Administrator

Job Title: Part Time Community Administrator (Permanent)

Salary: £11.44 per hour

Reports to: Community Services Manager

Location Warwick Office / Leamington Vision Support Centre and occasional venues in South Warwickshire

Hours: 16 hours per week

Job Purpose:

The Community Administrator is a fabulously varied role which requires the successful candidate to work in a flexible and innovative way. The role is to form part of the team supporting the Charity, the CEO and the smooth running of the day-to-day delivery of the charity’s community services.

The majority of time will be spent in the office in Warwick, although there is also a requirement to regularly support our frontline services (working alongside a Vision Support Officer).

The usual working pattern will be Monday morning in Leamington Vision Support Centre + Tuesday, Wednesday and Thursday afternoons in the Warwick office. However, due to the nature of the role, flexibility is crucial.

Key Responsibilities:

General Administration (Warwick Office)

· Take responsibility for reception and telephone cover whilst in the office

· Ensure all guests to the office receive a warm welcome

· Ensure all telephone calls are dealt with professionally and either transferred to the relevant staff member, an email message is sent or, if appropriate, a referral is raised on the charity’s database

· General administration duties such as filing, photocopying and shredding.

· Arranging of meetings and taking minutes when requested by the CEO.

· Helping to support, direct and manage office volunteers

Community Administration (Warwick Office)

· Work with colleagues responsible for support centres in South Warwickshire to assist with booking speakers and producing programmes.

· Assist Community Services referrals into Support centres and social clubs in South Warwickshire

· Arrange transport for relevant service users into our services in the South Warwickshire liaising with community transport organisations or taxi companies as necessary.

· Assist with monitoring Telephone Befriending and Home Visitor logs and maintaining contact with volunteers, picking up welfare issues for further support

· Monitor the call / visiting logs, taking appropriate action with queries raised by our volunteers.

· You will support volunteers in escalating any safeguarding issues to the Community Services Manager

· Create good relationships with clients and volunteers alike

· Log money received from clubs or support centres in community receipt folder.

· Holiday and sickness cover for DBS processing and document checks.

· Support the management of the admin volunteers work load and ensure tasks are completed

· Scan completed manual forms for telephone befriending / home visits and send to relevant VSO

· Assist with recording goods received for the community team and informing the relevant staff / service users.

Vision Support Centres / Social Clubs (on site)

· To regularly work on a Monday morning (excluding bank holidays) in Leamington Vision Support Centre.

As a small charity, you will also be expected to cover other Community Service activities at various locations within South Warwickshire, as required. This will be to cover colleague sickness and holidays.

· To provide cover for our staff led clubs and support centres in Stratford, Leamington, Kenilworth, Southam, Alcester and Shipston on Stour. This may require you to travel to any of these locations at short notice.

Whenever working within any of our services:

· To ensure a safe environment by undertaking first aid training and following each club and centre’s risk assessment guidelines.

· To assist the VSO in making any relevant referrals arising from any session.

· To maintain regular communication with Community Services Manager, ensuring they are informed of any needs or issues

Additionally:

· To attend networking opportunities where possible to spread awareness of the charity.

· To undertake all other reasonable duties as required

Experience and attributes:

Essential

· Self-motivated with strong time management skills.

· Efficient, organised, and resourceful.

· Experience working with diverse individuals and abilities.

· Proficient in Microsoft Office and telephone systems.

· Strong administrative and communication skills.

· Ability to build and maintain positive relationships with colleagues, clients, and volunteers.

· Flexible, adaptable, and able to travel occasionally at short notice.

· Resilient, caring, and approachable with a "can-do" attitude.

Desirable

· Knowledge of safeguarding for adults at risk.

· Qualifications in risk assessment, manual handling, or first aid.

· Experience with Charity Log or similar CRM databases.

· Health and social care qualifications.

· Familiarity with supporting people with sight loss.

· Experience taking meeting minutes.

Warwickshire Vision Support acknowledges that safeguarding is everybody’s responsibility and is committed to prevent abuse and neglect through safeguarding the welfare of all adults involved

This post is exempt from the provisions of the Rehabilitation of Offenders Act 1974. A Disclosure and Barring Service will be required prior to appointment.

Job Types: Part-time, Permanent

Pay: £11.44 per hour

Expected hours: 16 per week

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (required)
• Administrative experience: 1 year (required)

Language:

• English (required)

Licence/Certification:

• Driving Licence (preferred)

Work Location: Hybrid remote in Warwick CV34

Application deadline: 20/12/2024