Working Days: Monday/Tuesday/Thursday/Friday
Office working - 9am to 3pm
About Us
The Island is a charity in York that provides islands of time and space for vulnerable children and young people, building confidence, self-esteem and unlocking potential through positive mentoring relationships.
We are seeking an organised and proactive Administrative Assistant to join our dynamic team. This role is key in supporting our daily operations and ensuring smooth communication between various departments.
Position in Organisation
The administration assistant will report directly to the Chief Executive Officer, Management team and receive tasks and duties from The Island Team.
Key Responsibilities
1. Manage and deal with incoming correspondence via The Island's office phone, enquiries email and mail during hours of work.
2. Pass on and share information with relevant person/persons if necessary and store specific information on The Island's secure database.
3. Welcome all visitors accessing The Island and ensure they are directed to the appropriate person/persons for their meeting.
4. Keep a thorough and effective filing system both electronically and manually in accordance with The Island's requirements.
5. Take minutes of meetings such as Staff Team meetings, AGMs etc., and follow up with consolidation of minutes and distribution to relevant parties.
6. Support the staff team with day-to-day administrative duties as and when required.
7. Manage own working diary effectively, blocking out any times for specific tasks.
8. Be flexible with attendance at information sharing events in order to network and meet other service users.
9. Manage office supplies, maintain office equipment, and correspond with suppliers.
10. Welcome, organise and allocate tasks to groups of volunteers working in the office at specific (ad-hoc) times throughout the year.
11. Be compliant with confidentiality, GDPR and Safeguarding whilst at The Island and ensure that all documents are saved and filed in accordance with The Island's policies and guidance given in the Induction booklet.
12. Provide admin support to the CEO and Mentoring Team as and when required.
Fundraising & Grants (supporting the Head of Fundraising and Grants Officer)
1. Maintain structured processing and filing of information relating to funders and donors that is easily accessible and continually updated.
2. Correspond with funders and donors – sending regular thanks and updates via an agreed format with the Head of Fundraising.
3. Conduct research and data collection.
4. Assist with planning and coordinating company events, meetings, and conferences.
Skills & Qualifications
* Proven experience as an administrative assistant or in another relevant administrative role.
* Strong organizational skills with the ability to multitask and prioritize.
* Excellent written and verbal communication skills.
* Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
* Attention to detail and problem-solving skills.
* A proactive and positive attitude with the ability to work well both independently and as part of a team.
Why Join Us:
* Casual dress
* Career development opportunities
* A collaborative and supportive team environment
How to Apply:
You can apply through the Indeed website or alternatively, please send your CV and a cover letter to applications@theislandyork.org by Friday 21st February 2025.
Job Type: Part-time
Pay: £12.34-£12.60 per hour
Expected hours: 24 per week
Benefits:
* Casual dress
* Company pension
* Free parking
* On-site parking
Schedule:
* Monday to Friday
* Weekend availability
Education:
* GCSE or equivalent (preferred)
Experience:
* Customer service: 1 year (preferred)
* Administrative experience: 1 year (required)
Language:
* English (preferred)
Licence/Certification:
* Driving Licence (preferred)
Work Location: In person
Application deadline: 21/02/2025
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