Primarily School Term Time with Some Evening/Weekend Events

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