Job Summary
We are seeking a proactive and detail-oriented Senior Administration Officer to join our friendly team. In this vital role, you will oversee a wide range of administrative functions, ensuring smooth operations across departments. Your expertise in office management, exceptional communication skills, and strong organisational abilities will contribute significantly to our organisational efficiency. This position offers an exciting opportunity for a motivated professional to lead administrative and HR processes, support team members, and enhance overall workflow within a community focussed environment.
Working an average of 21 hours per week with some home working available.
Applications are being collected initially until 14th September, when the CEO returns from annual leave. From that point, we will be reviewing applications on a rolling basis and will close the opportunity when we find the right candidate.
The Benefits
As well as working in a long established and community focussed organisation, you will be based in a friendly and supportive office environment with free parking and excellent coffee! Some travel across North Hants will be required and home working may be available.
We offer:
- Initially, a fixed term contract of nine months. This is subject to funding.
- A salary of £18,000 p.a./£13,500 for the contract period (£30,000, full-time equivalent).
- Auto enrolment in the company's defined contribution pension scheme, if eligible. Individual contributions are flexible subject to statutory minimum and maximum limits; RVS contributions will be paid in accordance with policy.
- Mileage and out-of-pocket expenses undertaken on behalf of RVS, paid in accordance with the Inland Revenue mileage rates for business travel, e.g. 55p per mile for travel by car.
- 23 days paid annual leave rising to 28 after five years’ service, plus statutory days, pro-rata. Three of these days (pro rata) must be taken between Christmas and New Year when the office is closed, unless operational demands require you to work during this time and will then be taken in January.
- An incrementally increasing period of sick pay in accordance with length of service.
- Free parking during working hours.
Job Description
Whilst the overarching aim of this role will remain, the specific responsibilities will be reviewed in line with the strategic development of the organisation.
Administrative Support to CEO
- To develop and maintain effective administrative systems and processes,
- Arrange meetings including diary, room bookings, on-line access and facilities.
- Support the recording and reporting of progress of organisational projects.
HR Administration
- Maintain staff details and the HR database (BrightHR) including the annual holiday allocation,
- Maintain an office manual, ensuring consistency of information with policies and procedures,
- Respond to staff birthdays and anniversaries and ad hoc requests.
Policy Review
- Review policies and liaise with the CEO and Operations Manager to ensure policies are amended, ratified and distributed appropriately.
Trustee Board Support
- Support with the associated administration of recruitment and induction of new Trustees, and with record keeping,
- With CEO, maintain the Charity Commission and Companies House records for the organisation,
- Arrange facilities for Board meetings including room bookings and on-line access,
- Take minutes, distribute and maintain records of Board meetings.
General
- Support good internal communications and a positive working environment,
- Maintain good working relations with key individuals and other organisations within the voluntary, statutory, public and business sectors active within Rushmoor,
- Undertake other duties as requested by the CEO that are commensurate with the post and the development of the organisation,
- Promote equality and diversity in all undertakings,
- In all undertakings ensure compliance with RVS policies.
About You
- Have a professional approach, able to handle all matters respectfully and confidentially.
- Have a methodical approach to work, with strong attention to detail and be tenacious with regular tasks.
- You will possess a positive, ‘can do’ manner, be approachable and respectful with excellent customer service skills.
- Be committed to complying with RVS policies and contractual specifications, in particular Safeguarding, GDPR, Confidentiality and Equality and Diversity.
Values and Aptitude
Essential
- Ability to develop good working relationships with colleagues at all levels, in a range of organisations.
- Highly organised, detail-oriented, and able to prioritise a varied workload
- Flexible approach and willingness to work as part of a team with ability to make positive contributions to benefit the whole organisation.
- Demonstrate an inclusive mind-set.
- Be open to change.
- Discreet and trustworthy with confidential employee and commercial information.
Desirable
- Proven interest in supporting the Rushmoor community.
Education, Administration and Communication
Essential
- Educated to a minimum of GCSE level including English and Maths C- A*.
- Have strong organisation skills, able to multitask and prioritise a varied workload.
- Demonstrably able to communicate clearly and concisely, both orally and in writing.
- Experience of accurate minute taking.
Desirable
- Accredited qualification in management and/or HR.
IT Skills
Essential
- Excellent IT skills – Microsoft Office, 365, One Drive and SharePoint.
Desirable
- AI savvy, with a practical understanding of tools such as ChatGPT, Microsoft Copilot or similar AI platforms
HR
Essential
Be familiar with HR/personnel records and administrative procedures.
Desirable
- Have experience of recruitment and/or HR management.
- Be skilled in using with BrightHR and BreatheHR.
Information Governance
Essential
- Sound experience of GDPR and all aspects of data compliance and governance.
Desirable
- Experience of managing organisational regulatory compliance.
Voluntary Sector Knowledge
Desirable
- Experience of volunteering or working with volunteers.
About Us
Established as a registered charity in 1971, RVS are the Local Infrastructure Organisation (LIO) in Rushmoor. Our key role in the community is to champion volunteering and to support any voluntary or community group working in the Borough of Rushmoor. We do this by providing specialist advice and information services together with practical help, encouraging equal partnership between the not-for-profit, public and private sectors, and providing a voice for Rushmoor's Voluntary, Community & Social Enterprise (VCSE) sector.
We support our members by creating networks; our well attended quarterly Voluntary Sector Forum is testament to this. We provide support with volunteer recruitment and training, plus maintaining good practice.
RVS manage a number of projects that provide community benefit. These include:
- Blooming Marvellous - a supported volunteering gardening project.
- Community Transport - which includes scheduled passenger services and a group-hire minibus scheme for Rushmoor & Hart.
- Social Inclusion - befriending and buddying people to become socially engaged.
- Home Help - providing shopping and light housework to frail, elderly and disabled people.
We work in close partnership with various organisations including our core funders Rushmoor Borough Council.
RVS are members of the Community Infrastructure Partnership, an alliance of six organisations who work together to help Hampshire’s charities, community groups and social enterprises to succeed and flourish. We collaborate particularly closely in a local cluster with Hart and Basingstoke LIOs.
We aim for continuous improvement in reducing our carbon footprint.
Our Mission
In partnership with the voluntary, statutory and business sectors, enabling all the people of Rushmoor to play a full and active part in the life of the local community.
Where we Work
The area we cover for our LIO services includes Aldershot and Farnborough, along the Blackwater Valley in the northeast corner of Hampshire.
Over 300 organisations and groups from this area are members of RVS.
Many of our support services cover areas of Hart, something which we wish to proactively increase.
Our office is within the Civic Offices alongside Rushmoor Borough Council and other key organisations supporting the community of Rushmoor.
Our Team
In August 2019 we moved to our new office base within the Civic Offices which has enabled us to work closer with our key stakeholder, Rushmoor Borough Council.
The current paid staff team comprises of various - mostly part-time - roles which are supported by a team of volunteers.
Pay: £30,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
- Sick pay
- Work from home
Work Location: In person
