Admin Assistant
About ASH Wales
Our mission is to achieve a smokefree Wales by working for strong tobacco control policy. We work to raise awareness of the health, social and economic effects of smoking by working with communities, young people and partners across Wales.
We work on projects, campaigns and policy in order to achieve a reduction in, and eventual elimination of, the health problems associated with smoking and tobacco use.
We’re experienced and knowledgeable about tobacco control and smoking issues, and we’re happy to share our experience with others. We are involved in a wide range of activities including coordinating professional networks to bring together people in Wales working in tobacco control.
Our key activities
– Communicate the issues relating to smoking and tobacco use in Wales
– Build effective networks of interested parties working in tobacco control in Wales
– Provide support and advocacy to individuals and projects in the tobacco control arena, and to those who are not adequately represented in public health policy or practice
– Lobby for public health measures to protect the health of all people in Wales from the harm caused by smoking and tobacco
– Research and develop policy and projects in the areas of smoking and tobacco control
Job Description
Post Title: Administration Assistant
Salary: £19 – 21k (Pro rata)
Conditions: Out of office hours work and travel throughout Wales may be required.
Contract Period: 21 hours a week
Responsible to: Chief Executive Officer
Location: Home working
This is an exciting opportunity for someone with energy and enthusiasm, has a can-do attitude, and enjoys working collaboratively in a small team.
Key Responsibilities
Main Duties
– Provide administrative and HR support to the ASH Wales team
– Provide support to the Board of Trustees (minutes of meetings, distribution of board papers, training opportunities etc)
– Ensure robust financial procedures are adhered to and oversee the day-to-day financial administration for ASH Wales
– Maintain office systems, online filing, manage contracts, supplies, IT and infrastructure
– Liaise with clients, suppliers and other staff
– Responsible for drafting reports, letters and emails as required.
– Be involved in keeping ASH Wales databases up to date.
– Be involved in managing incoming/outgoing correspondence
– Support the CEO with various administrative processes including grants management and annual accounts
– Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance quality of service.
– Carry out any other such other duties which the CEO may, from time to time, require
This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform. The job description will be reviewed regularly and may be changed in the light of experience and in consultation with the post-holder.
Person Specification
Essential:
– Self-starter who is time efficient, productive and positive with a can-do attitude
– An experienced administrator used to working on their own initiative
– Good office administrative skills, including experience of paper-based and electronic filing
– An experience of database management
– Good communication skills, verbal and written
– Fully computer literate and proficient in MS Office
– Flexible attitude to working hours – may be required to attend out of office hour events and meetings
– Committed to the principles of equal opportunity and respecting diversity
– The ability to work in a methodical style, ensuring good accuracy and completeness
Desirable:
– Experience of working in the charity sector
– Knowledge of Xero Accounting Software
– Full driving licence and access to a vehicle
If you have any questions regarding the position, please contact Suzanne on 07830 689265
Job Type: Part-Time, 21 hours
Contract: This is a grant funded post with funding secured until March 2025. It is anticipated funding will continue
Schedule: Flexible working hour
Person Specification
Education/Qualification and Training
4 GCSEs or equivalent at grades A-C including English and Maths – Essential
Certificate in Business Administration – Desirable
Experience
> Minimum 2 years’ experience of general office/administrative work including minute taking, dealing with client/customers, working with senior management – Essential
> Experience in a people focused/social/health care organisation – Desirable
> Extensive experience of using a range of IT packages – Essential
> Experience of meetings administration – Essential
> Experience of maintaining records and filing systems – Essential
> Experience of banking systems and financial packages such as Xero – Essential
Skills, Knowledge and Abilities
> Excellent written and verbal communication skills with the ability to produce good quality minutes/reports etc – Essential
> Excellent customer service skills – Essential
> Ability to work independently demonstrating initiative and be proactive – Essential
> Able to cope with a busy office running lots of projects – Essential
> Interest in or knowledge of the public health work in which ASH Wales is engaged – Essential
> Proficient in Microsoft Office packages (e.g. word and excel) – Essential
> Knowledge of HR policies and procedures – Essential
> Understanding of the principles and practice of service user confidentiality – Essential
> Knowledge of the charity/voluntary sector – Desirable
Personal Attributes
> Excellent interpersonal skills and ability to work as a member of a team – Essential
> Ability to work in an organised manner with attention to detail – Essential
> Self-motivated with ability to meet tight deadlines and to manage competing priorities – Essential
> Ability to maintain confidentiality – Essential
> Creative, adaptable to change and willing to try new approaches – Essential
> An ability and willingness to learn new skills and knowledge – Essential
> Ability to speak Welsh – Desirable
Recruitment Process & Timetable
Response Instructions
How to apply
Please complete the attached application form showing how you meet the criteria for the above post. Please note your application will not be processed if you cannot demonstrate that you have all the essential criteria noted above. For monitoring purposes please complete the equal opportunities form.
Send applications to: suzanne@ashwales.org.uk
Deadline for applications Friday 29th July.
The Application:
Please complete the application form as comprehensively as possible. You may supply additional material if relevant, but unfortunately it is not sufficient to only send a copy of your Curriculum Vitae. References will be taken up after the interview stage. It should be noted also that you may be required to undertake a DBS check.
Person specification:
The person specification describes the skills, experience, abilities and other factors we shall be looking for when selecting applicants. Please read this carefully and address how you fulfill each point on the specification giving concrete evidence of your skills and experience.
Equal Opportunities:
Please ensure that you complete the equal opportunities monitoring form. The information enables us to evaluate the effective operation of our equal opportunity policy and procedure. The contents of the form will be treated as strictly confidential and will be removed before the shortlisting process.
ASH Wales is committed to making appointments on merit by fair and open processes, taking account of equal opportunities.
