West Itchen Community Trust Limited

Job Description

Job Title:Administrative Assistant

Salary:£9,428per annum for 20 hours per week.

(equivalent to £16,500 pa for 35 hours per week full-time)

Hours of work:20 per week (part-time) 9am – 1pm negotiable. Occasional evening and weekend working will be required.

Location of post:West Itchen Community Trust headquarters – inner city area of Southampton – currently 53 Derby Road, Southampton.

Accountable to:Centre Manager

Holiday:Initially – 22 days per annum + public holidays

(Pro rata)

Length of appointment:Permanent

Job Summary

Working in a small team you will be responsible for day to day administrative duties.Reporting to the Deputy Chief Executive you will be tasked with preparing documents, collating information, inputting data and general clerical tasks relating to property, finance and community grants.

Key Tasks and Responsibilities

• To carry outadministrative duties associated with internal communications, e.g. post, taking minutes of meetings, filing information and collating and distribution of publications, papers and reports.

• To support the requirements of the Trust team in their production and provision of regular reports.

• To carry out reception duties including telephone answering, dealing with

enquiries in person or in writing, message taking and receiving visitors.

• To assist in the organising of internal and external meetings and other events.

• To help in the setting up and maintenance of information systems and procedures and to contribute ideas in the pursuit of continuous improvement.

• To undertake property admin and finance input duty

• To assist in the co-ordination, monitoring and maintain stakeholder communication across all internal mediums available to the Trust e.g. Newsletters (electronic & paper-based), web-site, and PR.

• To assist the team in developing Membership Relations and Community Relations and encouraging and facilitating sharing of information within these groups.

• Support the administrative duties of WICT small grants fund

• To help to promote the Trust and its activities.

• To undertake any other duties appropriate to the post and to work towards

continuous professional development.

Person Specification

Job Title: Administrative Assistant

• Ability to prioritise, schedule and organise projects and tasks to complete work to relevant deadlines.

• Compitent in the use of the Microsoft Office package (including Word, Excel, Access and Outlook) to undertake tasks such as writing letters and reports, developing spreedsheets, using a basic database and managing an email account.

• Ability to write clear concise letters, minutes and reports.

• Ability to communicate verbally in a clear, confident and respectful manner with a wide variety of communities

• Ability to accurately undertake administrative work and maintain detailed records

• Ability to work occasional evenings and weekends

• Reliable with high levels of personal motivation

• Willingness and ability to work as a part of a team

• Ability to get on with a wide variety of people

• Happy to accept responsibility for task completion with a proactive approach to undertaking work

• A desire to learn and an active demonstrable commitment to personal development

• A personal commitment to equal opportunities

• ‘A’ level or NVQ Level 2 qualification

• Experience of an office and/or community support role

• Willingness and ability to learn about the additional administrative requirements of a charity

• Some knowledge of the inner-city and communities within it

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