***THIS JOB VACANCY HAS NOW CLOSED***
Responsible to: Executive Assistant (EA)
Responsible for: Administration at the Care after Combat Headquarters.
Main Role and Responsibilities
This role requires efficient and comprehensive Administrative Assistant and secretarial duties. This will include working closely with the Executive Assistant and other headquarters staff and taking meeting minutes as required. Efficiency is required in maintaining records, databases, filing systems and preparing correspondence for the Lead Managers. This role includes being the first point of contact for people telephoning Care after Combat therefore an excellent telephone manner is essential as well as the ability to manage and respond appropriately to enquiries. The role also involves meeting and greeting visitors.
Duties will include and not be limited to:
- Close working with the Executive Assistant (EA), Lead Managers (LMs) and wider Care after Combat team, providing administration support
- Will need to develop an in-depth knowledge of Care after Combat’s personnel structure and operational area.
- Will need to develop an in-depth knowledge of Care after Combat’s aims and objectives
- Update of given information from LMs and wider Care after Combat team and input into a working Customer Relationship Management System
- Responsible, as directed by the EA, for all aspects of secretarial and administrative support for Care after Combat.
- Effective communication, liaising with all Care after Combat staff, voluntary mentors, veterans in receipt of Care after Combat services, HMP prison staff, and external contacts
- Responsible for travel arrangements and accommodation
- Organising and maintaining diaries for the LMs
- Dealing with telephone, email and written correspondence on behalf of the LMs
- Organising and attending meetings ensuring the relevant LMs prepared for meetings
- Maintain position of integrity, appreciating the need for confidentiality when dealing with people and issues appertaining to this post
- Maintain a filing system compatible with Care after Combat organisation and GDPR
- DBS administration – manage applications, ID verification and submissions, collate, check and file certificates
- Support with fundraising activities taking an active role in the planning and delivery of events.
- Represent Care after Combat as required and always work in line with our aims, values and plans.
Other duties may be assigned by the EA and / or LMs
|Attributes||Essential Requirements||Desirable Requirements|
|Qualifications||Employment rights to live and work in the UK|
|Have a full and clean driving license|
|5X GCSE levels A*- C including in Maths and English or equivalent|
|Experience/ Knowledge||Be a Veteran or have relevant working experience with the armed forces, the prison service or a Veteran’s charity|
|Experience of NHS administration duties|
|Previous office, administrative and organisational experience
|Ability to work collaboratively across teams and grades|
|Experience of preparing high quality reports|
|Skills||Good working knowledge of Microsoft Word, Excel and PowerPoint
|Typing/Word processing qualification to at least RSA II standard|
|Experience of or relevant skills to evidence confident administrative skills|
|Excellent interpersonal skills; ability to network and communicate effectively with relevant outside agencies|
|Able to accept responsibility and to respond confidently and calmly when managing workload|
|Able to work on own initiative, self-motivate and progress own work to deadlines once guidelines have been set|
|Previous experience of using Salesforce|
|Values||Approachable, cooperative and respectful of others|
|Strong commitment to team working|
|Good problem-solving skills and
application of independent thinking
|Trustworthy, honest, ability to work autonomously, take responsibility and demonstrates integrity.|
|Ensure that the level of service provided is to the agreed quality standards.
Please email firstname.lastname@example.org for an application form and for any more information about the role.
Deadline to apply: 20 February 2023