Programmes & Administrative Assistant

21 December 2023

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