Programmes & Administrative Assistant

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


Duration: 1 year FTC (with a view to extend) Salary:  £24,600


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