Administrative and Project Assistant

This is a diverse, hands-on role, ideal for someone who enjoys variety and people-centred work. In addition to overall admin support, your day will involve communicating regularly with women who use our services, setting up for programmes, supporting project work and supporting events This is a diverse, hands-on role, ideal for someone who enjoys variety and people-centred work. In addition to overall admin support, your day will involve communicating regularly with women who use our services, setting up for programmes, supporting project work and supporting events.

You will be responsible for devising and maintaining all office systems including data management and filing and all administrative duties to support the manager and staff team.

You will have 5 GCSE’s or equivalent to include English and Maths and 3 years’ experience of administration in a busy office environment to include proficiency in the use of database software systems and  Microsoft Office programs.

You will have excellent communication and organisational skills, attention to detail and ability to manage a busy schedule of work.

We will ask you to have a flexible approach to your working week with possible support in the evening to meet the needs of the service.

Experience in working in the community or voluntary sector would be desirable

This is a fantastic opportunity for someone who is passionate about making a difference in the lives of local women and who shares the vision and values of Derry Well Women

You will be part of a small but extremely passionate and committed team and you will be welcomed and highly valued by our experienced and dedicated Committee.

The postholder will report to The Manager, Derry Well Women.

Duties:Administration

• Reception/first point of contact for women who call into our centre, providing a warm welcome and helpful approach
• Providing all admin support to the Manager and team members as required – to include data inputting, assisting with letters, correspondence and support
• Attending meetings to include monthly Committee and team meetings producing and disseminating agenda and minutes accurately and timely
• Supporting all team members with filing, photocopying, scanning and general clerical duties
• Devising and maintaining office systems including data management
• Organising and maintaining shared drive system
• Contacting and following up with women who are booked into programmes and as reminders on upcoming programmes and events
• Organising events to include hospitality, invoices and external speakers and communication
• Supporting Manager with Annual Report and AGM
• Responsibility for stock levels such as office equipment, stationery, booklets and leaflets
• Production and updating of booklets, reports and leaflets as required

Assisting with Project Work

• Setting up rooms for meetings/classes as per daily timetable of events to support team members as required
• Support to team members regarding monitoring and evaluation and producing reports as needed
• Assisting Manager with time bound funding projects to ensure targets are met and monitoring requirements completed
• Be proactive with possible funding opportunities with trusts and foundations and support to gather information and input as required

Health & Safety

• Adhere to Derry Well Women Health & Safety Policies and Procedures
• Take reasonable car for the health and safety of themselves and of other persons who may be affected by their work
• Carry out weekly/monthly/annual fire testing and logbook completion seeking support from Manager as required
• Assist with regular fire drill and ensure fire records are completed and updated

Other

• Work in accordance with the organisation’s policies and procedures, including equality and diversity, health and safety, confidentiality, safeguarding, financial, lone working, etc.
• Attend relevant meetings, conferences and training as part of continuing professional development.
• Work as part of the wider staff team at DWW, including attending team meetings and regular support and supervision sessions with the Manager and Committee
• Carry out any other duties which may be reasonably required of the post holder relevant to the main purpose of this post.

These responsibilities will be reviewed annually and may be subject to change.

Requirements Essential and Desired

Education and Knowledge

Five GCSE’s or equivalent (to include English and Maths) E

Two years’ recent relevant experience of providing administration support within an office environment E

 Knowledge of using Microsoft Office Programmes within your working environment effectively and efficiency to include MS word, Outlook, Excel and sharepoint E

Knowledge and efficiency in the use of database software systems E          

First Aid at Work training D

Fire Warden training D

Experience

Experience of front desk/reception duties and meeting and greeting service users E

Experience in minute taking accurately, concisely and timely E

Experience in telephone duties and communicating sensitively and appropriately with service users and receiving and relaying oral and written messages E

Experience in general clerical duties to include but not limited to scanning, emailing, photocopying and filing etc E

Experience of inputting monitoring forms and evaluation materials accurately and efficiently E

Experience in supporting project work such as time funded projects, setting up for programmes and events E

Experience supporting health and safety systems to include responsibility for regular fire safety D

Experience working in community/voluntary sector.  Working with groups of women or in women’s sector would be particularly advantageous D

Skills and Qualities

Excellent communication and interpersonal skills E

Understand the importance of confidentiality and sensitive to all confidential matters E

Ability to utilise resources efficiently and effectively E

Ability to work as part of a team as well as using own initiative E

Excellent organisational and time management skills, able to manage, prioritise and plan in relation to service demand and own and others workload E

Flexible in working arrangements and adaptable to new sometimes unstructured working environments E

Personal qualities

Use of internal supports including induction, supervision and incident reporting E

Punctuality, reliability, flexibility and integrity E