Programmes & Administrative Assistant
21 December 2023
| Job Title: | Programmes & Administrative Assistant | Reports To: | Site Operations Manager (SOM) and Community Development Officer (CDM) |
| Terms: | 35 hours per week 9am-5pm Monday-Friday
25 days holiday (plus Bank Holidays) per annum |
Location: | Black Prince Trust Community Hub, SE11 6AA
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| Duration: | 1 year FTC (with a view to extend) | Salary: | £24,600 |
JOB SPECIFICATION
14 hours per week: To support Site Operations Manager with core and essential administrative activities including but not limited to:
- Co-manage admin inbox, respond to incoming emails and answer all telephone queries. Assist with managing customer enquiries, bookings, complaints etc. Supporting general enquiries in the admin inbox – PCNs, meeting rooms, customer issues related to booking systems, filtering emails to community team etc.
- Support processes related to online booking systems and bookings
- Facilitate private bookings – opening and closing facilities, setting up for bookings/events
- Help to monitor block bookings on the booking system
- Facilitate meeting room bookings with partners on site
- Process challenges to Parking Fines and liaise with Parking Contractor when necessary
- Assist with managing the Admin Building. i.e distributing post, signing for deliveries, directing visitors and assisting tenants with queries.
- Assist with maintaining office stationery/refreshments/equipment stock levels
- Support SOM and Operations team on events and filming enquiries
14 hours per week: To support the Community Team with administrative functions including but not limited to:
- Work with team to ensure smooth and effective monitoring of community programmes on Upshot:
- All programmes set up as sessions on Upshot in advance of delivery
- All programme participants are registered on M&E system Upshot
- All session registers are completed and up to date on a week-by-week basis.
- Support team with management of community inbox
- Desk research to support programme development
- Assist wider Community Team on ensuring the booking system is set up for holiday camps
- Support with logistics for events
- Support the general operations of daytime programmes where required including opening and closing facilities
7 hours per week: To support the Lambeth Community Living Room Wellbeing programme including but not limited to:
- Ensuring facilities are booked on-site for all programme delivery as agreed with the Health & Wellbeing Projects Lead
- Ensuring that all programme participants are registered on M&E system Upshot and that all session registers are completed and up to date on a week-by-week basis
- Support with onboarding of new coaches and trainers and with monthly processing of invoices to ensure coaches and trainers across both programmes are paid monthly
- Research potential partners and programmes to integrate into Community Living Room Wellbeing Programme
- Support with sourcing and organising equipment related to programme delivery
- Support with logistics for events
Required Skills:
- Experience of working in an administrative role, ideally in the charity sector
- Strong organisational skills and competence on a variety of IT programmes
- Ability to learn new IT systems quickly
- Personable and approachable
- Interest in sports and community provision
- Strong written & verbal communication skills
- Community driven
Preferred Skills: (Training will be given where appropriate)
- Experience using Monitoring & Evaluation systems (specifically Upshot)
- Experience of using online booking forms
- Experience of working in the Sport for Development sector