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Office Administrator - 20 hours per week

Posted 5 January by Job Board Direct Ended

Office Administrator - 20 hours per week

Hours: Part-time 20 hours per week with flexible working

Salary: £20,000 per annum pro rata to 20 hours per week

Pension: The Foundation will contribute 6% to your pension, over and above the basic salary figure.

Holidays: 25 days holiday per annum, in addition to public holidays pro rata.

An additional days leave is awarded for every 3 years’ of continuous service up to an agreed maximum of 30 days leave.

Staff may also take an additional 2 days leave to undertake voluntary work for a charitable cause, at the discretion of the Chief Executive.

Location: The post-holder will be based at the Foundation’s offices in Guildford.

Transport: Car mileage allowance for travel in connection with work.

Probationary Period: 6 Months.

Accountability: Reports to the Director of Philanthropy, with ultimate responsibility to the Chief Executive and Board of Trustees.

The Office Administrator will play a key role in achieving the Community Foundation’s objectives by providing an efficient and effective office and administration support to the staff team and Board of Trustees.

Role Overview:

The key areas of responsibility include:

Office management - Manage an efficient and effective office, including telephones, office equipment, computers and records;

Administrative support - Provide administrative support and assistance to members of staff, the Board of Trustees and Working Groups;

Database - enter data onto the database and keeping records up-to date;

Ambassador - build excellent working relationships with grantees, voluntary and community groups, Trustees, Group members, Donors, potential donors and other external contacts.

The job description and priorities will be reviewed at least annually.

Key Responsibilities:

The specific responsibilities of the Office Administrator include:

Office management:

Providing office administration support including answering telephones, managing and ordering office supplies and equipment, organising the post and ensuring a tidy and well organised office;

Maintaining the office files, records and archiving;

Administrative support:

Providing assistance and administrative support to the Chief Executive, Director of Philanthropy and Director of Grants & Impact, and to other members of staff as required, including organising meetings, data entry, creating documents, maintaining records and logs, filing and copying;

Providing administrative support to the Board of Trustees and working groups, including recording minutes, copying, collating, filing and organising room bookings and catering.

IT systems & data management:

Liaising with the Foundation’s IT support company to ensure that the computers, printer and software are operating effectively;

Administering the Foundation’s data management system ensuring new information is entered and records are up-to-date, including key contacts, invitees & attendees for events, partners and voluntary and community groups;


Working as an effective Ambassador for the Community Foundation including supporting and attending events to promote the Foundation’s work.

Person Specification - Office Administrator

Education and Qualifications

Good general education;

The Office Administrator must have excellent word processing skills including Word, Excel and PowerPoint.

Experience - Essential

Previous administrative experience;

Office administration and IT systems including databases.

Experience - Desirable

Knowledge and experience of working with voluntary and community groups.


Excellent written and verbal communication skills;

Fully computer literate;

Able to establish good interpersonal relationships, rapport and credibility with a wide range of people;

A self-starter, able to act on own initiative and to organise, plan and prioritise own work load to meet deadlines;

The Office Administrator must be able to work effectively within a small team;

Ability to work under pressure and to demonstrate a professional approach in a range situations;

Personal Characteristics

Committed to customer care and the provision of high quality services;

Energetic and enthusiastic;

Creative and flexible in outlook.

Additional Information:

The post will necessitate some evening and weekend work for which time off in lieu will be provided.

Closing Date:

Thursday 15th February 2018


Tuesday 27th February 2018


This role is being managed by Job Board Direct / DCA Recruitment.

Required skills

  • Charity
  • Communication Skills
  • Computers
  • Data Entry
  • Office Administrator

Reference: 34146037

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