Job description for administration role by xln16516


									Administration Assistant
(Part Time)

Job Description

Introduction and Purpose: HemiHelp is a small but growing charity and has an
increasing requirement for effective and efficient office systems and membership
coordination. You will provide high quality administration support to the other
members of the HemiHelp team, in particular the Administrator and Membership Co-

You will have the ability to prioritise and organise a large workload and work under
pressure with accuracy and reliability.

Reporting: The post holder reports to the General Manager

General overview: The Administration Assistant is responsible for assisting the
Administrator in ensuring the smooth running and integration of all office based
activities. The post holder will work closely with the Administrator and the General

This is a flexible role for 1-2 days per week, starting at the beginning of October, until
end of February 2009.

Job Description

The more-detailed tasks and responsibilities of this post include:

 Entering membership details onto Donor Strategy and sending out membership
 Updating member files (new memberships, AVDs, change of details)
 Compiling membership enquiry packs and distributing as required.
 Logging support queries and completing any related instructions – e.g. sending out
enquiry packs and other leaflets.
 Processing and sending out orders of merchandise, leaflets and promotional
material surrounding events and fundraising
 Filing and archiving member files
 Following up returned newsletters from members – finding up-to-date contact
details or archiving them.
 Post – opening, sorting, processing, franking and taking down at end of the day.
Going to the post office as needed.
 Assisting with administration of services such as the stabiliser loan scheme, pen
pals and odd shoes service, as required.
 Replenishing leaflet supplies
 Helping with planning and administration for the Children helping Children concert.
 Provide admin and general support for any other member of staff when the need
arises and is practicable.
Person Specification

Essential skills and attributes

It is essential that the Office Administrator should have the following:

o      A friendly, energetic personality with a ‘can-do’ attitude
o      Computer literacy skills, including Microsoft Office, Outlook and internet
o      Data management skills
o      Ability and willingness to carry out repetitive and routine tasks
o      An ability to work in a small team
o      Discretion and confidentiality
o      Excellent facilitative and verbal communication skills
o      Excellent phone manner
o      Ability and willingness to work under pressure
o      Ability to work on own initiative without day to day supervision
o      Good command of the English Language; fluency in writing
o      An ability to prioritise and plan
o      Positive and ‘warm’ manner
o      Adaptable
o      A flexible approach
o      Ability to communicate effectively with a variety of people

The following are desirable but not essential:

o      Availability for occasional evening/weekend work
o      Awareness of disability issues
o      Awareness of children’s, youth and family issues
o      Understanding and knowledge of the voluntary sector
o      Car owner with full clean UK licence

CRB checks will be made for this post

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