Administrative Assistant

You will be working with a small and dedicated team, who are based across the country. We are looking for a colleague with excellent planning and organisational skills, who is personable and develops strong working relationships, and happy take on a range of administrative tasks.

Your line manager will be our Finance and HR Manager, and you will support a range of teams, including Finance, Communications, Programmes and Fundraising.

The role is hybrid and 0.6 FTE with flexibility as to how the hours are worked. This could be three days a week or spread over four or five days. We have an office in north Cambridge and are ideally looking for a candidate who would be able to spend at least one day a week here. We will consider a home-based contract for candidates who don’t live locally.

• Coordinate travel bookings across Villiers Park, liaising with budget holders and the Senior Leadership Team to ensure that travel and accommodation bookings are made cost-efficiently, consider environmental sustainability and organised in advance as much as possible.
• Keep track of costs for travel and hotel bookings, supporting the Finance Manager and budget holders with credit card reconciliation.
• Assist the Finance Manager with processing of monthly invoices and staff expenses.
• Organise department and all staff meetings, and keep our central organisation calendar up to date.
• Organise Board and Committee meetings, liaising with the Chief Executive to coordinate a calendar of meetings throughout the year.
• Assist the Communications Manager with updates to our social media channels and website.
• Be a key point of contact for supporters, responding to individual supporters with timely thank yous and supporting the Fundraising team with administrative tasks around mailings, gift aid and keeping the CRM database up to date.
• With the Finance and HR Manager, keep induction and training records up to date on Sage HR and support colleagues with bookings for training courses.
• Support with recruitment administration, for example, liaising with candidates and colleagues to arrange interviews and responding to queries about vacancies.
• Assist with the arrangements for visits and events, helping with event logistics and administration.
• Coordinate stationery orders and office administration requests.
• Coordinate responses to incoming queries, by working with colleagues across different teams to respond and share relevant information in a timely manner.

This list is not exhaustive, and the post-holder will be required to undertake other tasks relevant to the role and within their capability.