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Letter VHA by qux32798


									Dear Applicant,                                         Date as postmark

Re: Volunteer Hub Administrator

Thank you for requesting details of the above position.

I have pleasure in enclosing an information pack containing:-

       a)   Application Form
       b)   Job Description
       c)   Person Specification
       d)   Recruitment Monitoring Form

The latest date for receipt of completed applications is Noon MONDAY 8
FEBRUARY 2010.         Applications received after this date will not be

Applicants selected for interview will be informed as soon as possible. The
interview date is Tuesday 16 February 2010. A short IT test will form a part of
the selection process. Details of timings will be advised to attendees.

I am sorry that I am not able to reply to applicants who are not selected for the
short list. If you have not heard from me within two weeks of the closing date
you should assume your application has not been successful.

Yours sincerely,

Richard West
Assistant Chief Officer (Resources)
                             Charity No: 1094699 Company No: 4488714
                                       Application Form
                      Please do not send CVs       PLEASE TYPE OR WRITE IN BLACK INK

Position Applied for:

Surname:                              Title:       Other Names:

Address:                                           Telephone No. daytime:
                                                   Telephone No. evening:
                                                   E-mail address:
Post Code:

Do you hold a current driving licence?             Yes/No
Do you have access to your own car?                Yes/No

Present/Most recent post:                          Name and address of employer:

Date appointed:                   Annual Salary:                     Notice required:
Reason for leaving:

How many days have you been absent from work due to illness in the last two years?..........days

Please give the name and address of two referees (where applicable one of these should be
your present/last employer)

If you do not wish your referee(s) to be contacted prior to interview please enter an X in the
relevant box below

Name                                               Name
Position                                           Position
Address                                            Address

                  Post Code                                          Post Code
Telephone No.                                      Telephone No.
Previous Employment History (include Voluntary Work/Carer Breaks/Periods of unemployment),
start with your current or most recent first.
  From          To                     Name, Address & Type of                      Position
Month/Year   Month/Year                 Business of Employers                        Held

Education & Training (from age 11) please list below

Schools, Colleges, Universities attended & dates   Qualifications obtained (where appropriate)

Are you a member of any Professional Organisation?
How did you learn of this vacancy?

Additional Information:
Please state your reasons for applying for this post and include any relevant information in
support of your application. Please read the job description and personal specification carefully
and indicate how you meet the requirements of the post, giving relevant examples, where
possible (continue on a separate sheet, if necessary)

Interest and hobbies
CCVS supports Equal Opportunities Employment. All disabled applicants who meet the
minimum criteria for a job vacancy will be given an interview. Please give below details of any
disability you have.

Asylum and Immigration Act 1996 – Section 8
Under this Act the successful applicant will be required to give specified documentary proof that
s/he is entitled to live and work in the United Kingdom

Criminal Convictions Disclosure
Please see separate sheet                      NOT APPLICABLE

All the information I have given here is true / I consent to the use of all this information when
considering my application and hereby give permission for any checks to be carried out:

      Any false statement may be sufficient cause for rejection or, if employed, dismissal
      It will be treated confidentially at all times
      If I am successful it will form part of my personal records
      If I am unsuccessful the information will be destroyed after a maximum of six months

Signature                                          Date:

Please return completed application form to:

                                Crawley Council for Voluntary Service
                                The Orchard, 1-2 Gleneagles Court
                                Brighton Road
                                West Sussex
                                RH10 6AD

                    Crawley Council for Voluntary Service
                              Job description
                  County Volunteering Service Administrator

Job Title:            County Volunteering Service Administrator (CVSA)

Responsible to:       County Volunteering Service Co-ordinator (CVSC)

Department:           Volunteer Hub (VH)

Number of people employed within this capacity at Crawley CVS: one

Hours per week:       15.5 hours

NJC Spinal Column Point: SCP 17 rising to SCP 21

   1) The basic purpose of the job and its primary objectives

Responsible for providing administrative support to the County Volunteering Service Co-
ordinator, in particular for administering meetings and collating data. To provide support
to local volunteering co-ordinators in using the agreed data collection systems.

   2) Main duties: list details

   •   To support the CVSC in arranging county steering group meetings, booking the
       venues, distributing agendas and papers and taking the minutes, etc.
   •   To support the volunteering co-ordinators by assisting in compiling their agendas
       and distributing papers.
   •   To maintain the systems through which the centres input their data.
   •   To support volunteer centres in the use of the agreed county wide systems,
       particularly as new staff are recruited..
   •   To produce statistical reports as required for the steering group and funders.
   •   To produce volunteering marketing materials in association with the CVSC and
       local centres.
   •   To maintain and develop office systems and procedures.
   •   To provide administrative support to the CVSC as required (eg post, filing,
       correspondence, emails, telephone calls, typing letters and reports, taking minutes,
       keeping diaries, processing invoices and updating computerised accounts).
   •   To contribute to one off projects and to help with ongoing project work.
   •   To contribute to the development of effective mechanisms to ensure sustainability
       of the project.
   •   To work in accordance with CVS policies including equal opportunities policy
       and practice.
   •   To observe strict and complete confidentiality regarding information obtained
       during the course of his/her duties.
    •   To attend any training courses and supervision sessions as required.
    •   To undertake any other duties as may reasonably be required from time to time.
    •   To ensure good working relationships with colleagues in centres across the
    •   To contribute to relevant CVS policy development.

    3) Supervisory and Managerial Responsibilities

Responsible for supervising and managing any volunteers working on the project within
the office.

4) Other responsibilities: money, equipment, materials

Only responsible for own office equipment.

5) Decisions made

♦   Booking of meeting rooms
♦   Details on administration of meetings
♦   Creation of office systems, in particular data collection procedures.
♦   When CVSC out of office may have to decide which decisions need to be phoned
    through to them and which the administrator can take on their own.

6) Special working conditions

Will require some visits to different venues across the county. May on an occasional
basis be required to attend meetings outside of normal working hours.

Date last reviewed:    January 2010

Agreed by:

Postholder………………………………………………….. Date

Line manager………………………………………………..Date

All job descriptions to be reviewed annually at appraisal
                              Person Specification
                    County Volunteering Service Administrator

                                   Essential                         Desirable

Knowledge               Good knowledge of computer        Knowledge of the voluntary
                        packages.                         sector.
                        Detailed knowledge of how         Knowledge of the services
                        office systems work.              delivered by volunteer centres

Experience              Experience of working in an       Setting up data collection
                        office environment.               systems
                        Collecting statistics and         Administering meetings,
                        producing statistical reports     including taking minutes.
                                                          Producing attractive marketing
                                                          and training materials.
                                                          Showing other people how to
                                                          use IT systems.

Skills/abilities        Excellent IT skills, in
                        particular a good
                        understanding of data bases.
                        Good office and organisational
                        Computer literate including
                        database systems.
                        Good telephone manner.
                        Able to run the office when the
                        CVSC is out at meetings.
                        Ability to take minutes of
Qualifications          Reasonable general level of
Personal Qualities

Any other factors       Ability to travel around West
                        Sussex to attend meetings.
                    Charity No: 1094699 Company No: 4488714
                    Recruitment Monitoring Form
We are committed to promoting equality in our employment practices and this form is to help us
monitor our recruitment procedures. Please provide the information below and return the form to
us with your application. The monitoring form will be separated from the application form on

Post applied for:

Please tick as appropriate:                        Male                               Female 

How would you describe your ethnic/racial origin: (please tick box)

       (a) White                (b) Mixed                    (c) Asian or Asian            (d) Black or Black
                                                                   British                       British
        British                  White/Black                  Indian                          Caribbean
        Irish                    White/Black                  Pakistani                       African
                                 White/Asian                  Bangladeshi

    (e) Chinese              (f) Other       (please specify)

Under the Disability Discrimination Act*, do you consider yourself to have a disability?                    YES/NO

* The Disability Discrimination Act, 1995 defines a person with a disability as someone who has “a physical or mental
 impairment which has a substantial and adverse long term effect on his/her ability to carry out normal day-to-day

Where did you see the job advertised?

                                              Thank you for your help

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