Naval Children’s Charity – Admin Support Officer


Admin support to the Head of Programmes & Funding HOP&F and Data Administrator to support the Charity’s Life Chances Programme, the delivery to beneficiaries and general head office administration
Part-time 20 – 25 hours per week.  (subject to agreement: Mon – Friday 0930 – 1430)
£24,950 per annum (£14,257 – £17,821 – pro rata)
LOCATION Portsmouth, Hampshire
ANNUAL LEAVE 30 days paid leave pro rata and Bank Holidays
Contract Permanent subject to a successful 6-month probationary period.
Company pension scheme Subject to successful 3-month probationary period.
Other benefits include
  • Employees group life insurance scheme.
  • Employee Benenden Health scheme.
  • Free onsite secure parking.
  • Flexible family friendly conditions.
The Naval Children’s Charity provides financial and holistic support to children and families around the UK.  We work closely with other charities, have our own team of caseworkers and use an external Armed Forces group case management system CRM, as well as a bespoke internal CRM of our beneficiaries.
The role of Admin Support Officer is to provide administrative support to the Head of Programmes & Funding to support the project management of the Life Chances Programme and to the Data Administrator in support of caseworking team which includes, amongst other things, writing and sending letters, inputting data into both CRMs and ensuring that all records are maintained and updated in a timely fashion.  Other general administrative support as required.
The Life Chances Programme is a range of exciting opportunities to support the outcomes and skills of our Naval children and young people.  These range from outdoor activities to creative and technology skills and projects to employment and training support.  Each separate project involves managing the applications and ensuring that the project runs smoothly.
This important role can be office based or hybrid and is part time, working pattern to be agreed.
The role is subject to DBS checking.
Specifics of Role
• Reports to the Head of Programmes & Funding.
• Works closely with the Data Administrator, Head of Welfare, Head of Finance and caseworking team.
• Ensure confidential handling of all information concerning beneficiaries in accordance with the Naval Children’s Charity’s confidentiality and data protection policies.
• Support the HOP&F with administrative duties and processes for the Life Chances Programme.
o Break down projects into doable tasks and estimate the duration.
o Assist with planning, from start to finish, of projects in the Programme.
o Create a weekly workflow.
o Monitor progress of applications and project delivery, ensuring timely updates to candidates.
• To support the data input into the Charity’s internal and external CRMs.
• To ensure that all data input is accurate and completed in a timely manner, adhering to monthly and quarterly deadlines.
• To provide administrative support to the Charity team as required.
• To provide data reports from the CRMs as required.
• Such other relevant duties as may be assigned from time to time.
Experience of working in an office/administrative setting.
Experience in using large organisational databases.
Experience in collecting and input of large amounts of data.
Experience of maintaining administrative, data/information and reporting systems.
Experience in the use of multiple IT packages.
Experience in data analysis and compiling reports.
Knowledge and skills commensurate with role to include:
Excellent interpersonal, written, verbal communication skills.
Well-developed IT skills, including Microsoft Office 365 and Teams. Training will be provided on our case management systems.
Excellent attention to detail and a logical approach to work.
Excellent planning and organisational skills.
A team player with a positive, solution-focused approach to work.
Ability to work independently demonstrating excellent time management skills  .
Ability to stay calm and work effectively under pressure, especially when meeting short notice deadlines.
An understanding and commitment to the mission, vision and values of the Charity.
Comprehensive understanding and implementation of GDPR and data protection principles
Experience commensurate with the role.
Some of the information you may be required to process is of a sensitive and confidential nature.
Context and additional information
• We rely on homeworkers to supply electricity and use of broadband for purposes of working effectively from home. You may be able to claim working from home tax relief from HMRC in support of these small costs incurred.  Full details are available on the website.
• The NCC will supply agreed home office equipment for work purposes only, to enable flexible working, we assume you have a suitable home working environment.
• Expenses incurred whilst fulfilling the duties of this role will be paid in accordance with NCC policy.
• You may be required to attend events to engage with Naval families (overtime is not paid, however TOIL is given).
• Willingness to successfully complete appropriate job-related training.
• Have, or be willing to undertake and pass, MOD security checks.
The tasks listed in this job description are not designed to be exhaustive and may vary from time to time according to the needs of the organisation.  This document will be reviewed in consultation with the post holder as the role and services provided by the organisation develop.
The Naval Children’s Charity is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.
To apply, please request a job description and an application form and return with an accompanying letter to Sara Smith, Head of Welfare/HR:
If you would like further information about the role please call Sara Smith on 023 9263 9534.
Applications reviewed on a rolling basis and interviews scheduled accordingly to fill the role as soon as possible.
Closing date Friday 5 April
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