Administrative Assistant

2 weeks ago


Lewisham, United Kingdom Age UK Lewisham and Southwark Full time

**Administrative Assistant**

**SALARY**: £22,880 per annum pro rata

**HOURS**: 21 hours per week

**BACKGROUND**:Age UK Lewisham and Southwark (AUKLS) is a local, independent, self-funded charity that exists to improve the lives of older people in Lewisham and Southwark. AUKLS enjoys an open and participative working environment. We work to our core values which include being fair and equal as a service provider, employer and partner.Teamwork, collective responsibility and delegated authority are central to this process. A key element of all roles is to develop and maintain the organisation’s working ethos and culture.

AUKLS strives to provide a supportive working environment for all staff and volunteers ensuring that they can develop personally and professionally and acquire new skills. The contribution made by staff and volunteers in achieving the organisation’s goals is recognised by all.

Community Connections is a social prescribing project based in Lewisham, aiming to improve the health and wellbeing of vulnerable adults across the borough of Lewisham. We achieve this through working with both individuals who want connecting to services, and the community groups they access.

Community Connections also runs services for disabled adults in Lewisham, the role will be primarily supporting our community transport service. This scheme provides transport for disabled adults Lewisham who have physical and mental barriers to using public transport safely and confidently. We also deliver befriending services where volunteers are matched with adults referred to us from our partners in Health and Social Care and in the community in order to provide regular social interaction in order to reduce the impact of loneliness.

Community Connections Transport aims to provide comfortable, reliable and dignified transport for disabled adults in Lewisham who cannot use public transport. We have been funded to fulfil journeys to medical appointments, but role will also involve supporting the fulfilment of journeys to other appointments. These will include but aren’t limited to regular social groups in venues such as the Albany and Sydenham Gardens, other medical appointments, transport to college and much more.

**PURPOSE OF JOB**:
We have received funding to provide a transport service for those who have barriers to using public transport to reach needed healthcare appointments. We are looking for an administrative assistant to join our team to cover the additional administrative load to our community transport service. The admin assistant would be responsible for taking referrals from our partners in Health and Social Care and from the community through monitoring our inbox, supporting our coordinator to match journeys, liaising with service users and our core finance team for taking and recording payments, and logging journey and case records on our CRM system, Charitylog.

**KEY TASKS**
- To monitor referrals for our services through our inbox, logging journeys and onboarding potential volunteers
- Liaise with our finance team to coordinate payments and invoices for journeys
- To support the team with administrative tasks as the needs of the service evolve.
- To keep accurate records and perform other administrative duties as appropriate, including note taking in meetings
- To handle confidential data according to Age UK Lewisham and Southwark and Lewisham Councils policies.

**ORGANISATIONAL RESPONSIBILITIES**
- Provide a supportive working environment to all staff and volunteers
- Contribute to the overall achievement of AUKLS mission and objectives
- Ensure the values of AUKLS are upheld across the organisation
- Actively support AUKLS in carrying out its aim to be an environmentally responsible organisation in carrying out day to day duties
- Meet legislative and regulatory requirements
- To participate in networking activity at local and national level, by agreement with the CEO
- Attend staff and team meetings as requested
- Undertake any other relevant duties as determined by the CEO or your Line Managers

**Promotion of a Supportive Working Environment**

A supportive working environment can be defined as an environment where contribution is recognised, encouraged and rewarded. Staff and volunteers alike expect to be encouraged to develop personally and professionally and to acquire new skills at a pace that is suitable for them. All staff and volunteers must promote this environment as part of their roles and responsibilities.

Person Specification

**Competency**

**Specification**

**Essential Personal Qualities**
- Friendly, polite and patient
- Flexible and open to change
- Committed to the core aims and values of the organisation, including:

- Working as part of a highly diverse staff and volunteer work force
- Putting service users at the heart of our work
- Being positive and proactive in difficult situations
- Drive, energy and enthusiasm

**Essential Knowledge and Experience**
- Able to deal



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