Office and Project Administrator

ABOUT CHOICE IN HACKNEY

Choice in Hackney is a Disabled People User Led Organisation, run by disabled people, for disabled people.

We support disabled people from all communities to obtain the services they need to live independently, with dignity and to make choices about their own lifestyles.

Choice in Hackney was founded in 1992. It originally consisted of two part-time advocates and a Co-ordinator. Now, the organisation has grown to include a robust advocacy project staffed by three part time advocates; a hate crime advocacy project; a training department delivering Advocacy and Employment training as well as job coaching; and a volunteering project delivering befriending, gardening and active lifestyle services.

Today, Choice in Hackney is one of the largest Disabled People’s Organisations in Hackney. We assist over 200 disabled people a year to access services, challenge injustice, improve their employability prospects, live actively and participate in society.

ABOUT THE ROLE

• To provide efficient administrative support across all CHOICE IN HACKNEY projects and services.
• To ensure the smooth day-to-day running of the office, reception and administrative systems.
• To maintain accurate records, databases and filing systems in accordance with organisational policies and General Data Protection Regulation (GDPR).
• To provide administrative support to staff, volunteers, and partner organisations.
• To support monitoring, evaluation and reporting requirements for funded projects.

KEY DUTIES AND RESPONSIBILITIES

• Provide administrative support to CHOICE staff across all projects and services.
• Welcome visitors to the office and provide a professional first point of contact.
• Answer telephone enquiries, take messages and respond appropriately to enquiries received by telephone, email and post.
• Maintain electronic and paper filing systems ensuring records are accurate, secure and up to date.
• Maintain client, volunteer and organisational databases including CharityLog.
• Enter, update and retrieve information accurately from databases.
• Prepare emails, letters, reports, forms, presentations, minutes and other documents using Microsoft Office.
• Assist with preparing meeting agendas and minutes.
• Organise meetings, appointments, training sessions and room bookings.
• Maintain office stationery, equipment and supplies and arrange replenishment where necessary.
• Monitor office equipment and arrange maintenance or repairs as required.
• Assist with maintaining office health and safety records.
• Process incoming referrals and ensure information is directed promptly to the appropriate member of staff.
• Assist staff with monitoring returns and funding reports.
• Collate statistical information for project monitoring and evaluation.
• Support the administration of training courses, including preparing learning materials, attendance registers, certificates and evaluation forms.
• Assist with organising events, meetings, workshops and community activities.
• Update mailing lists and contact databases.
• Assist with maintaining the organisation’s document templates and administrative procedures.
• Liaise professionally with partner organisations, funders and external agencies.
• Assist with maintaining organisational calendars and project schedules.
• Prepare information packs and publicity materials for projects and services.
• Support the administration of social media and website updates where required.
• Comply with CHOICE’s Health and Safety, Equal Opportunities, Safeguarding, Confidentiality and GDPR policies.
• Promote CHOICE’s vision, values and objectives in all aspects of work.
• Undertake any other duties commensurate with the post as directed by the Advocacy Training & Employment Coordinator and/or Chief Executive Officer.

CANDIDATE REQUIREMENTS

Essential requirements

• Experience providing administrative support within an office environment.
• Experience dealing professionally with members of the public.
• Experience maintaining confidential records.
• Experience using computerised databases (Charity Log preferred)
• Experience organising meetings, events or appointments.

Skills, Abilities and Knowledge

• Excellent communication and interpersonal skills (GCSE Grade C/4 or above, or equivalent).
• Excellent organisational skills and attention to detail.
• Ability to prioritise workload and meet deadlines.
• Ability to work on own initiative and as part of a team.
• Good keyboard and data entry skills.
• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to learn new IT systems, including CharityLog
• Ability to maintain confidentiality and comply with GDPR requirements.
• Ability to produce accurate reports and correspondence.
• Understanding of and commitment to equality, diversity and inclusion.
• Ability to work with disabled people in a respectful and person-centred manner.

Commitments

• Commitment to, and understanding of, the Social Model of Disability.
• Commitment to, and understanding of Equal Opportunities.
• Enthusiastic and positive attitude to work and commitment to the ethos of CHOICE IN HACKNEY.

Other

• Willingness to attend some evening and weekend meetings.
• Willingness to carry out outreach including home visits as and when necessary.

Desirable Requirements

• Personal Experience of disability or working with disabled people (desirable).
• A recognised qualification in Business Administration, Office Administration, or a related field, or equivalent relevant training (desirable).
• Experience of working within the voluntary or community sector (desirable).
• Experience of supporting funded projects (desirable).
• Experience of using CharityLog, Salesforce or similar case management systems (desirable).
• Experience of minute taking (desirable).
• Experience of supporting volunteers (desirable).
• Knowledge of safeguarding procedures (desirable).
• Experience of supporting social media or website administration (desirable).

Salary: £29,575 per annum for 35-hours per week Pro rata £15,210 per annum for 18-hours per week

Contract: Fixed term – 5-years (ending June 2031)