Administrative Assistant

Job Summary: We are seeking a meticulous Administrative Assistant to provide administrative support to the Charity Manager through developing systems, administering, organising, processing information, and supporting colleagues to use systems, as appropriate. Support the Charity Manager with the running of the charity by providing a full range of administrative and support duties as required.

This role is office based in Earlston, TD4 6DJ.

Your Part in the Team

• The Administrative Assistant reports to the Charity Manager directly.
• You will work collaboratively with the BPR Centre and shop teams, volunteers, Trustees, and other stakeholders.

Key Responsibilities

• Updating and maintaining the IT SharePoint system to include staff communications, estates &amp facilities, personnel and finance procedures etc.
• Maintaining records and scheduling planned preventative maintenance visits and audits across all sites and updating of asset registers.
• Coordinating and responding to enquiries from members of the public and other BPR stakeholders.
• Ensuring all information is gathered, used, recorded, stored, analysed, and reported in accordance with GDPR guidelines (GDPR training will be provided).
• Contributing to administrative support for the preparation of marketing and publicity materials and promotional and fundraising campaigns.
• Promoting effective communication and consultation with staff and volunteers, maintain strong relationships across multiple sites with a range of BPR stakeholders.
• Diary management, organising and minute taking for meetings, staff &amp volunteer training etc. as required.
• Ensuring month-end information is gathered and completed appropriately within set deadlines for approval by the Charity Manager.
• Providing administrative support for the Charity Manager in handling personnel processes, as required.
• Any other reasonable duties as required by the Charity Manager.

The Person

You will be self-motivated, organised, enjoy working with people, and have a strong attention to detail. Honest and reliable. Flexible with a positive attitude. Able to work on own initiative and prioritise a busy workload. You will have a genuine concern for animal welfare and enthusiasm for the work of the charity.

Essential Experience and Skills

• Qualification in Business Administration or equivalent evidence of experience, particularly in setting up systems of information and enabling others to use IT and access system information.
• Experience of working to the highest standards of confidentiality.
• Experience and flexibility to carry out a wide range of office administration duties.
• Excellent IT skills including a knowledge of Microsoft packages, with the ability to develop and use spreadsheets, PowerPoint etc.
• Organisational skills including ability to work on several areas of work, plan and prioritise actions when conflicting priorities occur.
• Ability to work collaboratively and with flexibility in a small team.
• Ability to work with minimum supervision and to take responsibility for tasks, prioritising, managing, and scheduling own workload to ensure deadlines are met.
• Ability to maintain accurate data and produce accurate information.
• Excellent communication and interpersonal skills with the ability to build external and internal
• Strong customer service skills.
• Driving licence.
• An interest in animal welfare.

Job Types: Part-time, Permanent

Pay: £10,857.00 per year

Expected hours: 18 per week

Benefits:

• Company pension
• Free parking
• On-site parking

Schedule:

• Monday to Friday
• Weekend availability

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person