Administrative Officer

Girlguiding Midlands; Ashby-de-la-Zouch; On-site; GBP 60,000 - 80,000; Full time

Job description

The role of the administrative officer incorporates a variety of office tasks necessary to ensure the effective and efficient running of a small office in support of the work of the charity.

The overall role covers general office duties working closely with other staff members and lead volunteers.

It is a very busy office, and the charity is looking for someone able to be adaptable, flexible in approach and to work independently as well as being a team member.

To undertake this role, you must have excellent interpersonal and communication skills.

The role includes day-to-day administration of events for young members and some trainings for adult volunteers organised by Girlguiding Midlands with the provision of office support to our volunteers, parents and girls.

This will include responsibility for admin tasks associated with bookings for events in the UK as well as for the region’s international trips.

The role will also provide cover for internal and external facing communications such as our website when other staff members are absent.

The administrative officer will report to the deputy region manager.

Responsibilities

Event administration

1. Support the planning, preparation and administration of events
2. Book venues, accommodation, travel, group equipment & merchandise for meetings & events
3. Arrange payments to suppliers
4. Track budgets and actual expenditure
5. Provide participants with correspondence - payment agreements, schedules, follow up on outstanding monies or information
6. Record & manage bookings for events
7. Provide regular information to lead volunteers & for business reporting

Communications (secondary role)

1. Support lead volunteers in the production of newsletters as required
2. Produce timely internal and external communications to maximise audience reach using a variety of different methods
3. Maintain the region’s website – including artwork designs

General office

1. Support teams of volunteer advisers to arrange meetings
2. Answer office phone and email enquiries
3. Office filing
4. Post

The role is based at Girlguiding Midlands’ office at Ashby de la Zouch.

Some evening or weekend work is required. Occasionally there may be a need to travel within the Midlands region and Girlguiding’s Headquarters in London. You will need to be independently mobile/have your own means of transport. Expenses for business travel will be provided.

As part of a small region office staff team, you may be required to undertake other duties to assist with the overall delivery of the region’s plan and events.

You will be expected to always represent Girlguiding Midlands in a positive professional manner.