Full-time Admin Assistant

4 weeks ago

Winchester, United Kingdom The Winchester Beacon Full time

Job description
Admin Assistant

Overview

Job title: Admin Assistant - The Winchester Beacon
Reporting to the Operations Manager
Location: Winchester
Hours: Full time, 37.5 hours
Pay: Dependent on experience, in the region of £20,200 - £21,450
Hours: Office hours are 9am-5pm. Occasionally work may also need to be undertaken outside office hours by arrangement with the Operations Manager.

About The Winchester Beacon (TWB)

**We are open 365 days and nights a year providing accommodation, food, and vital support services to help break the cycle of homelessness and enable our residents to rebuild their lives.**

We offer much more than just a bed for the night; our aim is to create a safe, caring temporary home for our residents, and give support when it is needed most. Our provision includes comfortable accommodation, a nutritious menu, and wide-ranging services to restore self-esteem, develop skills, and support people back into long-term accommodation and independent living.

Main Objectives of the Job

**The Admin Assistant is responsible for working alongside our Operations Manager in order to assist with the day-to-day running of the office for both the Operations Manager and Chief Executive.**

In particular this would involve record-keeping and related paperwork to ensure the smooth running of the office and the production of all TWB statistics.

Key Responsibilities

**1. Assisting with the management and organisation of all office administration**:
General file maintenance for the Operations Manager and office, and keeping safe and accessible all archived files, key policy documents and other paperwork
Ensuring all paperwork required for health and safety compliance, COSSH, and notice boards are regularly updated and in good order
Data processing and preparation of required statistics and outcome information
Attending and taking minutes for monthly staff team meetings and other meetings as required by the Operations Manager
Ensure all donations and incoming gifts are appropriately logged and acknowledged
Work with the Operations Manager and other staff to ensure the standards of health, safety, and security of The Winchester Beacon are in line with legislation and organisational guidelines
Assisting other staff with the liaison and support of all volunteers, and ensuring the volunteer rota is kept up to date, and that all volunteers are made welcome
Work with colleagues on the implementation and maintenance of a CRM system

**2.Office Reception duties**:
Work with the Operations Manager and other staff to welcome and manage visitors to the office, and show visitors around TWB if required

**3. Other Responsibilities**:
Assisting the Chief Executive with paperwork as and when required, and working with the Chief Executive to deputise for the Operations Manager or other admin staff in their absence, for example ensuring weekly fire check is done
Assisting the Operations Manager and Senior PR & Communications Officer with the promotion of TWB events and helping to promote awareness of the work of The
Winchester Beacon
To observe and comply with all policies and procedures for Health & Safety,
Risk Assessment, Equal opportunities, Diversity & Equality, Safeguarding, Customer
Care and Service User involvement and participation.

The detailed duties above may vary or develop over time according to changing needs of

TWB.

Please see the Person Specification on the following page.

Person Specification

Necessary skills and experience Essential Desirable

Proven experience of working within a busy office environment E

Proven decision-making and ability to tackle day-to-day issues E

Ability to liaise and work cohesively with internal and external E groups and partners

Experienced in writing reports, letters, and other E correspondence, and in taking minutes

Experience of working directly with customers and members E of the public

Experience of using CRM systems D

Special attributes (characteristics/qualities) Essential Desirable

Highly motivated with genuine desire to help those in need, E compassionate, caring, and good at communicating comfortably and effectively with a wide range of people

Excellent verbal and written communication skills, and able to E prioritise and skilfully manage time

Able to use own initiative, plan ahead but be flexible in hours E and outlook

Enthusiastic and approachable, sensitive, and able to cope E under pressure and work as part of a small team

Clear awareness of professional boundaries, diplomatic and E discreet

Have good sense of finance and basic budgets E

Full current driving licence and use of vehicle D

Our Values

**Honest and open**
We treat everyone with kindness and respect, without prejudice or discrimination

**Safe and supportive**
We provide a home where residents can be comfortable and safe and can find the help and restoration of self-esteem they need

**Flexible and caring**

We foster collaboration to work as a team with residents, staff, vol

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