Volunteer Office Administrator - Volunteer

The Women & Families Resource Centre; Wolverhampton; On-site; GBP 20,000 - 28,000; Full time

Job summary

The Women & Families Resource Centre is seeking an Administrator to join our team in Wolverhampton. You will welcome clients, handle inquiries, and manage bookings for events and our Chat group.

You will support Befriending and Counselling services, assist the CEO with diary management, and help grow our Volunteer program. You will maintain the Charity Log database, assist with mailings, create promotional leaflets, and promote WFRC services on social media while ensuring GDPR and health and

Qualifications

• Strong administrative skills including data entry, diary management, minute taking, and mass mailings.

Responsibilities

• Reception: welcome clients, answer calls, route messages, and signpost to external resources.
• Befriending/Counselling support: manage referrals and reservations for services.
• CEO support: maintain diary, schedule meetings and assist with executive tasks.
• Volunteers & Data: distribute volunteer packs and update Charity Log records.
• General admin: handle mail, stationery, and basic office duties; maintain a welcoming environment.
• Promotional duties: assist in designing leaflets and promoting WFRC via social media.
• Compliance: support GDPR, confidentiality, and health and safety policies.
• Other duties as directed by the Office Manager.

Skills

Highly organized

Excellent communication

Digital literacy

Creative design

Tools

Charity Log

Office software

Facebook

X/Twitter

Job description

WFRC is a registered charity committed to supporting, empowering, and advocating for women and children facing challenging situations. Through support, counselling, home visits, community groups, workshops, and our Baby Bank, we help women build confidence and independence.

What difference will you make?

• Enhances Client and Visitor Experience The administrator acts as the primary point of contact, welcoming clients, answering inquiries, signposting individuals to appropriate external resources, and managing bookings for WFRC’s Chat group and other events.
• Directly Powers Key Support Programs By handling referrals, managing reservations, and distributing information packets, the role directly facilitates the smooth delivery of the Befriending and Counselling services.
• Boosts Executive Efficiency The administrator provides direct administrative assistance to the CEO, managing their diary, scheduling appointments, and organizing meetings, which frees up leadership to focus on strategic growth.
• Maintains Vital Databases and Records By updating the Charity Log contact database and collating reports, they ensure the organization has accurate data to measure its impact and meet reporting requirements.
• Strengthens the Volunteer Pipeline They assist in growing the charity's workforce by sending out volunteer informational packs to prospective candidates.
• Amplifies Public Outreach The role supports marketing and fundraising efforts by designing promotional leaflets, updating stationery, and actively promoting WFRC services on Facebook and Twitter.

• Ensures Office Safety and Compliance In addition to handling day-to-day office logistics (like ordering stationery and managing mail), the administrator acts as the designated office First Aider and ensures that data protection (GDPR), confidentiality, and health and safety policies are strictly maintained.

What are we looking for?

Required Skills

• Highly Organised Administration Strong general administration skills, including the ability to handle data entry, manage diaries , take meeting minutes, and handle mass mailings.
• Excellent Communication Strong written and verbal interpersonal skills to confidently communicate with diverse groups, including clients, colleagues, trustees, and social services representatives.
• Digital & Tech Literacy Proficiency in managing databases (such as Charity Log), using office software, and utilizing social media platforms (Facebook and Twitter) for promotion.
• Creative Design Basic skills or aptitude for designing and updating organizational stationery and promotional leaflets.

Essential Qualities

• Welcoming and Empathetic A warm, compassionate, and professional demeanor, ensuring that women and families facing crises feel supported and respected.
• Proactive and Self-Motivated The ability to take initiative, think innovatively to solve problems, and work independently without constant oversight.
• Adaptable and Fast-Paced Resilient and flexible enough to operate accurately in a varied, fast-paced charity environment.
• High Integrity Absolute commitment to maintaining strict confidentiality, data protection compliance, and safety standards.

Relevant Experience

• Front-of-House or Reception Previous experience welcoming visitors, handling telephone inquiries, and routing messages effectively.
• Office & Resource Management Experience tracking inventory, ordering office or charity bank supplies, and handling general logistical duties.
• Executive Assistance Prior experience managing calendars, scheduling appointments, and providing administrative support to senior leadership (such as a CEO).
• First Aid While training is provided, a willingness to undergo First Aider training and take on the responsibility of the designated office first aider.

What will you be doing?

Main Duties & Responsibilities

• Reception
• To welcome clients and other visitors in person or on the telephone.
• To answer the telephone and pass on messages to other WFRC staff and volunteers as well as signpost to other organisations where appropriate.
• To assist the Office Manager to make reservations for and be the first point of contact for WFRC’s Chat group, events & other activities. To keep a record of all interested clients and send out relevant literature.
• To assist with the purchasing and control of domestic matters, stationery, kitchen supplies and office equipment as requested by the Office Manager.
• To take the post to the central post office at the end of each day.
• Befriending/ Counselling Service
• To deal with referrals to and reservations for the WFRC befriending service.
• To send out relevant information to new and existing service users.
• CEO
• To provide general administrative support to the CEO.
• To manage the CEO’s diary including updating Outlook calendar, making appointments and organising meetings
• Volunteers & Data Entry
• To send out by post and email volunteer packs to those interested in volunteering.
• To update the Charity Log contact database for all support Services (including collating reports) as requested by the Office Manager
• General
• To undertake First Aider training and become the first aider in our offices.
• Take minutes of meetings and circulate to attendees.
• To maintain a welcoming, warm and professional manner when communicating with service users or clients, volunteers, colleagues, trustees, visiting Health & Social Services representatives and other professionals.
• Receive supervision from the Office Manager on a monthly basis or as otherwise directed.
• To provide general assistance with administration tasks such as mail merges and mass mail-outs.
• To assist with the design and updating of WFRC leaflets and stationery.
• Undertake administrative duties to support WFRC Services.
• Promote WFRC and its services via Twitter and Facebook.
• To be responsible for own safety at work and assist in ensuring a safe environment for all staff & volunteers of WFRC.
• To assist in ensuring that the organisation's Equal Opportunities, Health and Safety, Complaints and Confidentiality policies are implemented and to ensure any records kept comply with the requirements of the Data Protection Acts with regard to security and confidentiality.
• Any other duties on behalf of WFRC, which the Office Manager can reasonably and lawfully expect.