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Administrative Assistant to the Social Work Team- AJR

  • Location: London, N3
  • Sector: Administration
  • Salary: £23,000-£26,000 depending on experience
The Social Services department at the Association of Jewish Refugees (AJR) attends to the day-to-day needs of AJR members and clients requiring support, guidance, and clarification on a wide range of social welfare, financial and care needs. The department also provides, through a dedicated coordinator, volunteer services for members.

A significant part of the department’s work is to make applications for financial assistance from social welfare programmes, some financed by the AJR and others supported by the Claims Conference. The AJR is the lead agency receiving and disbursing grants in the UK on behalf of other Holocaust survivor and refugee organisations.

Reporting to AJR’s Social Work Admin Supervisor, and working as part of the Social Work team as well as alongside an existing administrator, you will:
  • Assist with the administrative work of the Social Services department, including the organisation and development of systems and departmental procedures
  • Perform secretarial duties for the Head of Social Services, including copy and audio typing of reports, letters, emails and faxes, and preparing agendas and taking minutes at meetings
  • Assist social workers, including those based remotely, with the completion of application forms for members, including gathering personal and private information such as details of clients’ income and expenditure and persecution
  • Joint responsibility for taking all morning referrals or telephone calls from members/clients whose social worker is not available and to take messages and complete referral forms for the Head of Social Services
  • Make phone calls on behalf of the social workers as requested; liaise, as necessary, with local authorities, other social work agencies as well as medical professionals and departments
  • Use AJR’s contact management system, Progress, to record details of members and clients, including their personal information and details of applications made on their behalf and assistance provided
  • Create physical folders for new clients and enter updated information on these files and on Progress
  • Prepare reports in Excel of applications made
  • When applications are agreed, complete and send copies of payments to partner agencies and enter details on Progress
  • Manage folders for all active, deceased, or non-active members/clients
General Office Duties
  • To be available to cover the reception desk, send letters, emails and faxes as necessary
  • Mail out letters for new clients and to families of clients who have passed away
  • Develop in-depth knowledge of Progress; prepare reports from Progress
  • Run mailing labels and enter new volunteers on database
  • Scan letters and photographs when necessary
  • Type flyers and posters when requested
  • Demonstrate excellent computer skills, including using our contact management system as well as Microsoft Office suite for general correspondence and the writing of client reports
  • High levels of accuracy in typing (including to type from audio dictation), verbal communication and strong IT skills
  • Necessity to work under pressure to meet deadlines
Personal qualities
  • Develop a trusting relationship with empathy, sensitivity and respect when supporting clients
  • Excellent interpersonal skills and gain the respect and trust of both staff members and AJR clients
  • Develop relationships with colleagues from other communal organisations
  • To be flexible to work within a team
Job Specification

An enthusiastic self-motivated person able to use initiative, take instruction and to work within a team, the candidate will preferably have an understanding of Jewish culture and religious practices as well as knowledge of the Holocaust and survivor/refugee issues.

Hours: Mon - Thurs 9.00am - 5pm; Fri 9.00am - 1.30pm