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Administrator (part time)- Resource

  • Location: NW London
  • Sector: Administration
  • Salary: £10,900 per annum (full time equivalent £20,000)
About Resource
Resource is an independent charity which is culturally sensitive to the needs of the Jewish community and provides outplacement support (including advice, seminars, training and facilities) to assist work ready unemployed people, eligible to work in the UK, back into employment.  Resource is based on two sites in Finchley, North London.

About the position 

This role will support the provision of a professional outplacement service to all clients through high quality administration, using volunteer administrators as appropriate.

Key Responsibilities
  • Ensure that the office is a welcoming and professional first point of contact for all new clients
  • Manage room diary to maximise use and minimise waiting times
  • Ensure adherence to security and safety arrangements
  • Manage resources at Dancastle Court and Fairacres, including stationery and other supplies including newspapers and refreshment
  • Ensure that standard letter and email templates are created and used as appropriate
  • Manage Resource’s database of contacts
  • Fundraising – coordinate administration for Resource fundraising events
  • Carry out banking, postal duties and purchasing duties as necessary
  • Play a full part in ensuring that high standards of Health and Safety are maintained at the Dancastle Court and Fairacres 
  • Provide administration support to ad-hoc projects as required
Clients
  • Ensure that all contacts with clients (emails, letters, phone calls, face to face) are dealt with professionally, efficiently and courteously
  • Oversee clients using the centre ensuring that they have everything they require to facilitate their job search whilst in the centre
  • Ensure that client database is maintained accurately and use database to search and manage data and create and run reports    
  • Ensure that client packs and client files are made up and maintained accurately
  • Ensure that confidentiality remains a priority and that Data Protection legislation is complied with; reporting any issues to the Chief Executive
Volunteers
  • Assist Office Manager to ensure that there is sufficient volunteer administrative cover at all times.
  • Assist Office Manager with supervision of Admin Volunteers 
Seminars
  • Assist with managing seminar bookings, including keeping the website up to date
  • Liaise with Facilitators & Trainers as needed to ensure the efficient running of sessions, highlighting issues to the Office Manager/Chief Executive as appropriate.
Donors
  • Acknowledge donations, ensure Gift Aid documentation completed 
  • Organise monthly donation letters
This job description is not an exhaustive list of duties and responsibilities and is subject to change in accordance with the needs of the service.

Skills, experience and characteristics
Essential:
  • Strong administrative experience, with proven ability to develop and manage systems 
  • Excellent IT skills, including proficiency in using Microsoft Office applications (mainly Outlook, Word and Excel) 
  • Knowledge and good understanding of relational databases, and ability to create and customise reports 
  • Excellent communication skills, both written and oral, and ability to communicate effectively and build productive relationships with diverse contacts
  • Innovative, with ability to develop and implement creative ways of working
  • Ability to deal empathetically with wide range with people, including vulnerable individuals 
  • Self motivated, with ability to prioritise, manage own workload, use own initiative to meet deadlines in a busy and pressurised office environment
  • Knowledge and/or understanding of the Jewish community and culture
  • Demonstration of a flexible, can-do attitude
  • Team player 
Desirable:
  • Working with and or/supervision of volunteers
  • Working with vulnerable people
  • Knowledge of relevant legislation eg Health & Safety, Data Protection, Equal Opportunities
  • Knowledge of websites, including various CMS management
Working hours and salary:

Proposed hours (although flexibility is desirable):

19.10 hours per week, to be spread as follows:
•    Tuesdays 8.45am to 5pm (7.25 hours)
•    Wednesday 8.45am to 5pm (7.25 hours)
•    Fridays 8.45am to 1.15pm (4.75 hours)

Salary:

£10,900 per annum (full time equivalent £20,000)