Administrative Assistant

Waterloo Uncovered; London; Hybrid; GBP 23,000 - 25,000; Full time

Job summary

Join a forward-thinking charity dedicated to veteran recovery and archaeology as an Administrative Assistant. In this dynamic role, you will support the Chief Executive and work collaboratively with a passionate team. Your responsibilities will include managing administrative tasks, engaging with beneficiaries, and ensuring smooth operations. This position offers the chance to contribute to meaningful projects while working remotely, with occasional team days in London. If you're organized, proactive, and eager to make a difference, this is the perfect opportunity for you.

Qualifications

• Broad administrative experience across operations and fundraising.
• Excellent written and verbal communication skills.
• Strong organizational skills with attention to detail.

Responsibilities

• Manage programme administration and support beneficiaries.
• Handle customer service inquiries via email and phone.
• Oversee database management and financial processing.

Skills

Administrative Experience

Customer Service

Communication Skills

Organizational Skills

Data Management

Digital Literacy

Education

Experience in Charity Sector

Tools

Google Suite

Microsoft Office

CRM Systems

Social Media

Job description

Role: Administrative Assistant

Duration of contract: 6 months Fixed Term Contract (June - November 2025)

Salary: £23,000 - £25,000, dependent on experience

Reporting to: Chief Executive

Contract type: Full time, 37.5 hrs per week, remote working with 1-2 days per month in London

This is a fantastic opportunity for a proactive individual who enjoys working collaboratively as part of a team to join Waterloo Uncovered.

Who we are

Waterloo Uncovered is the ground-breaking charity that combines world-class archaeology with veteran recovery and wellbeing. Since 2015 we have been supporting veterans and serving military personnel, through programmes centred around the archaeology of the Waterloo Battlefield. For example, learning archaeological skills through excavation on the battlefield supported by a wellbeing team, bringing the artefacts discovered at Waterloo to beneficiaries in their community, or supporting beneficiaries to explore archaeology and history of conflict through our online programme. All our programmes link conflicts past to conflict present, as beneficiaries uncover, recover and discover.

As our Administrative Assistant you will be part of our small, dynamic, and passionate team, which is supported by an extensive network of volunteers. You will work closely with the Chief Executive on all aspects of our administration, in support of our operational delivery, communications, fundraising and outreach.

The successful candidate will:

• Have broad administrative experience across operations, programmes, finances and fundraising;

• Be extremely organised, with attention for detail, able to manage a varied workload with multiple deadlines;

• Demonstrate extensive customer service experience, with an empathy towards supporting beneficiaries and volunteers;

• Have excellent written and verbal communication skills, able to work collaboratively with a range of stakeholders and beneficiaries;

• Be a proactive team player, willing to get involved and support on wider team tasks;

• A self-starter, resourceful and self-sufficient.

• An interest in supporting veterans, archaeology and heritage.

Key responsibilities:

• Programme administration, engaging directly in support of beneficiaries for onboarding, logistics and follow up, answering enquiries and general tasks.

• Customer service, responding to email and telephone enquiries and correspondence.

• Database and spreadsheet management, including managing contacts and suppliers, as well as donor and volunteer data on our CRM system and digital filing.

• Processing financial and accounting requirements, including invoices, payroll, expenses and supplier payments.

• Virtual office support, arranging meetings and team events, providing secretariat to Trustee Board, office contracts, suppliers and administration.

• Researches as requested, complies and summarises information for drafting applications for grants and trusts, managing fundraising pipeline and tracking, reporting schedules and reports.

• Administration of social media accounts, support to drafts of newsletter and impact reports, and other communication initiatives.

• Event administration, including bookings, logistics and support to outreach and event delivery.

Person specification

Essential

• Strong written and verbal communication and interpersonal skills, able to present a professional and positive image for the organisation.

• Ability to work under pressure, with accuracy and minimal supervision, with a proactive approach to problem solving and process improvement.

• Data management and entry skills, including the ability to maintain and improve data and information digital filing systems, with accurate record keeping.

• Digital literacy, proficiency on google suite, microsoft, and social media (e.g. linkedin, facebook), able to present information accurately and clearly.

• Excellent organisational, time management and collaborative skills, able to work with a range of stakeholders.

Desirable

• Experience of working within the charity or similar sector in an administrative role.

• Communications and / or social media experience.

How to apply

Please provide a CV with a covering letter outline your motivations and how you meet the person specification by 5pm Monday 5 May through the apply now section of FFJ. Interviews will take place around 12-13 May. Please indicate in your cover letter any dates of unavailability.

Please note that this role is remote, but the successful candidate will be required to travel to team days in London at least twice per month at their own cost.

Additional Information

All Waterloo Uncovered team members are expected to actively engage in our outreach and engagement and therefore attendance at other locations in the UK and sometimes outside of normal working hours will be required. Where applicable, all Waterloo Uncovered team members are also expected to support programmes internationally, including our excavation programme in Waterloo Belgium.

Notes:

• The above list of responsibilities is not exhaustive and may change to meet the needs of the organisation.

• Waterloo Uncovered reserves the right to alter the content of this job description after consultation to reflect changes to the job or services provided without altering the general character or level of responsibility.

• Waterloo Uncovered is an equal opportunity employer. We welcome applications from people with disabilities and from minority groups.

• You must be eligible to work in the UK at the time of application.

• This role is subject to a DBS check.