Bus Park Community Hub and Café

Clerical Assistant

In this busy role you would provide additional administrative support to ensure efficient operation of the office. You would need to support the Operations Coordinator, employees, volunteers, and trustees through a variety of tasks related to organisation and communication. The volunteer would need familiarity with a variety of administrative concepts, practices, and procedures and would be responsible for some confidential and time sensitive material. The ability to effectively communicate verbally in person, via phone and email ensuring that all Clerical Assistant duties are completed accurately and delivered with high quality and in a timely manner. Whilst you will report to a trustee, you may be required to rely on experience and judgment to help plan and accomplish goals and a wide degree of creativity and latitude is expected.

Location

Market Street Car Park, Swadlincote, DE11 9DA

Is the location accessible for those with physical disabilities or limited mobility?

Yes

Is the location accessible by public transport?

Yes

When?

Could this role be carried out virtually or through a hybrid volunteering model?

No

Is a criminal record check (DBS) required for this role?

TBC

Is a driving license required?

No

Are expenses covered?

No

What will you be doing?

• Answer and direct phone calls
• Assist in Organising and Scheduling appointments and meetings.
• Produce and distribute correspondence memos, letters, faxes, and forms to anyone requiring them.
• Assist in the preparation of regularly scheduled reports.
• Help to maintain a filing system.
• Help to Order office supplies.
• Provide general support to visitors.
• Provide information by answering questions and requests.
• Assist in researching and creating presentations.
• Support in generating reports.
• Handle multiple projects.
• Help in providing information, educational opportunities, and experiential growth opportunities.
• Assist in the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Support in maintaining a supplies inventory by checking stock to determine inventory level and anticipating needed supplies.
• Contribute to team effort by accomplishing related results as needed.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Write letters and emails on behalf of other staff or trustees.
• Help to maintain computer and manual filing systems.
• Reply to email, telephone, or face to face inquiries.
• Help to update administrative systems to make them more efficient.
• Receive, sort, and distribute the mail.
• Answer telephone calls and pass them, or messages on to the relevant people.
• Help to maintain up-to-date employee holiday records.
• Greet and assist visitors to the office.
• Photocopy and print out documents on behalf of other colleagues.
• Provide polite and professional communication.
• Implement clerical duties and administrative processes.
• Conduct data entry.
• Any other reasonable requests from the trustees as may be required.

What skills are required?

• Admin or assistant experience.
• Knowledge of office systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Reporting Skills.
• Administrative Writing Skills.
• Analysis.
• Professionalism.
• Problem Solving.
• Inventory Control.
• Verbal Communication.
• Office Administration Procedures.
• Attention to Detail.
• Accuracy.
• Multitask.
• Telephone Skills.
• Teamwork.
• Discretion and Judgment.
• Patience.
• Resourcefulness.
• Anticipates Needs.
• Emotional Intelligence.
• Flexibility.
• Editing and Proofreading.

Will training be given or available?

Yes

Additional important information

For further information on this opportunity and more please complete this form:

https://forms.office.com/e/DyVQZA6DCT

Alternatively email volunteer@sdcvs.org.uk quoting the opportunity number stated below.

Business Admin and Support

Volunteer Opportunity No.

VFO-24-0164