Operations and Administration Assistant

5 months ago

Bristol, United Kingdom Women's Aid Federation England Full time

Job description

**JOB DESCRIPTION**:Operations and Administration Assistant**

**Location**: Bristol and remote (UK based)

**Salary**: £21,137 Pro-rata (based on WA scale points 20 - 24)

**Reports to**:Operations Manager

**Length of contract**: Permanent.
Full time (37 hours) or part-time/job share available (between 2 to 4 days)

**Closing date**:17th July 9am
**Interviews**:W/C 24th July, via online video call

**MAIN PURPOSE OF POST**

This role will work flexibly to support a range of charity functions, specifically IT Support & Office Management. With a varied range of responsibilities this role will be crucial in keeping Women's Aid running efficiently.

**DUTIES AND KEY RESPONSIBILITIES**

**1. Operational administration**
- Opening incoming post and passing information to the relevant people.
- Providing basic IT and logistics support and maintaining technical equipment records, alongside the Operations Manager and external IT provider.
- Organise and ship new starter’s equipment.
- Organise recall of leavers equipment.
- Updating central register of WAFE (WOMEN’S AID FEDERATION OF ENGLAND) equipment.
- Supporting upkeep and management of the office space and resources.
- Provide cross-department support for postage & courier needs.
- Room, desk & parking space booking administrative support.
- Taking day to day responsibility for Health and Safety in the office.
- Liaising with building managers for Bristol Office.
- Updating of Ops team led SharePoint sites.
- Collating and reporting data for operational activities as required.

**2. General responsibilities**
- To contribute to team meetings and organisational priorities, to prepare and participate in supervision and appraisal meetings.
- To take direction on projects and priorities from your Manager, which may vary from time to time.
- To abide by all organisational policies, codes of conduct and practice, and to ensure this is carried out throughout the Charity, and to work within a framework of equal opportunities and anti-discriminatory practice.
- To be flexible within the broad remit of the post.
- To contribute ideas to help make central processes easier, more efficient and reduce costs wherever possible.

**PERSON SPECIFICATION: Administrator**

**EXPERIENCE**

**Essential**:

- Experience of a customer facing administration or support role.
- Experience of building and maintaining strong relationships.
- Experience of working within a team and individually to achieve success.

**Desirable**:

- Experience working in a charity environment

**SKILLS & ABILITIES**

**Essential**:

- Excellent computer skills and experience using a wide range of computer packages, including O365 packages.
- Excellent interpersonal skills, ability to liaise with people at all levels, on the telephone, face to face and in writing.
- Demonstrable initiative, problem solving skills and determination.
- Excellent attention to detail and accurate record keeping.
- Ability to prioritise tasks and manage a busy workload.
- Ability to handle sensitive and confidential information and abide by HR policies.

**KNOWLEDGE**
**Desirable**:

- Knowledge and understanding of Feminism.
- Understanding of domestic abuse and the issues relating including the impacts on women and children.
- Understanding of the role of Women’s Aid.
- Knowledge of GDPR (GENERAL DATA PROTECTION REGULATION).

**EDUCATION/TRAINING**
**Essential**:

- A-C GCSE grade English and Maths or equivalent

**OTHER REQUIREMENTS**
**Essential**:

- Able to demonstrate a commitment and sensitivity of the aims and objectives of Women’s Aid;
- Commitment to anti-discriminatory practice and equal opportunities;
- Willingness to travel and work occasional unsocial hours as required.

**SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT**

**Salary**:£21,137.00 (On an incremental scale guided by the Women’s Aid scale points 20 -24) + benefits. Salary is paid in arrears through bank credit by the 25th of each month. Part time staff receive pro-rata payment based on hours worked.

**Working hours**:The standard working hours for this post are 37 hours per week, based in Bristol; benefits include a generous bank holidays and annual leave package and contributory pension scheme.

**Support and supervision**:Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan.

**Pension**: Women’s Aid is enrolled with the People’s Pension scheme. Women’s Aid normally contributes 7% of salary and the employee contributes 3% towards the group pension scheme. Eligible staff will be automatically enrolled on the scheme when they have successfully completed the 3-month interim probationary review.

**Annual Leave**:Women’s Aid offers an annual leave entitlement of 25 days per year rising by one day per year until 30

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