Purpose of role:
To provide administrative, governance, compliance and operational support to ensure Community Transformers’ charitable activities run effectively and meet internal and external requirements.
Specific job description:
The postholder will support the day-to-day administration of Community Transformers, including office coordination, records management, programme administration, volunteer documentation, meeting support, compliance tracking and communication with beneficiaries, staff, trustees, funders and partner agencies.
Key duties:
- Provide administrative support for charitable programmes, projects and community services.
- Maintain accurate records, filing systems, beneficiary data, volunteer records and compliance documents.
- Coordinate meetings, prepare agendas, take minutes and follow up agreed actions.
- Support reporting to trustees, funders and management by collating monitoring and administrative data.
- Assist with HR, volunteer onboarding, training records and policy documentation.
- Respond to enquiries from beneficiaries, volunteers, partners, funders and members of the public.
- Support finance administration such as purchase records, invoices, petty cash logs or grant expenditure records.
- Ensure office systems comply with confidentiality, data protection, safeguarding and charity governance requirements.
Skills required
· Excellent administrative and organisational skills, with the ability to manage records, correspondence, meetings, deadlines and office systems.
· Strong attention to detail when maintaining beneficiary data, volunteer records, compliance documents, grant records and trustee paperwork.
· Good written and verbal communication skills for dealing with beneficiaries, volunteers, trustees, funders, staff, partners and members of the public.
· Minute-taking, agenda preparation and action-tracking skills for trustee, management and project meetings.
· Ability to maintain confidentiality and handle sensitive personal information appropriately.
· Understanding of data protection, safeguarding, equality, charity governance and basic compliance requirements.
· Good IT skills, including Microsoft Word, Excel, Outlook, Teams, file management systems and databases.
· Ability to support monitoring and reporting by collating accurate administrative and programme information.
· Basic finance administration skills, including handling invoices, receipts, purchase records, petty cash logs or grant expenditure records.
· Ability to prioritise tasks, work under pressure and support multiple projects or staff members at the same time.
Experience required
· Previous administrative experience in a charity, community organisation, voluntary sector body, public sector service, office environment or project support role.
· Experience of maintaining electronic and paper filing systems, databases, spreadsheets and confidential records.
· Experience of supporting meetings, preparing documents, taking minutes and following up actions.
· Experience of responding to enquiries from service users, volunteers, funders, trustees, partners or the public.
· Experience of supporting compliance processes such as DBS checks, safeguarding records, volunteer documentation, training logs, policy reviews or audit preparation.
· Experience of collating monitoring data, attendance information, project outputs or grant reporting evidence.
· Experience of basic finance administration, procurement records or grant expenditure tracking would be beneficial.
· Experience of supporting HR or volunteer onboarding processes is desirable.
Qualifications and training required
· A first degree in a relevant field is desirable for communication, administration and basic finance tasks.
· A Level 5 or Level 6 qualification in business administration, office administration, charity administration, customer service, finance administration or a related area would be advantageous.
· Training in GDPR and data protection, safeguarding, confidentiality, equality and diversity, and information governance is recommended.
· Training in minute-taking, records management, volunteer administration or charity governance would be beneficial.
· Competence in Microsoft Office is required; additional experience with databases, cloud filing systems, accounting software or project management tools would be desirable.
· A DBS check may be required depending on the nature of access to beneficiary records, vulnerable service users or regulated activities.
Pay: £26,000.00-£34,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person
