*Please only apply via recruiters email below*
(20 hours per week)
We are looking for somebody who combines strong administration skills with warmth, empathy, confidence and the ability to work independently within a small charity environment.
Job Purpose
The Part-Time Administrator will provide essential administrative and operational support to Well for Life’s HIV support services. The role is central to the smooth running of drop-in services, outreach activity, volunteer coordination, partnership working and organisational systems.
The postholder will play a key role in strengthening organisational capacity and sustainability by reducing the administrative burden on delivery staff, maintaining record keeping and effective systems, and supporting high-quality service delivery in a sensitive and trauma-informed environment.
Key Responsibilities
1. Administration & Office Support
· Provide day-to-day administrative support to ensure services run efficiently and professionally.
· Manage incoming calls, emails, enquiries and referrals in a timely, sensitive and confidential manner.
· Maintain accurate and secure filing systems (digital and paper) in line with GDPR and confidentiality requirements.
· Prepare correspondence, letters, forms, spreadsheets, basic reports and documents as required.
· Support diary management and coordination of appointments, meetings and activities.
· Order and maintain office supplies, stationery, IT items and session materials.
· Provide general office management support to ensure a welcoming, organised environment.
2. Client & Service Support (Non-Clinical)
· Welcome clients and visitors appropriately and help maintain a calm, safe and inclusive space.
· Support client registration processes and ensure accurate record keeping.
· Assist staff with preparation of session paperwork, registers, feedback forms and resources.
· Support the practical arrangements for drop-ins, group lunches, wellbeing sessions and activities (room set-up, materials, information resources).
· Manage client communication systems (e.g. email, text or messaging systems) where required.
· Ensure all clients are treated with dignity, respect and sensitivity, recognising the confidential nature of HIV-related support.
3. Data, Monitoring & Reporting Support
· Maintain and update records on Well for Life systems, including CRM databases (e.g. Lamplight CRM where applicable).
· Ensure accurate data entry for attendance, outputs and activities across services.
· Support funder monitoring by collating basic quantitative outputs and service information.
· Assist the Charity Manager in gathering evidence for monitoring returns, impact reports and annual reporting.
4. Volunteer Support & Coordination
· Provide administrative support to the volunteer programme, including responding to enquiries and managing onboarding paperwork.
· Maintain volunteer contact lists, rotas and records (training, role descriptions, key documents).
· Support the coordination of volunteer meetings, training sessions and group activities.
· Help foster a positive, inclusive and peer-led volunteering culture that values lived experience.
5. Outreach, Events & Partnership Support
· Support the coordination of outreach activity by booking venues, confirming logistics and preparing outreach packs and resources.
· Assist with organising events, groups, meetings and planning sessions (including Trustee and partnership meetings).
· Prepare agendas, take minutes and circulate actions where required.
· Support communication with external partners including NHS services, local authorities, community organisations and referral agencies.
6. Communications & Resources
· Assist with producing and updating information resources, posters, newsletters and basic marketing and campaign materials.
· Support the updating, printing and distribution of service information booklets and in-house resources.
· Assist with basic communications and information sharing as required, including supporting promotion of activities and events.
7. Financial & Operational Support
· Work in cooperation with the Finance Clerk to support basic financial administration.
· Assist with non-technical financial tasks such as petty cash records, collating donations and processing volunteer expenses (as appropriate).
8. Safeguarding, Confidentiality & Professional Practice
· Maintain strict confidentiality at all times, particularly in relation to HIV status and sensitive personal information.
· Follow safeguarding policies and procedures, reporting concerns promptly to the Designated Safeguarding Lead.
· Work in a trauma-informed, non-judgmental and culturally sensitive manner.
· Promote equality, diversity and inclusion across all aspects of the role.
· Provide administrative and operational cover during periods of Charity Manager absence to ensure continuity of day-to-day functions.
· In the absence of the Charity Manager, the postholder in exceptional circumstances, support safeguarding processes under guidance of the Trustee Deputy, escalating concerns in line with procedures and involving Trustees/Deputy DSL as required.
9. General Organisational Support
· Attend team meetings, supervision and training relevant to the post.
· Take responsibility for own learning and professional development.
· Carry out any other reasonable duties to support the effective running of Well for Life. Managing day-to-day administrative operations, including filing, data entry, and correspondence.
Essential Criteria
Experience
· Experience of working or volunteering in an administrative role.
· Experience of using IT systems confidently, including Microsoft Word, Excel, email and databases/CRM systems.
· Experience of handling confidential or sensitive information appropriately.
· Experience of working with members of the public in a supportive and professional manner.
Skills & Knowledge
· Strong organisational skills with the ability to prioritise a busy and varied workload.
· Ability to work accurately to deadlines and manage competing demands.
· Excellent written and verbal communication skills.
· Good attention to detail and accurate record keeping.
· Ability to draft clear written materials such as correspondence, reports or information resources.
· Understanding of professional boundaries, confidentiality and GDPR.
· Ability to work calmly and sensitively with people experiencing stigma, distress or disadvantage.
Personal Attributes
· Commitment to Well for Life’s values of inclusion, respect and peer-led support.
· Non-judgmental, empathetic and culturally sensitive approach.
· Reliable, proactive and able to use initiative.
· Willingness to undertake training relevant to the role.
· Ability to work independently and as part of a small, supportive team.
Desirable Criteria
· Experience working in the charity, health or community sector.
· Experience supporting monitoring, evaluation or reporting for funders.
· Experience organising events, meetings and taking minutes.
· Experience supporting volunteer coordination or rota systems.
· Knowledge of safeguarding policies and procedures.
· Awareness of issues affecting people living with HIV and/or other long-term conditions.
· Experience working with diverse communities, including refugees/asylum seekers, LGBTQ+ people and people from minoritised ethnic backgrounds.
· Awareness of trauma-informed or culturally competent practice.
Additional language skills (e.g. Punjabi, Urdu, French, Shona, Igbo).
To apply, please submit:
- A maximum two-page application outlining how your skills and experience meet the requirements of the role
- Your CV
- A covering letter
Please email your application directly to:
[email protected]
Please note: We reserve the right to close this vacancy early if we receive a high volume of suitable applications. We encourage early applications.
Job Types: Part-time, Fixed term contract
Contract length: 36 months
Pay: £14.00 per hour
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
Application question(s):
- Experience of handling confidential or sensitive information appropriately.
- Non-judgmental, empathetic and culturally sensitive approach.
- Experience of using IT systems confidently, including Microsoft Word, Excel, email and databases/CRM systems
- Experience of working with members of the public in a supportive and professional manner
Experience:
- Administrative: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
