may also be considered for this rol
