Administrative Assistant

Herts Welcomes Refugees

Herts Welcomes Refugees is recruiting for a part-time (18.5 hours per week) Administrative Assistant to play a key role support our small staff team, trustees and volunteers.

Main duties and responsibilities

Volunteer management support:

• Support the onboarding of new volunteers, particularly reference checking and DBS
  checks (including DBS updates / renewals).
• Maintain accurate records relating to volunteer onboarding and ongoing management.
• Work with the Volunteer Coordinator to check active volunteers.
• Support the organisation of training sessions, track volunteer attendance and update
  records.
• Help sharing key information and resources with volunteers, including between area
  teams.

Data management support:

• Maintain clear filing of documents on SharePoint and encourage the full use of
  SharePoint by volunteers, staff and trustees.
• Encourage continued volunteer use of Monday.com to record their time / activity.
• Help with wider organisational data management through the set-up, roll-out and use of
  new database(s). Encourage uptake and use of this by all.
• Support management of Microsoft 365 users (adding / removing users), email and
  SharePoint access issues.

Wider team administrative support:

• Organise and minute key internal and external meetings.
• Support responding to the “enquiries” email inbox.
• Manage the Membership list – ensuring new members are added and lapsed members
  removed. Also ensuring it matches the Mailchimp newsletter list through coordination
  with the volunteer newsletter lead.
• Support the Treasurers with record keeping and the administration of vouchers for
  service users as required.
• Help with record keeping of safeguarding incidents – collating information and ensuring
  it is stored in the appropriate secure location.
  Support the bike scheme (ensuring requests are followed up).
• Help with internal reporting, as required.
• Support the Director with other tasks and projects as required, including a range of data
  collection and processing.

For the full job description and application form, visit our website here: https://www.hertswelcomes.org.uk/news/we-are-recruiting