work with us

Send your cv and covering letter, maximum 2 sides A4

SUBJECT LINE: project administrator & facilities officer

Send to: info@therefugeebuddyproject.org

APPLICATION DEADLINE: 5PM thursday 14th november

INTERVIEWS WILL BE HELD MONDAY 18TH NOVEMBER

Title of role: Project Administrator & Facilities Officer

contract type: Fixed term to September 2025, with possibility of further extension. To commence November 2024

hours & salary: 3 days per week (22.5 hours) £18,000

location: Hastings with occasional travel to Rother and Wealden areas

reports to: CEO, Head of HR/Operations

Benefits:

• Holiday: 20 days additional to bank holidays (pro-rated for part time), rising with service to max of 30 days

• Pension: 5% salary sacrifice met by a 3% contribution from The Refugee Buddy Project

overall purpose of role:

• You will play an important role in organising, managing, and keeping the office and the Dove Café running. You will be responsible for clerical and organisational tasks like file organising, scheduling appointments, assisting other staff members, and drafting correspondence or messages for service users.

• You will support the Financial Manager with managing the charity’s financial accounting, monitoring and reporting systems. Liaising with auditors to ensure annual monitoring is carried out. Develop / source external relationships with contacts where appropriate e.g. auditors, solicitors, bankers and statutory organisations such as inland revenue, suppliers to secure the sustainability of the project.

• You will work closely with the CEO to provide administrative support, usually on a one-to-one basis with administrative tasks / diary management.

Key duties/Responsibilities:

• liaise with each programme manager to understand how they work

• ensure there is appropriate support and training for volunteers act as a point of contact for volunteers to express questions, concerns, etc.

• support the promotion of volunteering (internally and externally) · through recruitment and publicity strategies and campaigns

• Review and maintain written and computer files, plus conduct data entry · Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties · Administer the ‘clearing process’ for new volunteers · Organise new volunteer inductions

• Prepare invoices for payment in line with project invoicing procedures and chase payments · Research and collect information

• Assist with all budget activities, including book keeping (Quick Books) · Help implement new programs, procedures, methods, and systems

• Conduct audit reviews, surveys, and collect information on administrative matters · Responsible for preparation of confidential documents and reports

• Maintain meeting minutes (team and board meetings)

• Coordinate and schedule meetings, training, events

• Coordinate facilities operations, including purchasing, equipment, property inventory, building, equipment, and disposal

• Maintain and oversee complete stock of all office and Dove Cafe supplies and accuracy of inventory

• Connect with building vendors to carry out fixes and improvements

Skills/Qualifications:

• You will be a graduate or at least 5 year’s administration experience

• Experience in administration of an office & administrational duties F

• Financial Experience (Experience in invoice processing and petty cash + Understanding of budgets and funding challenges in the charitable sector + Proficiency in using electronic accounting packages, e.g. Quickbooks

• Experience of entering data and drawing down reports from data bases as well as have the ability to prepare clear & concise reports

• Effective organiser and ability to work to tight deadlines + Ability to balance competing priorities and meet deadlines + Ability to work under pressure in a busy environment

• Experience of working with volunteers + Experience of support and supervising staff or volunteers

• Excellent spoken and written communication skills

• Proficiency in Microsoft Office and ability to learn to use Podio database

• Maintenance and overseeing of web and social media sites and have a good knowledge/practical use of Social Media and Website content

• Commitment to the organisation’s ethos and understanding of need to work with people to effect positive changes

• Ability to work flexible hours including monthly evenings with a time off in lieu (TOIL) system

Other Requirements:

• To comply with the policies and procedures of the Project, including but not limited to GPDR, Safeguarding, Equality & Diversity. The ideal candidate must be a keen supporter of refugee and migrant rights and show commitment and resilience.

• Other duties as required by the organisation

• To have Citizenship of the UK, or have entitlement to work in the UK

• You will need to be free from any criminal conviction which would conflict with the
  responsibilities of the post; you will be required to undergo a standard DBS.

• To be able to deal with all information on a confidential basis and
  understand data protection requirements.

tRAINING:

To be provided by the Project in the first month of the role, and on an ongoing basis where required.

The Refugee Buddy Project is an equal opportunities employer; the aim of our policy is to ensure no job applicant, employee or worker is discriminated against either directly or indirectly on the grounds of race, colour, ethnic or national origin, religious belief, sex, marital status, sexual orientation, gender reassignment, age or disability. We do not disbar applicants with criminal convictions and are mindful of the requirements of the Rehabilit of Offenders Act, 1974