Administrative Officer

Job Title

Administrative Officer

Reporting to

The Chief Executive

Purpose

To provide administrative support to the Chief Executive and occasionally to the trustees of City of Wells Almshouses (CWA)

Hours of work

21 hours per week (flexible, but spread over a minimum of 4 days a week) plus quarterly trustee meetings

Salary

Up to £25,000 per annum (pro rata) plus pension contributions

Location

City of Wells Almshouses offices, Wells

Job Description

The role of the Administrative Officer is to provide administrative support to the Chief Executive to ensure the smooth running of the almshouses and to work closely with the Scheme Manager and Trustees of the Almshouses.

• Governance and Executive Support
• Provide all administrative organisation and support for trustees' board and sub committee meetings, including drafting agendas, collating papers, issuing invitations, distributing meeting papers, minute taking, maintaining action logs and collating conflicts of interest forms
• Support the preparation of reports, returns and records required by the Charity Commission, Regulator of Social Housing and other statutory bodies
• Ensure policies, procedures and risk assessments are kept up to date and accessible, whilst being mindful of best practice for safeguarding, GDPR and health & safety compliance
• Assisting the Chief Executive and Chair of Trustees with the recruiting, induction and training of new trustees.
• Information Technology (IT)
• Maintain accurate and up to date records on databases and in Google Drive folders
• Maintain CWA's website and social media sites, updating as necessary in conjunction with the Scheme Manager.
• Financial Administration
• Upload invoices, petty cash claims and purchase orders on to Xero accounting software
• In liaison with CWA's accounting/bookkeeping company, Trust Accounting, assist with budget monitoring and expenditure tracking and ensure accurate and timely records
• Liaise with almshouse residents to ensure timely payment of weekly maintenance contributions and service charge payments
• Liaise with Somerset Council regarding housing benefit payments paid directly to CWA.
• Additional Duties
• To hold a record of important dates and deadlines and oversee that these are met
• To assist the Scheme Manager and Chief Executive with event planning where necessary
• Fulfil such other duties as may reasonably be required by the Trustees or other officers of CWA
• Represent CWA to the required standard in person and through all communications

About You

You'll bring strong organisational, communication and IT skills, a friendly and patient manner, and the ability to handle confidential information sensitively. Experience in bookkeeping or working in charities/public sector would be an advantage but is not essential.

Essential qualifications and skills include:

• Minimum 4 GCSEs (or equivalent).

• Excellent administrative, organisational, and time-management abilities and office management experience.

• Strong IT skills, ideally with Google Workspace.

• Excellent written and verbal communication.

• Ability to work independently and within a small team.

Why Join Us?

This is a rewarding opportunity to support a long-established charitable organisation at the heart of Wells. You'll have flexibility over your part-time working pattern, a warm and supportive team, and the chance to make a meaningful contribution to residents' lives.

For more information and to obtain a job description, role profile and application form, please email Michelle Thomas, Chief Executive of CWA at

Job Types: Part-time, Permanent

Pay: Up to £25,000.00 per year

Expected hours: 21 per week

Benefits:

• Company pension
• Sick pay

Work Location: In person