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Office Administrator

4 months ago

Newcastle upon Tyne, United Kingdom Newcastle West End Foodbank Full time

**Job Title: Office Administrator**

**JOB DESCRIPTION**

Reports to: Office Manager

**Salary**: £21,000 (Reviewed annually)

Term: 3 years (possible extension funding dependant)

Hours: 37 Hours per week

Start Date: March 2023

**Based**:Foodbank Centre, Benwell Lane (other locations in Newcastle as the role requires)

**Annual Leave**:is 25 days' holiday during each holiday year (2.1 per month) and all statutory and public holidays. Normal basic remuneration for all days taken as holidays.

**Context**:Newcastle West End Foodbank is a vibrant and busy charity that delivers a range of services to support people who are experiencing hardship due to poverty and food insecurity. The Charity operates a citywide network of food banks, welfare support services and community pantries to help people in their time of need. Our charity works with other agencies to combat poverty and hunger in Newcastle and with our stakeholders to raise awareness of these issues across the UK.

The organisation wishes to recruit an Office Administrator to its existing team to provide general administrative duties and support for the day to day operations of the organisation. This role will interest someone with an administrative background who is organised, skilled in the use of IT in an office environment, is experienced in assisting people to ensure the delivery of a customer focused service as part of a dedicated employee and volunteer team. The job will contribute to the smooth and efficient running of a busy office and the administration to support all aspects of the services provided by the Charity. The role is often the first point of contact for clients and the general public and requires someone with good communication skills, tact and empathy.

**Main Purpose of Job**:

- To be a helpful and approachable first point of contact for volunteers, donors, clients and staff.
- Provide administrative support for all projects and staff as required
- Assist the Office Manager with day to day running of the office and related administration tasks
- To assist with administration, compliance and maintenance of computerised management information systems and data input to produce accurate reports
- To maintain staff and volunteer work and training schedules and rotas to support the timetabling of the Charity’s activities

**Duties and Responsibilities**
- Taking referrals, dealing with queries and signposting people where appropriate
- Bookkeeping and upkeep of data information systems for all project service records
- Ability to use a computer and Office 365 to draft letters and keep accurate financial records
- Support the upkeep of the Charity’s website profile and use of social media platforms
- Maintain a clean and tidy office and manage office supplies and stationery
- Maintain accurate records and filing systems in accordance with agreed procedures
- Prepare and process invoices and maintain the petty cash administration and records
- Contribute to Quality Assurance procedures and maintain a high level of confidentiality
- Support the Management team and undertake duties allocated by the Office Manager
- Work with the staff and volunteer teams to administer shared projects and contracts
- Liaise with clients, stakeholders, donors, contractors, donors and suppliers Perform all general administrative tasks and duties that may be required in a busy office

There will also be opportunities to participate in team projects to improve the operations of the charity and play a role in the development of initiatives such as, e.g. digital development, funding, social media or publications and newsletters.

**General**
- To always provide excellent customer service, to staff and clients.
- To attend team meetings, take minutes and undertake tasks allocated at such meetings.
- Work with the staff team to support event planning and delivery.
- Support the CEO and Management Team to produce management and financial reports.
- To always have regard to the Foodbanks Policies, Procedures and Values.
- To participate or represent the Charity at events, collections and fundraising activities
- Any other reasonable duties as specified by the line manager to support the work of the Charity. This might include occasional work on evenings and weekends.

**NOTE**:The above duties are not an exhaustive list. In consultation with the appointee, it is liable to variations made by the management to reflect or anticipate changes in or to the job.

**Person Specification and Skills Requirements**

**Essential Skills**

Proficient IT skills along with a good working knowledge of Microsoft Office 365. Excellent organisation and administration skills, including good attention to detail. Able to provide excellent customer service and ability to process information accurately.

Able to work independently and across multiple tasks with a high degree of self-management and personal competence. Experience of working in the third sector and maintaining financia