We are seeking an enthusiastic, motivated and well organised individual to provide administrative support to our Volunteer Coordinators.
The ideal candidate will have experience in providing administrative support in a dynamic and demanding environment; demonstrating proficient use of a range of IT software including databases, MS Outlook, Excel and Word.
Applicants should have a good understanding of office procedures; good numeracy, keyboard and accuracy skills and an excellent standard of verbal and written communication. This role would suit an individual that shows an aptitude for prioritising their workload; demonstrates excellent attention to detail and enjoys working as part of a fast paced team.
To apply, please download an application pack or call 01622 691357.
Closing date for applications: 9am, Monday 2nd September 2019.
Interview date: Week commencing Monday 16th September 2019.
Hours of work: 28-30 hours (to be negotiated with successful candidate) to be worked with some flexibility within Monday to Friday 9-5
Based at: 72 College Road, Maidstone, Kent, ME15 6SJ
Salary: £14,243 - £15,197 per annum based on 30 hours per week (£16,617 - £17,730 Full-time equivalent)
Purpose of Job:
The main purpose of the Volunteering Administrator role is to give administrative support to KAB’s Volunteer Coordinators ensuring KAB has an adequate supply of suitable, trained volunteers who are available to assist KAB and its partners in supporting their clients and helping KAB to achieve strategic aims.
Duties and Responsibilities
- With the guidance of the Volunteer Coordinators, advertise volunteering opportunities to existing volunteers via a range of methods, including email, phone and newsletter.
- Support the Volunteer Coordinators with placing adverts via a range of media to recruit new volunteers to KAB.
- Send out volunteering information and application forms in response to queries.
- Request references for new volunteers and update records accordingly on the KAB database.
- Support the process to undertake new and repeat Disclosure and Barring Service checks for volunteers.
- Undertake other necessary checks on volunteers e.g. eligibility for driving or whether a volunteer is still active.
Administration and evaluation
- Be administratively self-supporting; maintain effective office information systems, accurate records of all volunteer activities, and ensure that volunteer records on KAB’s database are accurate and up to date. Produce statistical information, case studies and reports as required.
- Support the Volunteer Coordinators with the management of volunteer expenses and mileage claims. Check claims for accuracy.
- Assist with the management of the volunteering risk assessment file ensuring that up to date risk assessments are in place for all local volunteer roles, events and activities.
- Prepare resources such as training packs, leaflets or promotional materials.
- Support the organisation of volunteer training and volunteer thank you events.
- Support the Volunteer Coordinators to maintain and collate statistics and reports which include numbers of volunteers supporting specific projects, or referrals for volunteer support.
- Undertaking administration tasks to support specific projects or partnerships.
- Administration associated with mail outs either to volunteers or being carried out by volunteers.
- Answer routine enquiries from volunteers and clients and refer more complex enquiries appropriately.
- Organising practical arrangements for clubs, groups and events e.g. transport, speakers, refreshments etc.
- Supporting with practical arrangements relating to volunteer led fundraising activities.
- Liaise effectively with colleagues to exchange information and promote good practice to benefit clients and KAB. This will include attending rehabilitation team and Volunteer Coordinator meetings, providing occasional support to colleagues as required, and attending other KAB events, meetings and training.
- Perform other duties as required by the Rehabilitation Team Leader or the Chief Executive of KAB.
This job description is not exhaustive, and is provided to assist the post holder to know what her/his duties are. It may be amended from time to time, without change to the levels of responsibility appropriate to the grade of the post and in discussion with the post holder.
To be able to demonstrate:
- Excellent inter-personal skills, good listening skills and the ability to influence and motivate volunteers.
- Excellent written communication skills.
- An understanding of equality and diversity issues, and a commitment to putting equality principles into practice.
- Effective administrative skills and a good standard of IT skills, including MS Word, Excel, Outlook, Access or other database, and internet.
- Sound numeracy skills, including the ability to independently produce statistical reports using databases and spreadsheets.
- A good pass at GCSE Mathematics and English Language or equivalent.
- Ability to work on your own initiative.
- Good time management skills, and the ability to manage a diverse workload and prioritise effectively so that deadlines are met.
- A sensitive and professional approach towards colleagues, volunteers and service users, mindful of confidentiality and anti-discriminatory practices.
- Ability to travel independently across the area of service.
- Empathy with KAB’s aims, values and objectives.
- Knowledge of Health and Safety issues and risk management; the ability to carry out risk assessments.
- Understanding of the legal and best practice issues in volunteering, including relevant volunteer policies and procedures.
- Understanding of the needs of sight impaired people.
KAB is an equal opportunities employer.