Job Description

Brook Street are proud to work with an established and well-known charity that has long worked in the field of humanitarian aid to find an Administration Officer who can help support the Society in its operations for the duration of a minimum 6 month role.

Main Duties and Responsibilities:
> To provide direct administrative support to the service, including the smooth operation of the telephone system, mail and stationery services.
> As directed by the manager ensure administrative support is provided throughout the service. Ensure that administrative supplies are ordered for the office.
> Support the manager on all matters involving administration and Health & Safety.
> Co-ordinate and minute a range of meetings, as directed by the service manager, including meetings of the management team and regular meetings to review individual service users support plans and progress. The post holder will be responsible for ensuring that suitable dates and times are identified, letters of invitation are sent out and minutes are prepared and distributed.
> Manage archive material, including collation and maintenance.
> Assist with financial processes as operated by the Society. This includes petty cash disbursements, ensuring invoices and expenses are authorised by budget holders before passing to the shared service centre (SSC) and ensuring financial procedures are adhered to and carried out in a timely manner.
> Maintain databases as required by the service.
> Prepare and issue invoices to service users and funding authorities according to an agreed timetable as per financial procedures, liaising with funding bodies as required.
> Ensure that all cheques and cash received by mail and through personal donations are banked in accordance with financial procedures.
> Co-ordinate and maintain the filing system.
> In the absence of the service manager, allocate administrative tasks within the administration team.
> Communicate effectively with service users, staff and volunteers.
> Assist the service manager to monitor standards of administration.
> To be familiar with all emergency procedures and put these into effect promptly, giving priority to the safety of service users.
> To report all equipment faults or deficiencies in facilities or procedures that will affect the safe and efficient operation of the Unit.
> To contribute to the risk assessment process by participating in and ensuring implementation of risk assessments.
> To be aware of the Society`s health and safety policies.
> To attend meetings as and when required.
> To uphold the Fundamental Principles of the Society and to work within and promote the Society`s Equal Opportunities policy and to demonstrate the Society`s competencies and behaviours.
> To undertake any other relevant duties within the overall scope of this post as may be required by the Manager.


The ideal candidate will have experience working in an office environment, with a good functioning knowledge of Microsoft Office and strong interpersonal and communication skills.

To apply for this role, please respond via email with your CV or contact Matt on 01463 729213.