Temporary Office & Reception Assistant at Voices In Exile

Community Base; Brighton; Hybrid; GBP 14,000 - 17,000; Part time

Job summary

Voices in Exile is seeking a temporary Office & Reception Assistant to help run our office while we recruit a permanent position. This is a 20 hour per week role, worked over four days (Tuesday to Friday), 10:00am–3:00pm with a 30-minute lunch break.

The post is a fixed-term arrangement from October to December. You will welcome visitors, answer calls and emails, manage post, arrange Zoom meetings, and provide general administrative support in a busy charity environment.

Qualifications

• Experience in office, reception or customer-facing environment.
• Friendly, approachable and able to communicate with a diverse range of people.
• Good organisational skills and attention to detail.
• Confident using Microsoft 365 including Outlook, and online meeting platforms Zoom/Teams.
• Able to work independently and manage competing priorities.
• Understands confidentiality.

Responsibilities

• Welcome visitors and service users to the office.
• Answer telephone and email enquiries and signpost appropriately.
• Manage incoming and outgoing post.
• Maintain kitchen supplies (milk, coffee).
• Arrange meetings via Zoom.
• Support the smooth running of the office and reception area.
• Provide general administrative support to staff.
• This role requires the ability to lift and carry items and move between floors.
• Undertake other reasonable administrative duties as required.

Skills

Office administration

Customer service

Microsoft 365

Zoom/Teams

Communication

Organisation

Confidentiality

Diversity awareness

Tools

Microsoft 365 (Outlook)

Zoom

Teams

Job description

As our Office Administrator will be leaving in the coming weeks, Voices in Exile is seeking a temporary Office & Reception Assistant to help ensure the smooth running of our office while we recruit to a permanent position. This is a practical, people-focused role and would suit someone who is organised, welcoming and enjoys supporting a busy charity environment.The post will be a temporary fixed-term arrangement (October to December) until a permanent appointment is made.

Main responsibilities

• Welcome visitors and service users to the office
• Answer telephone and email enquiries - respond promptly and signpost appropriately
• Manage incoming and outgoing post
• Maintain kitchen supplies such as milk and coffee
• Arrange meetings via Zoom
• Support the smooth running of the office and reception area
• Provide general administrative support to staff
• This role requires the ability to lift and carry items, and to move up and down stairs as part of daily responsibilities
• Undertake other reasonable administrative duties as required

We're looking for someone who:

• Has experience of working in an office, reception or customer-facing environment
• Is friendly, approachable and able to communicate with people from a wide range of backgrounds
• Has good organisational skills and attention to detail
• Is confident using Microsoft 365 including Outlook, and online meeting platforms including Zoom and Teams
• Can work independently and manage competing priorities
• Understands the importance of confidentiality
• Shares Voices in Exile's commitment to supporting refugees, asylum seekers and migrants with dignity and respect.

10.00am-3.00pm. 20 hours per week, worked over four days (Tuesday to Friday), from 10.00am to 3.00pm each day. This includes a 30-minute unpaid lunch break.

Categories

Administration / Reception / Secretarial