Administration Assistant

6 months ago

Cambridge, United Kingdom Petals - The Baby Loss Counselling Charity Full time

**Job Description - Administration Assistant**

**Contract**: 15-20 hours per week

**Salary**: £24,000 pro rata

**Reports to**: Charity Business Manager

**Location**: Petals Office, Bottisham, with some home working agreed informally

**Overall responsibilities of the job**: The successful applicant will work closely with our Charity Business Manager to provide general admin support with a focus on Human Resources and Training.
- **About Us**_

At Petals, we provide a free counselling service to support women, men and couples through the devastation of baby loss.

Petals’ counselling programme is unique and has been specifically designed and developed to meet the needs of parents who have suffered pregnancy complications, the loss of a pregnancy or the death of a baby. Our counsellors are experts in this field and between them have many years of experience in counselling people after all types of baby loss.
- **About the Role**_

This role is integral to the efficient operation of the Petals office team and ultimately the expansion of our charity. It is therefore important that the chosen Administrative Assistant is warm, friendly and approachable, as well as confident and organised and able to work on their own initiative.

We are looking for someone who has a ‘can do’ attitude and who can build strong relationships with people at all levels. The role is varied and you will be one of our ‘go-to’ people for anything and everything needed to help with the administration necessary to ensure Petals operates effectively. The focus of the role will be to support the Human Resources and external training provision.

We hope to appoint someone as soon as possible. We will give you all the training and support you need to allow you to do the role successfully, with plenty of opportunities to get to know the team.

This role will require a DBS check to be completed by the successful applicant.
- **Specific responsibilities**_

**Administrative Support**
- Provide administrative support to the Charity Business Manager.
- Input Data.
- Create and maintain spreadsheets.
- Maintain office supplies and place orders when necessary.
- Help maintain an efficient and organised office.
- Assist with bookkeeping and other financial tasks as required.

**Human Resources**
- Supporting with recruitment process for new starters.
- Compiling and updating employee records
- Supporting payroll processes
- Assisting with day-to-day HR functions and duties
- Support with the organisation and delivery of Petals staff and training events.
- Overseeing training records for employees

**Training**
- Facilitate and administer training arrangements
- Clerical and administrative tasks relating to training courses
- Data monitoring of training evaluations

**General**
- Participate in team meetings and work with the office team to create a warm and welcoming environment for staff, colleagues and visitors.
- Work independently and responsibly with day-to-day communications that pass through the charity.
- Support other members of the Petals team as and when necessary to ensure consistency and efficiency throughout Petals.
- Attend workshops and events, in person or online, as required to support the counselling service.

As a small charity the ability to be flexible and adaptable to take on different duties if/when required in other areas of the charity, to support the aims and objectives of our mission is vital.

This job may involve working unsocial hours on some occasions. Time off in lieu will be taken by arrangement with your manager. This job description is not contractual and may need to change, upon discussion with the role holder.
- **Person Specification**_

**Knowledge and experience**:
Experience of working in an office environment Desirable

Awareness of GDPR and its relevance when dealing with personal and confidential data

Desirable

Previous administration experience Desirable

Experience of working in Human Resources Desirable

**Skills**:
Strong organisational skills with the ability to multitask and prioritise tasks effectively

Essential

Confident communicator, both verbally and written Essential

Friendly and approachable demeanour Essential

Excellent time management skills Essential

Proactive and collaborative approach to work Essential

Excellent attention to detail Essential

Competent user of Microsoft Office and Teams Essential

**Personal Qualities**:
Confident, self-motivated and able to show initiative Essential

Able to work independently as well as part of a team Essential

Friendly, collaborative spirit Essential

Enjoy working in a small team Essential

Willingness to learn Essential

Committed and flexible approach to work Essential

Sensitive awareness of Petals’ cause Essential

Flexible Desirable

**Values**:

- Adaptable
- Respect confidentiality
- Ability to use own initiative
- Team player
- Strong Communicator
- Polite

Appointment will be based on merit alone.

Closing date: 24th Ma

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