Office Administrator

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Unit 29, Weltech Business Centre, Welwyn Garden Centre, AL7 2AA
Closing date: 21/07/2023
Disability Confident Employer

Herts Vision Loss

Job Description – Office Administrator

Location Base:       Unit 29, Weltech Business Centre, Ridgeway, Welwyn Garden City.

Job Title:                  Office Administrator

Reporting to:           CEO

Accountable to:      CEO

Responsible for:     Office Administrative Services

Hours of work:        Part time, 16-20 per week,

Rate of Pay:             £11.50 per hour

Contract:                  Permanent

Job Specification

Office Administrator

  Role: To provide administration services in order to support all functions at Herts Vision Loss
  Scope: The key purpose of the role is to provide appropriate administrative support to all staff and to be responsible for key administrative tasks on their own initiative.
Main Duties:


·         Provide general administration support to staff.

·         Maintain a database of information to enable accurate and up-to-date records to be held on clients, staff, volunteers, and organisations, as well as creating statistical information for specific purposes.

·         Administration of the volunteer recruitment process, ensuring application packs are sent out and follow up action completed (references, DBS checks, volunteer files/records and Welcome Packs).

·         Ordering office supplies and other equipment as required.

·         Recruitment, induction, and ongoing oversight of Office volunteers.

·         Dealing with, and allocating, referrals from all sources to the Outreach Support Workers and maintain referral records.

·         Attending and taking minutes of all meetings – including the sending out of Agendas and previous meeting minutes etc.

·         Maintain the Office diary and calendar events as necessary.

·         Provide telephone support for blind and visually impaired people, their families and carers via the Sight Line.

·         Provide occasional support to the Finance Officer as required.

·         Handling general administrative duties that arise from time to time.

·         Organise the ordering of stationary, the production of labels, CD, Braille and email version of the Newsletter.

·         Complete quarterly workbooks which are then sent to County Council to secure funding.

·         Volunteer newsletters to be sent out every quarter – to collate numbers for the workbooks.

·         Stepping in for charity collections when low on volunteers.

·         Supporting the Outreach Support Workers.

·         Braille transcription service for clients who read Braille.

·         Organisation of Sight Awareness Training – invites, certificates etc.

·         Resource Centre catalogues and leaflets kept well stocked – order when need to.

·         Send out information packs when you feel the client doesn’t need referring to the Outreach Support Worker.

·         Ordering any equipment needed for the Resource centre – usually asked by the Vision Loss Advisors.

·         Office diaries

·         In charge of Annual Leave spreadsheet – once CEO has approved of holiday.

·         Support the Chief Executive Officer.



To balance a diverse range of duties

The ability to handle enquiries effectively and efficiently, signposting to the relevant staff member or organisations to ensure that the work is carried out effectively and efficiently to make best use of resources.

Person Specification


 . Good people skills including experience in a customer/client facing role involving dealing with administrative procedures.

  • Experience of working in a busy administration role.
  • Excellent capability with Excel, Word and database systems.
  • Experience and/or understanding of the needs of visually impaired people and their environment.


  • Good communication and interpersonal skills.
  • Excellent organisational skills.
  • Sound administration skills over a range of office practises and activities.
  • Sound knowledge of Excel, Word, and database systems.
  • The ability to prioritise and manage a busy and varied workload.
  • A high degree of self-motivation as time will be spent working independently in the office.
  • The ability to help develop the administration service by identifying better working practises and procedures.
  • A flexible, co-operative attitude to respond to the varying requirements of a small, busy charity and with the ability to work effectively in a team as well as alone.

HVL is committed to being an equal opportunity employer.

Applications to HVL are especially welcome from people living with

Visual Impairment

[Sections 38 of the RRA 1976 and 48 of the SDA apply]