Job Description

You will oversee the administration of activities for the Project, ensuring that data is collected for numbers of people attending groups and that service users are communicated with in a clear and timely fashion. You will be required to cover all reception duties, welcoming service users, customers and visitors to the building, answering the main phone line, answering emails and ensuring a welcoming and safe environment is maintained at all times.
Your role as a Project Administration Assistant will include:

• Ensure a good quality service is delivered to people (of all ages) visiting the Project
• Support the team of talented individuals, staff and volunteers, who provide various health and wellbeing activities
• Liaise with the management team to evidence the successful running of the project, always utilizing good practice, and paying attention to detail
• Be responsible for supporting a team of volunteers who will be located on site to enhance the clients’ experience whilst at the Project
• Be responsible for overseeing the cleanliness of the premises, ensuing the ‘green’ policy is followed and waste disposed of appropriately
• Overseeing the calendar, ensuring staff/volunteer cover is in place for all sessions provided each week
• Encourage visitors to the building, providing information about the sessions and activities being delivered on site
• Provide the co-ordination of all room bookings across the Chesham sites and reporting monthly to the finance office for invoicing purposes
• Be responsible for setting up meeting rooms in preparation for all room bookings and events
• Overseeing, recording, and reporting on the data for the CRM in relation to activities on site
• Have direct contact with the organization’s IT company should any issues arise on site
• Oversee building management which includes external visits from contractors
• Be responsible for the H&S (and fire safety) of the building in relation to carrying out weekly, monthly, and annual checks and reporting to the H&S lead for the organization
• Carry out daily environmental health checks in kitchen as appropriate
• Being responsible for maintaining adequate stock levels in the building including cleaning products, tea, coffee, stationery and general consumables
• Maintain the equipment inventory for the building
• Be responsible for the management of petty cash

Required Knowledge, Skills, and Abilities

• Previous Administration experience
• Experience of working with people of all ages from differing backgrounds
• Experience of collaborative working with others (volunteers, colleagues and other agencies)
• Knowledge of Health and Safety Practice and Risk Assessments within a relevant environment
• First Aid at Work qualification or willing to undertake
• Full driving license desirable (but not essential)
• Strong organizational, planning and time management skills
• Excellent interpersonal skills and ability to form effective working relationships with people from a wide range of backgrounds
• Ability and confidence to work unsupervised, problem solving and using own initiative as required
• Strong verbal and written communication skills
• Team player, able to work collaboratively with a range of internal and external colleagues
• Computing skills, including MS Office 365, Outlook & Microsoft Teams applications and the ability to learn new systems as required
• Working knowledge of relevant policies and practices relating to child protection and safeguarding
• Be reliable and dependable, always ensuring that appropriate action is taken to keep the service on track
• Able to work flexible hours as required for the role, including evenings and weekends if required
• The successful candidate will be expected to undertake an enhanced DBS check.