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Administrative Assistant: Operations and Finance

Cirencester

Place of work: Cirencester Office

Reporting to:  Finance and Operations Manager

We are seeking a friendly, organised and proactive administrative assistant to support the Operations and Finance Manager and CEO. The successful candidate will assist with various operational, HR and finance tasks playing a crucial role in the smooth running of the charity.

The role will suit someone who has strong organisational skills with the ability to manage multiple tasks and prioritise effectively. Previous experience of administrative, secretarial or receptionist roles is desirable. An understanding of basic HR functions and financial tasks would be an advantage. Tech savviness including proficiency in Microsoft Office (Word, Excel, PowerPoint) and other administrative tools is essential.

The Churn Project is an independent charity working for the past 22 years in Cirencester and the surrounding villages. In 2021/22, we supported over 1300 people to reduce isolation and loneliness, improve wellbeing, learn new skills, and feel part of their community. Our vision is that all people should be included, involved and invested in their community, feel supported and valued and given the opportunity to achieve their potential.

THE ROLE

The Administrative Assistant will play a vital role within the organisation, focusing on operational administration and financial support while working closely with the Operations and Finance Manager and CEO. The postholder will ensure the smooth running of the office by managing general office tasks such as ordering supplies, maintaining office equipment, responding to emails and inquiries, managing the calendar and room bookings, and preparing reports and presentations. Additionally, you will use the charity’s database and act as a point of contact for visitors and service users.

You should thrive in a collaborative working environment and enjoy engaging with others to ensure the continued success of our work. This role offers an opportunity for growth and development within the organisation.

Duties and Responsibilities
Operational Support

• Manage the daily operations of the office, ensuring a well-organised and efficient working environment.
• Order supplies, maintain office equipment, and handle general office management tasks including ordering goods and services.
• Respond to emails and inquiries in a timely and professional manner.
• Manage the calendar for the Operations and Finance Manager and CEO, including scheduling meetings and room bookings.
• Prepare reports and presentations as required.
• Cover reception as required
• Act as the first point of contact for people engaging with the Churn, in person or via telephone
• Attend and produce minutes for team, trustees and other meetings
• Liaise with landlord over building repairs and issues
• Health and safety admin, including fire log updates, fire extinguisher checks, alarm testing, accident forms, appropriate signage, PAT testing and conducting regular audits and checks. 
• General Housekeeping, ensuring the building is clean and safe
• Administrative support to the Charity’s services as required

HR Support

• Co-ordinate recruitment by posting vacancies, replying to candidates & sending out application packs.
• Upload documents to the HR database
• Monitor staff records to highlight training refreshers & DBS renewals

Finance Support

• Inputting invoices, staff/volunteer expenses and other payments
• Raise invoices and payment receipts
• Opening post, printing, and filing
• Purchasing items/making bookings as required using the company credit card
• Keep a log of supporters and acknowledge donations

General Churn work:

• As part of the team, contribute to the overall success of the Churn.
• Work with Churn Project team to accurately represent our services to supporters.
• Undergo Safeguarding Training.
• Be responsible for own health and safety at work in line with the projects health and safety policy.
• Be flexible about providing support and cover for colleagues as needed.
• Attend team meetings and events.

PERSON SPECIFICATION

Qualifications

A general or technical education at and beyond GCSE level, usually BTEC, NVQ Level 2 or equivalent, alongside a minimum of 5 GCSE at Grade 5 and above (or equivalent)  D

Knowledge, Skills, Experience

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook E
• Previous experience in an administrative, secretarial,receptionor similar role D
• Ability to quickly learn charity’s database and HR software E
• Basic understanding of finance tasks, such as processing invoices, managing expenses. D
• Familiarity with HR functions, including recruitment and maintaining staff records. D
• Friendly and approachable, with a commitment to providing excellent service to colleagues, service users, and visitors. E
• Competence in taking and producing accurate minutes for meetings D
• Good level of written and verbal communication skills  E
• An understanding and commitment to Equality and Diversity E

Personal Qualities

• Understanding of the needs of vulnerable people D
• Self-motivated with the ability to work on own initiative  E
• Deadline & outcome focused with good organisational and time management skills E
• Non-judgemental and inclusive approach E

TO APPLY:

We prefer that you apply via application form which can be requested via email by clicking on Apply Now or telephone number in the contact details. We accept CVs only if they are accompanied by a supporting letter which clearly explains how you meet the requirements of the role and the person specification. 

Conditions of Employment

• 33 days annual leave (FTE) per year including public holidays
• 15 hours per week
• Monday to Friday with occasional evening and weekend events. Working pattern to be discussed at interview.
• 6-month probation period
• All our roles are subject to a clear enhanced DBS check
• Auto enrolment into pension after 3 months
• Simply Health employee assistance scheme

Closing date for applications: 12pm 23rd September 2024 Interview date: 30th September 2024

Salary: £23,261pa Pro Rata

Hours Per Week: 15 hours (Over 2/3 days to be discussed at interview but must include Wednesday)

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