Administrative Assistant
£8 per hour
Part Time (14 hours per week, flexible)
(Primarily school term time with some evening/weekend events)
The initial appointment is for 6 months with a view to becoming permanent subject to funding. A review of the weekly hours will be undertaken as appropriate.
This new post is being created to provide administrative support for the Girlguiding North Yorkshire West County which is a charity led by a committee of volunteers.
Girlguiding North Yorkshire West is proud to be part of a world-wide organisation that has over ten million members in 145 countries. The national vision of the 2020 plan is an equal world where all girls can make a positive difference, be happy, safe and fulfil their potential. The Mission of the plan is that through fun, friendship, challenge and adventure we empower girls to find their voice, inspiring them to discover the best in themselves and to make a positive difference to their community.
Girlguiding North Yorkshire West covers the Harrogate and Craven Districts and includes Harrogate, Ripon, Masham, Knaresborough, Boroughbridge, Pateley Bridge, Skipton, Burton in Lonsdale, Buckden, Grassington, Settle, surrounding villages/areas. All our leaders, helpers and supporters are volunteers and we wish to employ a paid Administrative Assistant to support the work of these volunteers.
As you will be working mostly on your own you should be self-motivated and have the ability to clearly prioritise your workload. You shouldhave excellent knowledge of Microsoft Office,organisational and communication skills.
You will be working closely with the County Commissioner, Executive team and our Volunteers,providing administrative and occasional event (admin) support, dealing with enquiries, data input (using the Girlguiding systems – training will be given), producing reports for the Executive team, producing and distributing information by various means. Occasional weekend working maybe required for trainings and events. An understanding of the Girlguiding structure and policies would be advantageous but not essential.
Agreement of working hours will be negotiated with the successful applicant and regular meetings with the County Commissioner (or their representative) will be expected and organised.
For further information contact Sue Mackay, County Commissioner
Please apply by email to:th a copy of your CV and a covering letter (max 250 words) detailing what you can bring to the role,how you feel you meet the requirements of this role, plus 2 referees (not related to you) who have known you for at least 2 years and we can approach prior to interview please.
Closing date for applications is: Friday 24th March 2017
Date for interview: shortly after close of applications – with a view to starting in post May 2017
Role Description
Role Title:Administrative Assistant
Reports to: County Commissioner(s)
Overall purpose of this role:
To provide administrative and occasional event support that contributes to the smooth running of the County including, data input and follow ups (using the Girlguiding systems), dealing with and responding to enquiries and emails, producing reports for the executive team, producing and distributing the County newsletter, flyers for events, taking bookings and payments for trainings, residentials and events etc.
Who can do this role? Administrators can be any adult over 18 years old. They should already be, or be willing to become a member of Girlguiding.
Main areas of responsibility:
Undertake administrative support, maintaining records, responding to and answering enquiries in a timely and effective manner, maintaining office systems and making bookings as necessary
Provide support for volunteers, including Commissioners and Guiding Advisers
Input of data to electronic files including confidential personal information using Girlguiding database (training will be given), prepare reports as required, giving assistance/training to Commissioners/volunteers
Obtain information from the computer/web systems and utilise the Girlguiding membership system
Maintain and use the ‘Join Us’ enquiry system of Girlguiding database ensuring all enquiries are followed up and updated in the appropriate timescales
Collect, record, compile and present data by both manual and electronic methods
Creation of printed and electronic documents
Prepare and circulate agenda papers, briefing notes and Minutes to the County Executive and Advisers as appropriate, and weekly updates for Division Commissioners
Assist at events/training workshops as required, take bookings/payments for events, residentials and trainings, produce attendance certificates, receipts etc.using County online booking system
Collate, create and circulate the monthly County Newsletter in conjunction with County Team
Assist in the preparation of the County Calendar in consultation with members of the County Team
Co-ordinate collation of the County Annual Report in consultation with County Commissioner/Team
Help to manage and update the County and Birk Crag Centre Websites and Facebook pages
Ensure office machinery, stationery and other office consumables are maintained in line with current Girlguiding branding guidelines
Promote a positive image of Girlguiding while taking part in all activities and at public events
Supporting and reinforce the ethos of Girlguiding
These are the main tasks of the role and are subject to regular review. Any significant changes would be subject to consultation
General:
The postholder will work alongside,support and respect volunteers as part of this role
Adhere to all health and safety and fire regulations and take reasonable care of the health and safety of self and other persons and resources while at work
Maintain professional standards, behaving in a way that will enhance the reputation of Girlguiding
Excellent knowledge of Microsoft office systems required, Word, Excel, Outlook, Publisher, PowerPoint, Mail Merge etc
Some evening / weekend working may be required
The post holder may also be required to carry out such other tasks and responsibilities as deemed appropriate relative to the dynamics of the position and as requested by the County Commissioner or the County Executive
Person Specification
Requirements / Method of Assessment / Essential/ DesirableSkills / Abilities
Good organisation skills / Application/Interview / Essential
Pays attention to detail and accuracy / Application/Interview / Essential
Good IT skills / Application/Interview / Essential
Effective communicator with good inter-personal skills, including the ability to build and sustain successful working relationships / Application/Interview
Reference / Essential
Able to work independently using own initiative without close supervision, honest and trustworthy / Application/Interview
Reference / Essential
Able to work to deadlines - evidence of organising, prioritising and using time effectively / Application/Interview
Reference / Essential
Good team player, approachable and friendly / Application/Interview
Reference / Essential
Qualifications / Training
Good general education with good spoken and written English (GCSE English and Maths A-C grades or equivalent) / Application/Interview
Certificates / Essential
Operation of Microsoft Office programmes, Word, Excel, PowerPoint, Publisher, Outlook – Mail merge, graphs and charts / Application/Interview
Reference / Essential
Working knowledge of database systems / Application/Interview / Essential
Knowledge
Understanding issues relating to Safeguarding and Child Protection / Application/Interview / Essential
Knowledge / interest /understanding of Girlguiding structure, policies and its principles / Application/Interview / Desirable
Awareness, acceptance and enforcement of health and safety obligations / Application/Interview / Essential
Experience
Previous administrative experience, including production of letters, event information, forms, spreadsheets etc / Application/Interview / Essential
Experience of youth work within the voluntary sector / Application/Interview / Desirable
Ability to produce reports, electronic surveys when required and collate data for presentation to the Executive Team / Application/Interview / Essential
Personal Attributes / Other Requirements
Personal qualities of enthusiasm, self-motivation, with a caring and sensitive approach to the volunteers you will work with / Application/Interview
Reference / Essential
Flexibility to attend meetings and events out of normal working hours as necessary / Application/Interview / Essential
Access to internet (depending on location of role) / Interview/Application / Essential
Access to car and full clean driving licence – ability to travel days, evenings, weekends occasionally / Interview/Application / Essential