Administrative Assistant

2 months ago

Peterborough, United Kingdom Buglife Full time

**Join Our Team - Administrative Assistant**

**20 hours per week**

**Salary: £23,400 pro rata (£12,480)**

**Interview Date: 3rd April 2024**

**Location: Peterborough Head Office, Allia Future Business Centre, London Rd, PE2 8AN**

Are you passionate about making a positive impact in the world? Buglife, a dynamic and forward-thinking conservation charity, is seeking a dedicated individual to join us as an Administrative Assistant. This is a unique opportunity to contribute to the smooth operation of our Admin systems and processes, supporting our mission to preserve and protect biodiversity.

**What You'll Bring**:
Experience and Passion: A minimum of 1 year of experience in an administration role is essential. If you have a strong interest in Administration and a desire to learn and grow in the field, we want to hear from you

Communication Skills: Your effective communication and interpersonal skills will be pivotal in maintaining a positive and inclusive work environment.

Confidentiality: Your ability to handle sensitive information with discretion is crucial to maintaining trust within our organisation.

Organisational Skills: We're looking for a well-organised and self-motivated individual who can plan, prioritise work, and meet tight deadlines with ease.

Attention to Detail: Your keen eye for detail and adherence to policies and procedures will ensure accuracy and compliance.

Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is a must, along with previous experience operating filing systems.

Team Player: As a team player, you'll bring a confident and persuasive manner, coupled with a professional, flexible, and positive approach.

Initiative: Able to work effectively as a member of a team or independently, with or without direct supervision.

Innovative Mindset: We value pragmatism, innovation, enthusiasm, and the ability to motivate others.

**Your Role & Responsibilities**:
**Administration Function**:

- Running supporter and contact reports in collaboration with other colleagues
- Prompt and accurate filing of all paperwork relating to supporters
- Ensuring Gift Aid declarations are valid and recording them accurately on database
- Processing all income received, logging this on database
- Ensuring regular banking of all cheques and cash received
- Maintaining the funding paperwork / contracts
- Organising and scheduling appointments
- Plan meetings and take detailed minutes
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Coordinate logistics for meetings, including room setup and catering.
- Uses word processing and presentation software to create and edit documents.
- Operate and maintains office equipment, including printers, copiers, and fax machines.
- Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
- Research as requested and compiles and summarises information for reports or presentations.
- Update and maintain office policies and procedures
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients

**Other Roles and Requirements**:
Ensure personal compliance with Health and Safety legislation, Buglife policies, and procedures.

Undertake any other reasonable duties to support the work of the charity.

**Why Buglife**:
Be part of a passionate team dedicated to conserving biodiversity.

Make a meaningful impact in a dynamic and forward-thinking organisation.

Opportunities for professional growth and development.

23 days annual leave plus bank holidays and a paid Christmas shutdown period.

Access to an Employee assistance programme and additional wellbeing support through Thrive.

Wellbeing Wednesdays - a half day off on the last Wednesday of every month to support your wellbeing.

**Job Types**: Part-time, Permanent

**Salary**: £12,480.00 per year

Expected hours: 20 per week

**Benefits**:

- Bereavement leave
- Company events
- Company pension
- Health & wellbeing programme
- Sick pay
- Work from home

Schedule:

- Day shift

**Experience**:

- Human resources: 1 year (required)

Licence/Certification:

- CIPD membership (preferred)

Work Location: In person

Application deadline: 29/03/2024

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