Part time Administrator required by a not for profit organisation based in Haywards Heath, West Sussex. The postholder will join their small, fun team to provide an office admin function and also to provide the administration required for running their extensive properties and estate.
Working 26 hours per week (3.5 days) – salary £18,648 per annum for the 3.5 days
This role is FULLY OFFICE BASED – no home working or remote working available
Interviews asap – please note all interviews will take place in person at their offices
Duties include :
Provide secretarial and clerical and administrative support to office
Provide reception service to office with a tactful and helpful response to telephone callers and visitors, ensuring a friendly approach is adopted
Liaise with callers over the telephone, discussing the nature of enquiry and dealing with issue or re-directing call as appropriate
Liaise, and establish good working relationships with Trustees, visitors, members and Volunteers to ensure efficient benevolence service
Compile agendas, papers and minutes at meetings
Assist in the administration for charity events and workshops to include collation of course materials, packing and posting and assist with marketing mail merges as appropriate
Direct stationery /equipment suppliers to ensure adequate office supplies are available
Organise and carry out other office duties e.g. mailings/post-delivery, organise staff/Trustee lunches, collect office fruit, milk, tea, coffee etc
Administer annual programme of maintenance at the estate (grounds and properties); the charity has 47 properties to include co-ordinating regular self-employed contractors and liaising with the CEO.
Direct letting agents to arrange commercial letting of properties at their head office to ensure regular income for the charity
Liaise with tenants to ascertain problems or difficulties with properties
Solve minor maintenance issues at properties to ensure tenants receive immediate assistance
Show new tenants and beneficiaries around the estate and advise on local services/utilities Prepare all paperwork and keys in connection with new tenancies
Liaise with the estate manager on matters of mutual interest/concern in connection with the general management of the estate
Provide recommendations to CEO on estate maintenance matters to ensure properties are maintained appropriately
Receive and approve invoices from contractors/suppliers and authorise expenditure as appropriate
Key skills:
Must have excellent people skills; tact and sensitivity are paramount
Must be flexible, adaptable, and able to multi-task; organisational skills, an eye for detail and accuracy is important. This is a busy and varied role
Secretarial skills would be beneficial with knowledge of Microsoft Office
Ability to prepare and type correspondence and reports accurately
Some experience of producing agendas, minutes and accompanying documents for meetings would be ideal; but training will be provided for the right candidate
If possible, an understanding and appreciation of grounds and property maintenance issues, including landlord and tenant legislation is desirable, but not essential