Administration Support – London Office Based

Administration Support – London Office Based

Responsible to: Chief of Staff & Support Services Manager

Location:Veterans Aid, 27 Victoria Square, SW1W 0RB, London

Working hours in the London office:Tuesday and Thursday (9.00 am – 3.30 pm) 13h per week

Veterans Aidestablished in 1932, all activities revolve around helping ex-servicemen and women in crisis. The Charity has played a significant part nationally in the reduction and eradication of homelessness among veterans. It intervenes immediately,practically and at three stages: beforecrisis (preventing), during (addressing) andafter (sustaining). Because homelessness is both a cause and an effect, Veterans Aid’s activities are diverse. Its objective is always to enable sustainable, independent living, but the interventions necessary to achieve this can involve days, weeks, months – or even years of investment.

www.veterans-aid.net

This role will provide professional and administrative support to the CEO, Chief of Staff and the VA staff based at HQ offices and NBH as required and act as a contact lead with contractors and suppliers.

Duties and Responsibilities

To work under the direction of the Chief of Staff and assist in efficient running of the HQ & OPS Centre. To supervise contracts and works with service providers such as IT, cleaning, maintenance, and security. To generally contribute to the work of VA and maintain a good relationship between individual departments. To ensure that all facilities such as CCTV, gym, water machine, fire, intruder alarm, waste disposal and heating are maintained across both premises (HQ & NBH). To supervise and report on building projects, including refurbishments, repairs & maintenance across the charity. To ensure maximum standards of H&S and hygiene are established and maintained across both sites (HQ & NBH). To support the Chief of Staff in carrying out disciplinary and grievance procedures in accordance with relevant policies.

To undertake office duties such as:

• Dealing with post, phone calls and emails.
• Photocopying and collating papers and documents.
• Filing and arranging documents.
• Monitoring and ordering stocks of stationery and necessary equipment.
• Assisting COS during hiring process including new joiners induction and DBS checks as needed.
• To manage contracts with service providers.
• Welcoming visitors and provide general support to the CEO during meetings.
• Arranging travel, accommodation, training, conferences, and meetings for VA staff.
• Monitoring and maintaining VA online shop in a cost-effective running including arranging deliveries.
• Developing & maintain a filing system.
• Coordinating petty cash spending on VA clients and staff and assisting with business card payments.
• To manage and develop the administration of client database, accurately inputting, editing & deleting information as necessary.
• To compose data analysis documents. To supervise the Charity’s volunteer and delegate basic admin responsibilities when appropriate.
• To process and effectively manage furniture and carpet orders for newly homed clients as requested by OPS department.
• To liaise with OPS department when reporting on move on stats.
• To provide general support to the CEO and COS during Board Meeting and AGM.
• To process and monitor staff annual leave and sickness absence records throughout the year to establish patterns that might need to be followed up or referred to as appropriate to the Chief of Staff.
• To provide IT support to all staff members across the organisation including:
  • To escalate the issue with the IT supplier when appropriate.
  • To ensure Charity’s IT software and hardware run smoothly with the latest updates.
  • To supervise software and hardware maintenance and repair, assist with IT equipment purchase & installation, maintain networks and broadband connection.

Essential skills

• Analytical and problem-solving skills
• Working knowledge of IT
• Excellent organisational skills together with the ability to prioritise and where necessary delegate effectively
• Good level of computer literacy (Word, PowerPoint, Excel, Outlook) with knowledge in the use of spreadsheets and CRMs
• Working knowledge of the issues involved in personnel management
• Ability to handle a complex, varied workload
• Working knowledge on how to identify hazards and respond in crisis

Desirable skills

• Educated to a degree or equivalent
• Relevant professional qualification (e.g., MIWFM) will be an advantage
• Working knowledge of operational CRMs
• Personal qualities
• Proactive
• Team Player
• Can do attitude
• Commitment to Veterans Aids mission – desire to make a difference

NOTE:This job description is subject to review to ensure that it reflects the strategic requirements and direction of Veterans Aid. Any significant changes to the role will be subject to consultation. This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Employer to reflect changes in the post holder’s role and/or the needs of the business. NOTE: Job offer is subject two (2) satisfactory job references & Basic DBS check.